Notice of Funding Opportunity – U.S. Ambassador’s Special Self-Help Fund (SSH)

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DEPARTMENT OF STATE
U.S. EMBASSY MAPUTO
NOTICE OF FUNDING OPPORTUNITY (NOFO)

Section A. Funding Opportunity Program Description

Assistance Instrument Type:          Grant Agreement
Funding Opportunity Title:              U.S. AMBASSADOR’S SPECIAL SELF-HELP FUND
Funding Opportunity Number:       SMZ-500-FY21-01
Catalog of Federal Domestic
Assistance Number:                        19.345
Funding Amount:                             $55,000.00
Number of Awards:                          6 to 8 (depending on the amounts)
Key Dates:                                        Questions must be submitted by May 14, 2021
                                                           Applications must be submitted by May 31. 2021
Notification of project approval and award signing expected by September 30, 2021

Executive Summary:

The United States Embassy in Maputo announces this Notice of Funding Opportunity (NOFO) for the Ambassador’s Special Self-Help Fund (SSH). The SSH Fund supports Mozambican community organizations and groups to develop lasting, self-sustaining projects that benefit entire communities.

Grant agreements up to $10,000 U.S. Dollars (USD) in FY 2021 Economic Support Funds (ESF) will be awarded (pending availability of funds) to support projects from six to eight organizations.  The period of performance is 12 months.  Funding authority rests in the Foreign Assistance Act of 1961, as amended.

Contact Person:  For questions on the application process and technical requirements, please contact the Embassy’s Small Grants Program at: Maputopoleconssh@state.gov.

Please read the entire solicitation package carefully if you plan to submit an application; there are steps that you should take immediately in order to make your submissions by the deadline.

A.1. Background:

The Embassy of the United States of America in Mozambique welcomes the submission of proposals for funding under the Ambassador’s Special Self-Help (SSH) Fund.  The SSH Fund assists Mozambican community organizations and groups to develop lasting, self-sustaining projects that benefit entire communities.

Purpose of Small Grants: In Mozambique, the Ambassador’s Special Self-Help (SSH) program started in 1988 and allows the Embassy to respond quickly to local requests for small community-based development projects.

A.2. Program Objectives:

Competitive project applications will:

  • Foster community self-reliance;
  • Have community participation and contribution – volunteer time and labor, donated land, equipment and materials – and the U.S. contribution must be on a one-time basis only;
  • Improve basic economic or social conditions at the local community or village level;
  • Be viable and sustainable in terms of finance, personnel support, necessary expertise and services;
  • Respect environmental norms for small projects; the proposed activity will not adversely affect protected or other sensitive environmental areas nor jeopardize threatened and endangered species and their habitat; and
  • Not exceed twelve months in duration.

Some examples of past SSH grants include:

  • Water Projects – wells, irrigation, or water collection systems, storage tanks;
  • Health & Hygiene – latrines at schools and clinics, community gardens;
  • Environmental Projects – recycling, solar panel systems, organic fertilization production;
  • Education Projects – classrooms, community libraries; and
  • Income Generating Projects – oil press for nuts, maize milling facility, clothing production, carpentry tools, and brick making machines.

A.3. Performance Indicators

The project should monitor and report on performance indicators that are Specific, Measurable, Achievable, Reasonable, and Time-bound (SMART).  Establish, where possible, performance baseline data and expected performance targets for each expected result and include details on what sources of data will be used to document performance, how the indicators will be measured, frequency of measurement, and units of measure.  Where possible, indicators should also allow for gender disaggregation. Indicators should reflect key project outputs or outcomes that reflect on the primary goals or objectives of the project and that the implementer can collect with high quality data.

Applicants must fill out the table below and insert it into the proposal document.  Additional non-Department of State (DOS) indicators may be added that are relevant to the project by adding rows to the chart.

All applicable indicators should be included in the proposal and subsequent to the award, routine, periodic reporting of all indicators will be required.  The implementer will be responsible for quarterly reporting on each performance indicator included in the grant agreement as well as analysis of progress or impediments to reach indicator targets.

Section B.  Federal Award Information 

B.1. Available Funding

The grant-making authority for this small grant program is contained in the Foreign Assistance Act of 1961, as amended. The period of performance will be 12 months.

Summary of Award Information

Award Instrument: Grant Agreement
Period of Performance 12 months
Type of Funding FY 20XX Economic Support Funds (ESF)/AEECA/source of funds
Funding Amount: $55,000 U.S. Dollars
Number of Awards: 6 to 8
Anticipated Award Date: September 2021
Anticipated Project Completion Date: September 2022

 

This notice is subject to availability of funding.

B2.  Award Management

The successful applicants awarded under this NOFO may need to routinely collaborate with the U.S. Department of State.

The Recipient must ensure that all funds are used in a manner consistent with U.S. Government laws on the use of foreign assistance funds, including any applicable restrictions on funding.

Section C. Eligibility Information

C.1. Eligible Applicants

The following organizations are eligible to apply:   

  • Registered not-for-profit organizations, including civil society/non-governmental, organizations headquartered in Mozambique.
  • Established, registered grassroots community-based organizations (CBOs) and Faith Based Organizations (FBOs) headquartered in Mozambique.
  • For-profit, commercial entities and individuals are not eligible to apply.

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

Technically eligible submissions are those which:

1) Arrive electronically to Maputopoleconssh@state.gov by the designated deadline;

2) Have followed all instructions contained in the Notice of Funding Opportunity (NOFO), including registrations and length and completeness of submission; and

3) Do not violate any of the guidelines stated in the solicitation and this document.

For-profit and commercial firms are not eligible to apply in response to this NOFO.

Please see 2 CFR 200.307 for regulations regarding program income.

C.2. Cost Share

Cost sharing is required in the form of significant “community contributions” through cash, labor, or materials as well as an investment in time and labor to promote a sustainable project outcome.

Please note:  If cost-share is included in the budget then the recipient must maintain written records to support all allowable costs that are claimed as its contribution to cost-share, as well as costs to be paid by the Federal government.  Such records are subject to audit.  In the event the recipient does not meet the minimum amount of cost-sharing as stipulated in the recipient’s budget, the Department of State’s contribution may be reduced in proportion to the recipient’s contribution.

C.3. Other Eligibility Requirements

In order to be eligible to receive an award, all organizations must have a unique entity identifier (Data Universal Numbering System/DUNS number from Dun & Bradstreet), as well as a valid registration on www.SAM.gov. Please see Section D.3 for information on how to obtain these registrations.

Any applicant listed on the Excluded Parties List System (EPLS) in the System for Award Management (SAM) 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 to ensure that no ineligible entity is included.

Organizations must have a commitment to equal opportunity employment practices and to non-discrimination practices with regard to beneficiaries, without regard to race, religion, ethnicity, gender, sexual orientation, or political affiliation

Organizations may only submit one application per organization. If more than one application is submitted by an organization, only the first application received will be reviewed for eligibility and funding.

Section D. Application and Submission Information

Once the NOFO deadline has passed, Department of State staff may not discuss this competition with any applicant until the proposal review process has been completed.

D.1. Address to Request Application Package

Applicants can find application forms and other materials needed to apply on https://mz.usembassy.gov/embassy/maputo/u-s-ambassadors-special-self-help-ssh-program/

The SF-424 forms can be found at https://www.grants.gov/web/grants/forms/sf-424- mandatory-family.html under the announcement title and funding opportunity number provided above.

Please contact the point of contact listed on page one if requesting reasonable accommodations for persons with disabilities or for security reasons.  Please note: reasonable accommodations do not include deadline extensions.

Please read the entire announcement carefully and follow the guidelines below before sending inquiries or submitting proposals.

D.2. Content and Form of Application Submission 

Any prospective applicant who has questions concerning the contents of this NOFO should submit them by email to the point of contact listed on page one.  Please refer to the funding opportunity number. Any updates about this NOFO will also be posted on https://mz.usembassy.gov/embassy/maputo/u-s-ambassadors-special-self-help-ssh-program/

Please follow all instructions below carefully. Proposals that do not meet the requirements of this announcement or fail to comply with the stated requirements will be ineligible.

Application must have the following format:

  • The proposal clearly addresses the goals and objectives of this funding opportunity.
  • All documents must be in English;
  • All budgets must be in U.S. dollars;
  • All pages are numbered;
  • All documents are formatted to 8 ½ x 11 paper; and
  • All Microsoft Word documents are single-spaced, 12 point Times New Roman font, with a minimum of 1-inch margins.

Complete applications must include the following required documents:

  1. Mandatory application forms that must be completed and signed:

*These forms are available electronically via Grants.gov.

  • SF-424 (Application for Federal Assistance – Organizations)
  • SF-424A (Budget Information for Non-Construction Programs)
  • SF424B (Assurances for Non-Construction programs) The SF-424 B is required only for those applicants who have not registered in SAM.gov or recertified their registration in SAM.gov after February 2, 2019 and completed the online representations and certifications. 
  1. Summary Page: Cover sheet stating the applicant name and organization, proposal date, program title, program period proposed start and end date, and brief purpose of the program.
  2. Table of Contents that lists application contents and attachments.
  3. 4. Proposal Narrative (five pages maximum):

Please see the “Narrative Components” section below for details on the information to include in the proposal.  (The five-page limit does not include the Summary Page, Table of Contents, Budget, Budget Narrative, Letter of Disclosure, Letters of Institutional Support, NICRA, Audit, CVs, Official permission letters, SF-424s forms).

Narrative Components: the proposal must include the following information:

 

  1. Executive Summary:

This section should be a succinct one-page summary narrative that outlines the proposed program; it should include: the name and contact information for the project’s main point of contact; the project’s purpose; country of implementation; program length (dates/duration); total funding requested; project’s goals, primary objectives and expected results (highlighting any aspects of innovation, sustainability and impact of the project); involvement or use of any NGO’s or civil society organizations; and expected results and sustainability; and a one-paragraph program description. Countries of implementation are those countries or participants from countries that will receive financial or technical support as a result of this project.

  1. Organizational Capacity and Past Performance:

This section of the application provides information about the applicant organization.  It should provide 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.

  1. Program Strategy:
  • Propose a clear and realistic implementation plan to significantly address the Program Objectives in Section A2.
  • Describe and outline the expected and achievable results for the project, which should include those listed in Section A3.
  • Describe and outline the relevant and appropriate Main Activities to accomplish the objectives and expected results, which could include those found in Section A4.
  1. Management Plan:
  • Describe the proposed management structure for this project. Include in the narrative a description of the responsibilities of all principal organizations and staff involved, reporting relationships, authority and lines of communication within and between each of these organizations.

 

  • Recognizing that COVID-19 has limited where and when staff/participants can travel, the Recipient must also include a contingency plan should restricted travel remain through some portion of the period of performance. Contingency plans could include remote or virtual training tools.
  1. Program Partners: List the names and type of involvement of key partner organizations and sub-awardees, if applicable.
  1. Future Funding or Sustainability: Applicant’s plan for continuing the program beyond the grant period, or the availability of other resources, if applicable.

 

  1. Summary Budget and Detailed Line-Item Budget: (attached as separate documents in Microsoft Excel) that includes three [3] columns including the request to the U.S. Embassy, any cost sharing contribution, and total budget. The federal share requested must not exceed the amount of funds available under Section B of this NOFO. The summary and detailed budgets must follow OMB approved budget categories (see SF-424A for budget categories). Costs must be in U.S. dollars.

Budget Guidance and Template for New Awards (FY2021) (Attachment 1) provides additional budget guidance and a template budget applicants may use.  Use of the template budget is not required, as long as the submitted budget follows OMB budget categories. Please note: If an applicant’s budget does not follow OMB budget categories, their application will be deemed technically ineligible and will not be considered for funding.

  1. Budget Narrative: (attached as a separate document in Microsoft Word) 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. For ease of review, it is recommended that applicants order the budget narrative as presented in the detailed budget.

See Section H. Other Information H1. Guidelines for Budget Narrative for additional information.

Budget Narrative Template – Sample Format (Attachment 2) provides a sample template applicants may use.

  1. Work Plan and Project Timeline: (attached as a separate document)
  • In table format, please present a brief, one-to-two-page work plan matrix (which does count as part of the 5 pages), with a timeline including target dates for activities for the life of the agreement, which reflects the overall program approach, and objectives. The following timeline below is provided as an example.
Primary Activities, Deliverables, and/or Milestones

Q1

(range of months)

Q2

(range of months)

Q3

(range of months)

Q4

(range of months)

Etc.
Project Monitoring Plan X
XYZ Activity X X X X
Activity 123 X X
Etc.

 

  1. Letter of Disclosure for proposed consultants/personnel (if applicable) of potential conflicts of interest, employment with a local/state/federal government.
  2. Letter(s) of Institutional Support to indicate that your organization’s leadership is providing their support of the application.
  3. CV or resume of key personnel (1 page) who are proposed for the program.
  • Include 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?
  • Note the location where key staff will be based.
  1. Official permission letters, if required for program activities.

D.3. Unique entity identifier (DUNS) and System for Award Management (SAM)

Required Registrations:

Any applicant listed on the Excluded Parties List System (EPLS) in the System for Award Management (SAM) 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 to ensure that no ineligible entity is included.

In addition, if the organization plans to sub-contract or sub-grant any of the funds under an award, those sub-awardees must also have a unique entity identifier (DUNS) number.  (Certain exceptions apply).

All organizations applying for grants (except individuals) must obtain these registrations.  All are free of charge:

  • Unique entity identifier from Dun & Bradstreet (DUNS number)
  • NCAGE/CAGE code
  • www.SAM.gov registration

Step 1: Apply for a DUNS number and an NCAGE number (these can be completed simultaneously).

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

NCAGE application: Application page here: https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx

Instructions for the NCAGE application process:

https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf

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

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

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

Step 2: After receiving the NCAGE Code, proceed to register in SAM.gov by logging onto: https://www.sam.gov.  SAM registration must be renewed annually.

Applicants must have an active registration in SAM (www.sam.gov) prior to submitting an application, must prove a valid Unique Entity Identifier (UEI) number, formerly referred to as a DUNS number, and must continue to maintain an active SAM.gov registration with current information at all times during which it has an active Federal award or an application or plan under consideration by the U.S. government.  If an organization does not have an active registration in SAM.gov prior to submitting an application, the application will be deemed ineligible. Note: The process of obtaining a SAM.gov registration may take anywhere from 4-8 weeks. Please begin your registration as early as possible.

The Unique Entity Identifier (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.  SAM is the Federal government’s primary database for complying with FFATA reporting requirements.  OMB designated SAM as the central repository to facilitate applicant and recipient use of a single public website that consolidates data on all federal financial assistance.  Under the law, it is mandatory to obtain a UEI number and register in SAM.

SAM requires all entities to renew their registration once a year in order to maintain an active registration status in SAM.  It is the responsibility of the applicant to ensure it has an active registration in SAM and to maintain its active registration in SAM.

Please note: Foreign organizations will be required to register with the NATO Support Agency (NSPA) to receive a NATO Commercial and Government Entity (NCAGE) code in order to register in SAM.  NSPA will forward your registration request to the applicable National Codification Bureau (NCB) if your organization is located in a NATO or Tier 2 Sponsored Non-NATO Nation.  (As of January 2015, NATO nations included Albania, Belgium, Bulgaria, Canada, Croatia, Czech Republic, Denmark, Estonia, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Lithuania, Luxembourg, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Turkey, United Kingdom, and the United States of America; and Tier 2 nations included Australia, Austria, Brazil, Finland, Israel, Republic of Korea, Malaysia, Morocco, New Zealand, Serbia, and Singapore.)

NSPA and/or the appropriate NCB forwards all NCAGE code information to all Allied Committee 135 (AC/135) nations, which as of January 2015 also included Afghanistan, Argentina, Bosnia & Herzegovina, Brunei Darussalam, Chile, Colombia, Egypt, Georgia, India, Indonesia, Japan, Jordan, Montenegro, Oman, Papua New Guinea, Peru, Saudi Arabia, South Africa, Sweden, Thailand, Republic of Macedonia, Ukraine, and the United Arab Emirates.

D.4. Submission Dates and Times

Applications are due no later than 11:59 PM Eastern Standard Time (EST) on May 31, 2021.

Applications received after the deadline will not be considered.

D.5. Funding Restrictions

The following activities and costs are not covered under this announcement:

  • Activities that appear partisan or that support individual or party electoral campaigns.
  • Direct support or the appearance of direct support for any religious organization, to include repair or building of structures used for religious purposes.
  • Military assistance of any kind, including weapons buy-back or rewards programs.
  • Purchase of firearms, ammunition, or removal of unexploded ordnances.
  • Para-police (i.e., militias, neighborhood watch, security guards) and prison-related projects. This restriction includes no funding of any secondary need in a law-enforcement organization.
  • Payments for any partner government, military, or civilian government employee salary or pension.
  • Duplication of services immediately available through municipal, provincial, or national government.
  • Funds for market research, advertising (unless public service related to grant program), or other promotional expenses.
  • Expenses made prior to the approval of a proposal or unreasonable expenditures will not be reimbursed.
  • Charitable or development activities;
  • Fund-raising campaigns;
  • Scientific research;
  • Activities with unmitigated and negative environmental consequences (such as dams or roads through forest lands);
  • Procurement of vehicles;
  • Activities that benefit any employee of the United States Government;
  • Activities related to human rights;
  • Procurement of pesticides, fungicides, or herbicides;
  • Provision of capital to beneficiaries through either loans or grants;
  • Revolving credit schemes;
  • Lobbying for specific legislation or projects;
  • Purchase of alcohol, medicine, school uniforms, school fees, bursaries, or personal expense;
  • Purchase of food and food parcels;
  • Fees or salaries, including those for training, seminars, travel costs, or per diem; and
  • For used equipment – to avoid recurring maintenance and support cost. There is a general policy for financing only new equipment unless it is simple in design and spare parts are available locally.
  • Projects intended primarily for the growth or institutional development of the organization;
  • Projects seeking funds for personal use;
  • Projects that require a participation fee.

Representation by Organization Regarding a Delinquent Tax Liability or a Felony Criminal Conviction: In accordance with section 7073 of Division K of the Consolidated Appropriations Act, 2014 (Public Law 113-76) none of the funds made available by that Act may be used to enter into an assistance award with any organization that –

(1) Was “convicted of a felony criminal violation under any Federal law within the preceding 24 months, where the awarding agency has direct knowledge of the conviction, unless the agency has considered, in accordance with its procedures, that this further action is not necessary to protect the interests of the Government”; or

(2) Has any “unpaid Federal tax liability that has been assessed for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability, unless the Federal agency has considered, in accordance with its procedures, that this further action is not necessary to protect the interests of the Government.”

For the purposes of Section 7073, it is the Department of State’s policy that no award may be made to any organization covered by (1) or (2) above, unless the Procurement Executive has made a written determination that suspension or debarment is not necessary to protect the interests of the Government.

D.6. Other Submission Requirements

Applications must be submitted electronically through Maputopoleconssh@state.gov. Faxed, couriered, or emailed documents will not be accepted.  Reasonable accommodations may, in appropriate circumstances, be provided to applicants with disabilities or for security reasons.

Applicants must follow all formatting instructions in the applicable solicitation and these instructions.

Section E. Application Review Information

E.1. Criteria

Each application will be evaluated and rated on the basis of the evaluation criteria outlined below.  The criteria are designed to assess the quality of the application and to determine the likelihood of its success and impact.  The criteria are closely related and are considered as a whole in judging the overall quality of an application.  Applications will be reviewed on the basis of their fullness, coherence, clarity, and attention to detail.  Points are awarded only to applications that are responsive within the context of this program announcement.

Project Design (30 points)

  • The applicant presents innovative ideas that will maximize the program’s desired impact.
  • The applicant describes how each proposed project activity will address the Program Objectives outlined in this announcement.
  • The applicant acknowledges if activities similar to those proposed are already taking or have taken place previously, and provides an explanation as to how proposed new activities will not duplicate existing/recent activities.
  • The applicant clearly explains why the proposed project design is feasible and articulates how potential challenges or delays to project implementation will be mitigated.

Achieved Results (25 points)

  • The applicant describes how the expected results will be accomplished within the timeframe of the proposed award as well as anticipated long-term impacts:
  • The applicant clearly explains how they will plan and complete the required activities.
  • The applicant provides realistic milestones to indicate progress toward expected results and indicators as described in the program announcement.
  • The applicant explains how monitoring and evaluation activities will be carried out and who will be responsible for them.
  • Analysis of applicant’s selected indicators and how realistic/feasible are they to the project and what are the expected project results.
  • The sustainability plan outlines how the proposed project will be sustained beyond the initial award period. Capacity development, new trainings, and any tools or methods must be sustainable and last beyond this initial investment.

Organizational Capacity and Record on Previous Grants (15 points)

  • The applicant demonstrates technical experience (e.g., has previously worked and/or has established contacts/partners) in community support area. The applicant demonstrates access to local NGOs that could be mobilized to meet the unique needs of the project.
  • The applicant includes letters of intent/commitment/agreement from proposed partners that detail concrete plans for partner involvement.

Staff and Position Specifications (15 points)

  • Pre-identified key staff members, including volunteers, demonstrate an understanding of the project and possess the technical skills appropriate for their role, including, where appropriate, experience and knowledge.
  • The roles and qualifications of each key person, whether staff, partner, consultant, or volunteer, are described in a biographical sketch.

Budget Narrative (15 points)

  • The costs proposed are reasonable in relation to the proposed activities and anticipated results, which are clearly explained in the budget narrative.
  • The budget provides details of calculations, including estimation methods, quantities, unit costs, and other similar quantitative detail sufficient for the calculation to be duplicated.

E.2. Review and Selection Process

A Grants Review Committee will evaluate all eligible applications.

E.3. Federal Awardee Performance & Integrity Information System (FAPIIS)

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

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

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

Section F. Federal Award Administration Information

F.1. Federal Award Notices

The grant award agreement will be written, signed, awarded, and administered by the Grants Officer. The assistance award agreement is the authorizing document and it will be provided to the recipient for review and signature by email. The recipient may only start incurring program expenses beginning on the start date shown on the grant award document signed by the Grants Officer.

If a proposal is selected for funding, the Department of State has no obligation to provide any additional future funding. Renewal of an award to increase funding or extend the period of performance is at the discretion of the Department of State.

Issuance of this 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 proposals. Further, the U.S. government reserves the right to reject any or all proposals received.

F.2. Administrative and National Policy Requirements

 

Before submitting an application, applicants should review all the terms and conditions and required certifications which will apply to this award, to ensure that they will be able to comply.

These include:

In accordance with the Office of Management and Budget’s guidance located at 2 CFR part 200, all applicable Federal laws, and relevant Executive guidance, the Department of State will review and consider applications for funding, as applicable to specific programs, pursuant to this notice of funding opportunity in accordance with the following:  NOTE:

  • President’s September 2, 2020 memorandum, entitled Memorandum on Reviewing Funding to State and Local Government Recipients of Federal Funds that Are Permitting Anarchy, Violence, and Destruction in American Cities;
  • Executive Order on Protecting American Monuments, Memorials, and Statues and Combating Recent Criminal Violence (E.O. 13933); and
  • Guidance for Grants and Agreements in Title 2 of the Code of Federal Regulations (2 CFR), as updated in the Federal Register’s 85 FR 49506 on August 13, 2020, particularly on:
    • Selecting recipients most likely to be successful in delivering results based on the program objectives through an objective process of evaluating Federal award applications (2 CFR part 200.205),
    • Prohibiting the purchase of certain telecommunication and video surveillance services or equipment in alignment with section 889 of the National Defense Authorization Act of 2019 (Pub. L. No. 115—232) (2 CFR part 200.216),
    • Promoting the freedom of speech and religious liberty in alignment with Promoting Free Speech and Religious Liberty (E.O. 13798) and Improving Free Inquiry, Transparency, and Accountability at Colleges and Universities (E.O. 13864) (§§ 200.300, 200.303, 200.339, and 200.341),
    • Providing a preference, to the extent permitted by law, to maximize use of goods, products, and materials produced in the United States (2 CFR part 200.322), and
    • Terminating agreements in whole or in part to the greatest extent authorized by law, if an award no longer effectuates the program goals or agency priorities (2 CFR part 200.340).

F.3. Payment Method:

Request for Payment will be submitted through a SF-270. Payments shall be disbursed via EFT upon receipt of a signed SF-270 form and required reporting.

F.4. Reporting

Reporting Requirements:

Recipients will, at a minimum, be required to submit quarterly Progress Reports and Financial Reports.  Progress Reports will compare actual to planned performance and indicates the progress made in accomplishing each assistance award tasks/goals noted in the grant agreement and will contain analysis and summary of findings, both quantitative and qualitative, for key indicators.  Financial Reports provide a means of monitoring expenditures and comparing costs incurred with progress. Failure to submit reports on time will result in payment delays.

Recipients must report immediately when a program faces unplanned delays in implementation, fails to meet program targets or milestones, or costs increase.  Any changes or revisions to the approved budget require prior approval from the Grants Officer.

Progress Reporting

At minimum, it is expected that progress reports include:

  • Significant activities of the period and how activities reflect progress toward achieving goals;
  • Evaluation of progress on goals/objectives with quantitative and qualitative data, as appropriate;
  • Any problems/challenges in implementing the project and a corrective action plan;
  • Evaluation of accomplishments with quantifiable information on goals and objectives to date as available, including reporting on agreed-upon indicators;
  • An update on expenditures during the reporting period; and
  • Supporting documentation or products related to project activities
  • Performance indicator results and supporting documentation;
  • As applicable, Project Spotlight highlighting a significant area of progress under the grant as well as photos of implementation.

Final Report

The final report will be due no later than 90 days after the end date of the award or termination of all project activities.

Additional guidance may be provided prior to the award end date.

Section G.  Federal Awarding Agency Contacts

If you have any questions about the grant application process, please contact Maputopoleconssh@state.gov.

G.1. Questions

All questions must be submitted via email to contact listed above by May 14, 2021. The U.S. Embassy will periodically create a document of submitted questions with answers and upload it to the announcement page in Grants.gov. Prospective applicants are advised to review the announcement page in Grants.gov for any updates. Note that once the NOFO deadline has passed, U.S. Embassy may not discuss this completion with applicants until the review process has been completed.

Section H.  Other Information

H.1. Guidelines for Budget Narrative

  • Equipment: Describe any machinery, furniture, or other personal property that is required for the program, which has a useful life of more than one year (or a life longer than the duration of the program), and costs at least $5,000 per unit.
  • Supplies: List and describe all the items and materials that are needed for the program.  If an item costs more than $5,000 per unit, then put it in the budget under Equipment.
  • Contractual: Describe goods and services that the applicant plans to acquire through a contract with a vendor.  Also describe any sub-awards to non-profit partners that will help carry out the program activities.
  • Other Direct Costs: Describe other costs directly associated with the program, which do not fit in the other categories.  For example, shipping costs for materials and equipment or applicable taxes.  All “Other” or “Miscellaneous” expenses must be itemized and explained.

Indirect Costs: These are costs that cannot be linked directly to the program activities, such as overhead costs needed to help keep the organization operating.  If your organization has a NICRA and includes NICRA charges in the budget, attach a copy of your latest NICRA.

Organizations that have never had a NICRA may request indirect costs of 10% of the modified total direct costs

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

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

H2. Conflict of Interest

In accordance with applicable Federal awarding agency policy, applicants must disclose in writing any potential conflict of interest to the Federal awarding agency or pass-through entity.

H3.  Applicant Vetting

Applicants are advised that proposals will be evaluated against the potential risk that federal funds may inadvertently be passed to the wrong hands and that funds may benefit terrorists groups or their supporters.  Applicants may be asked to submit information required by DS Form 4184, Risk Analysis Information (attached to this solicitation), about their company and its principal personnel.  Vetting information is also required for all sub-award performance on assistance awards identified by DOS as presenting a risk of terrorist financing.  When vetting information is requested by the Grants Officer, information may be submitted on the secure web portal at: https://ramportal.state.gov, via Email to RAM@state.gov, or hardcopy to the Grants Officer.

Questions about the form may be emailed to RAM@state.gov. Failure to submit information when requested, or failure to pass vetting may be grounds for rejecting your proposal.

 

H4.  Marking Policy

Applicants are advised that recipients and sub-recipients of Federal assistance awards are subject to the State Department’s Marking Policy.  More information on this policy can be found in Section N of the Department of State’s Standard Terms and Conditions:

https://www.state.gov/wp-content/uploads/2020/10/U.S.-Department-of-State-Standard-Terms-and-Conditions-10-21-2020-508.pdf

H5. Evaluation Policy

Applicants are advised that recipients and sub-recipients of Federal assistance awards are subject to the Department of State Evaluation Policy.  More information on this policy can be found here: https://www.state.gov/foreign-assistance-resource-library/foreign-assistance-evaluations/.

Further, recipient organizations are encouraged to conduct their own and/or independent evaluations on their Department of State funded programs to assess performance and outcomes.

H6.  Monitoring Site Visits

A monitoring site visit, at least once during the lifetime of a grant, is required by Department of State grant policy.  The site visit is conducted to gather additional information on the recipient’s ability to properly implement the project, manage funds, and share substantiating document for programmatic, indicator, and financial reporting.  Specifically, the site visit will involve the review of the programmatic progress (progress on activities, sub-recipient/consultant work, data quality, etc.) as well as administrative and financial management and controls.

H7. Privacy Disclosure

The Department of State understands that some information contained in applications may be considered sensitive or proprietary and will make appropriate efforts to protect such information.  However, applicants are advised that the Department of State cannot guarantee that such information will not be disclosed, including pursuant to the Freedom of Information Act (FOIA) or other similar statutes.

Attachments:

Attachment 1: Budget Guidance and Template for New Awards (FY2021)

Attachment 2: Budget Narrative Template – Sample Format