U.S. DEPARTMENT OF STATE
U.S. EMBASSY PHILIPPINES, PUBLIC AFFAIRS SECTION
Annual Program Statement
Funding Opportunity Title: 2022 PAS Philippines Small Grants Program
Funding Opportunity Number: 22-PHL-APS
Deadline for Applications: December 31, 2022
CFDA Number: 19.040 – Public Diplomacy Programs
Maximum for Each Award: $50,000
U.S. Embassy in the Philippines’ Public Affairs Section (PAS Philippines) is pleased to announce that we are considering proposals for our Public Diplomacy Small Grants Program. This announcement is an Annual Program Statement outlining our funding priorities, the strategic themes we focus on, and the procedures for submitting funding requests. Please read this document carefully and follow all instructions. This notice is subject to availability of funding.
A. PROGRAM DESCRIPTION
PAS Philippines invites proposals for projects that strengthen ties between the Philippines and the United States through programming that highlights shared values and promotes bilateral cooperation. All programs must include an American cultural element or connection with American expert(s), organization(s), or institution(s) in a specific field that will promote increased understanding of U.S. policies and perspectives.
Examples of PAS Small Grants Program include, but are not limited to:
- U.S. experts conducting speaking tours/public talks, roundtable discussions, workshops, etc.;
- Academic and professional lectures and seminars;
- Cultural and arts programs/workshops/performances and exhibitions; and
- Development of initiatives aimed at maintaining contacts with alumni of our exchange programs;
- STEM and innovation developmental programs which support strategic priorities;
- Capacity-building workshop or information campaign to engage Filipino youth on priority program areas;
- Capacity-building workshops/webinars or information campaigns to engage established opinion leaders (such as policymakers, industry leaders, decision-makers, academe, think tanks, NGOs, CSOs, and media) to address any of these priority program areas; or
- Studies on the U.S.-Philippine bilateral relationship
PRIORITY PROGRAM AREAS
Priority will be given to project proposals that further one or more of the U.S. Embassy’s goals, including:
- Programs that enhance U.S.-Philippines security cooperation, including deterring illegal maritime activities, reducing the threat of terrorism, encouraging peaceful resolution of disputes, and advancing peace and stability in conflict-affected areas.
- Programs that foster greater bilateral trade and investment between the U.S. and the Philippines.
- Programs that develop stronger linkages between the United States, Philippines, and support of a free and open Indo-Pacific region.
- Programs that support increased transparency and good governance, strengthen democratic processes, and promote respect for the rule of law and human rights.
Participants and Audiences:
PAS Philippines’ target audiences include national and regional media; NGOs and think tanks; government officials (state, district, and municipal officials; policy makers, civil servants); cultural and educational leaders; next generation leaders (e.g., innovators, digital influencers, campus leaders); minority groups, youth from underserved communities; and universities.
Please note that the following types of programs are not eligible for funding:
- Programs relating to partisan political activity;
- Charitable, humanitarian, or development activities;
- Construction programs;
- Programs that support specific religious activities;
- Fund-raising campaigns or programs charging a fee for participation;
- Lobbying for specific legislation or programs;
- Scientific research;
- Programs intended primarily for the growth or institutional development of an organization; or
- Programs that duplicate existing programs.
B. FEDERAL AWARD INFORMATION
- Length of performance period is 12 to 24 months.
- Award amounts may range from a minimum of $10,000 to a maximum of $50,000.
- Proposals are accepted on a rolling basis throughout the year and reviewed quarterly in March, June, September, and December.
- Proposals that address key strategic priorities may be approved for immediate funding.
Funding Instrument Type: Grant, Fixed Amount Award, or Cooperative Agreement. Cooperative Agreements are different from grants in that PAS Philippines staff are more actively involved in the grant implementation.
Program Performance Period: Proposed programs are usually completed in one year or less but may be extended in special circumstances. PAS Philippines will entertain applications for continuation grants funded under these awards beyond the initial budget period on a non-competitive basis. It is subject to availability of funds, satisfactory progress of the program, and a determination that continued funding would be in the best interest of the U.S. Department of State.
C. ELIGIBILITY CRITERIA
The Public Affairs Section encourages applications from the United States and the Philippines. Individuals and registered not-for-profit organizations, including think tanks, civil society/non-governmental organizations with relevant programming experience are encouraged to apply. For-profit or commercial entities are not eligible to apply.
Cost sharing or matching is not required for this funding opportunity. Pre-award costs are not an allowable expense for this funding opportunity. Applications may be submitted for consideration at any time on or before the closing date of this funding opportunity.
Other Eligibility Requirements:
FOR ORGANIZATIONS: All organizations are required to register for identification codes with DUNS, NCAGE, and SAM. To register:
Step 1: Apply for a DUNS number
Obtain 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 https://fedgov.dnb.com/webform
Please Note that by April 4, 2022, the DUNS number will no longer be issued, and you will need to apply for a Unique Entity Identifier (UEI). For more information, please see the following link: https://www.gsa.gov/about-us/organization/federal-acquisition-service/office-of-systems-management/integrated-award-environment-iae/iae-systems-information-kit/unique-entity-identifier-update
Step 2: Apply for an NCAGE number
Obtain an NCAGE code by visiting 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
Phone: 1-888-227-2423 (within the U.S.) or 1-269-961-7766 (outside of the U.S.)
Step 3: Register for SAM
After you have received your NCAGE Code, you may register in SAM. Log on to https://www.sam.gov/SAM/. SAM registration must be renewed annually.
INDIVIDUAL APPLICANTS: Individuals are not required to have a unique entity identifier or be registered in SAM.gov.
D. APPLICATION AND SUBMISSION INFORMATION
Instructions: Please follow all instructions below carefully. Failure to furnish all information or comply with stated requirements may lead to the application’s disqualification for consideration. Applicants must set forth accurate and complete information as required by this Annual Program Statement.
CONTENT OF APPLICATION
Step 1: Fill out the mandatory federal assistance forms – All forms are available as part of the grants package on grants.gov
- Application for Federal Assistance (SF-424) – Individual OR Organization
- Budget Information for Non-Construction programs (SF424A)
- Assurances for Non-Construction programs (SF-424B)
Step 2: Create a coversheet
The cover sheet includes the applicant’s name and organization, proposal date, program title, and a proposed start and end date. It should also include a very brief synopsis of the goals to be achieved through the program.
Step 3: Create a Project Proposal
The proposal should contain sufficient information that anyone not familiar with it would understand exactly what the applicant wants to do. You may use your own proposal format, but it must include all the items below.
- Proposal Summary: Short narrative that outlines the proposed program, including program objectives and anticipated impact.
- Introduction to the Organization or Individual applying: A description of past and present operations, showing ability to carry out the program, including information on all previous grants from the U.S. Embassy and/or U.S. government agencies.
- Problem Statement: Clear, concise, and well-supported statement of the problem to be addressed and why the proposed program is needed
- Program Goals and Objectives: The “goals” describe what the program is intended to achieve. What aspect of the relationship between the U.S. and Philippines will be improved? The “objectives” refer to the intermediate accomplishments on the way to the goals. These should be achievable and measurable.
- Program Activities: Describe the program activities and how they will help achieve the objectives.
- Program Methods and Design: A description of how the program is expected to work to solve the stated problem and achieve the goal.
- Expected Outputs: Please list expected outputs or tangible deliverables of the proposed project.
- Expected Outcome: Please list expected outcomes or the changes (behavior, attitudes, perceptions, knowledge, and/or skills) that you want to achieve based on project goals and objectives.
- Proposed Program Schedule: The proposed timeline for the program activities. Include the dates, times, and locations of planned activities and events.
- Key Personnel: Names, titles, roles, and experience/qualifications of key personnel involved in the program. What proportion of their time will be used in support of this program?
- Program Partners: List the names and type of involvement of key partner organizations and sub-awardees.
- Program Monitoring and Evaluation Plan: This is an important part of successful grants. Throughout the timeframe of the grant, how will the activities be monitored to ensure they are happening in a timely manner, and how will the program be evaluated to make sure it is meeting the goals of the grant?
- Future Funding or Sustainability: Applicant’s plan for continuing the program beyond the grant period, or the availability of other resources, if applicable.
- Negotiated Indirect Cost Rate (NICRA): If your organization has a NICRA, you should include NICRA charges in the budget and the latest rate should be included in the proposal.
Step 3: Create a detailed budget proposal and narrative
After filling out the SF-424A Budget, create a more detailed budget proposal and budget narrative to describe each of the budget expenses in detail. No format required for both documents.
Step 4: Attach additional documents
Please attach a copy of:
- Unique Identifier Number from SAM.GOV
- NCAGE/CAGE code
- www.SAM.gov registration
- One-page CV or resume of key personnel who are proposed for the program
- Letters of support from program partners describing the roles and responsibilities of each partner
- Official permission letters, if required for program activities
- Please feel free to submit additional information as you think necessary.
Step 5: Carefully read the terms and conditions
Read the terms and conditions that apply to this award. Funded proposals are expected to fully comply with these terms and conditions, including:
- The Department of State Standard Terms and Conditions, including the S. flag branding and marketing requirements, available at https://www.state.gov/documents/organization/271865.pdf
- The regulations found in 2CFR 200, 2 CFR 600 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. https://www.govinfo.gov/app/details/CFR-2014-title2-vol1/CFR-2014-title2-vol1-part200/context
Complete a final review of your documents. Ensure that:
- The proposal clearly addresses the goals and objectives of this funding opportunity;
- All documents are in English;
- All budgets are submitted in U.S. dollars;
- All pages are numbered;
- All documents are formatted to 8 ½ x 11 paper; and
- All materials are submitted in .pdf format.
When these steps are complete, you may submit your application package through Grants.gov or via email to GrantsManila@state.gov using subject line: 22-PHL-APS (Applicant’s Name) (Project Title)
E. APPLICATION REVIEW AND SELECTION PROCESS
- Criteria. Each application submitted under this announcement will be evaluated and rated based on the criteria enumerated in Section F below. The criteria are designed to assess the quality of the proposed project, and to determine the likelihood of its success.
- Acknowledgement of receipt. Applicants will receive acknowledgment of receipt of their proposal.
- Review. A technical review panel will review the proposal based upon the criteria noted in Part F. A determination will be made regarding the program’s proposed area of activity and the Mission’s strategic goals. Proposals that are the best fit will be given additional consideration.
- Follow up notification. Applicants will generally be notified within 90 days after the submission deadline regarding the results of the review panel.
F. APPLICATION EVALUATION CRITERIA
Professional capacity and record on previous grants: The organization or individual has expertise in its stated field and has demonstrated its ability to implement the program, including strong financial management and appropriate personnel. (10 points)
Quality and feasibility of the program idea: The program idea is well developed with details about how program activities will be carried out. The proposal includes a reasonable implementation timeline. (20 points)
Goals and objectives: Goals and objectives are clearly stated, and the program’s approach is likely to provide maximum impact in achieving the proposed results. (10 points)
Embassy priorities: Applicant has clearly described how stated goals are related to and support U.S. Embassy Philippines’ priority areas or target audiences. (20 points)
Budget: The budget justification details reasonable and appropriate costs in relation to the proposed activities and anticipated results. The budget is realistic, and accounts for all necessary expenses to achieve proposed goals and objectives. (20 points)
Monitoring and evaluation plan: Applicant demonstrates ability to measure program success against key indicators and provide milestones to indicate progress toward goals outlined in the proposal. The program includes output and outcome indicators and shows how and when they will be measured. (10 points)
Sustainability: Program activities will continue to have a positive impact after the end of the program. (10 points)
G. FEDERAL AWARD ADMINISTRATION INFORMATION
The grant award or cooperative agreement will be written, signed, awarded, and administered by the Grants Officer. The assistance award agreement is the authorizing document, and it will be provided to the recipient for review and signature by email. The recipient may only start incurring program expenses after 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 funding opportunity does not constitute an award commitment on the part of the U.S. government, nor does it commit the U.S. government to pay for costs incurred in the preparation and submission of proposals. Further, the U.S. government reserves the right to reject any or all proposals received.
Payment Method: Payments will be made as needed to carry out the program activities.
Organizations whose applications will not be funded will also be notified via email.
H. FEDERAL AWARDING AGENCY CONTACTS
If you have any questions about the grant application process, please contact GrantsManila@state.gov.
Note: We do not provide any pre-consultation for application-related questions. Once an application has been submitted, staff will not discuss the competition until the entire proposal review process is completed.
I. OTHER INFORMATION
Guidelines for Budget Justification
Personnel: Describe the wages, salaries, and benefits of temporary or permanent staff who will be working directly for the applicant on the program, and the percentage of their time that will be spent on the program.
Travel: Estimate the costs of travel and per diem for this program. If the program involves international travel, include a brief statement of justification for that travel.
Equipment: Describe any machinery, furniture, or other property that is required to implement 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, including any computer devices, that are needed for the program. If an item costs more than $5,000 per unit, put it in the budget under “Equipment.”
Contractual: Describe goods and services that the applicant plans to acquire through a contract with a vendor. Also describe any sub-awards to non-profit partners that will help carry out the program activities.
Other Direct Costs: Describe other costs directly associated with the program, which do not fit in the other categories. For example, shipping costs for materials and equipment or applicable taxes. All “Other” or “Miscellaneous” expenses must be itemized and explained.
Indirect Costs: These are costs that cannot be linked directly to the program activities, such as overhead costs needed to help keep the organization operating. If your organization has a Negotiated Indirect Cost Rate (NICRA) and includes NICRA charges in the budget, attach a copy of your latest NICRA document. Organizations that have never had a NICRA may request indirect costs of 10% of the modified total direct costs as defined in 2 CFR 200.68.
Cost Sharing: “Cost Sharing” refers to contributions from the organization or 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.
Documents and more information can be found at: https://www.grants.gov/web/grants/view-opportunity.html?oppId=338891