U.S. DEPARTMENT OF STATE
U.S. Embassy in the Philippines, Public Affairs Section
Annual Program Statement
- Funding Opportunity Title: U.S. Embassy Philippines PAS Small Grants FY2019
- Funding Opportunity Number: 19-PHL-APS
- Deadline for Applications: July 31, 2019
- CFDA Number: 19.040 – Public Diplomacy Programs
- Maximum for Each Award: $35,000
The U.S. Embassy in the Philippines’ Public Affairs Section (PAS Philippines) of the U.S. Department of State 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.
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 promote sustainable and inclusive economic growth and social development.
- 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 the Indo-Pacific region.
- Programs that support increased transparency and good governance, as well as 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); 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: 12 to 24 months
- Award amounts: awards may range from a minimum of $5,000 to a maximum of $35,000
- Deadline for submitting proposals: July 31, 2019.
Funding Instrument Type: Grant, Fixed Amount Award, or Cooperative Agreement. Cooperative Agreements are different from grants in that PAS Philippines staff is 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 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:
All organizations are required to register for identification codes with DUNS, NCAGE, and SAM. (Note: This requirement does NOT apply to individuals.) 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
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 (PDF 1033KB)
- Phone: 1-888-227-2423 (within the U.S.) or 1-269-961-7766 (outside of the U.S.)
- Email: NCAGE@dlis.dla.mil
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.
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.
Step 1: Fill out the mandatory federal assistance forms
- SF-424 (Application for Federal Assistance – Organizations) or SF-424-I (Application for Federal Assistance—Individuals)
- SF424A(Budget Information for Non-Construction programs)
- SF424B(Assurances for Non-Construction programs) NOTE: The SF-424B is only required for a) applicants who have not yet registered in Sam.gov or b) applicants currently registered in Sam.gov who have NOT recertified their status since February 2, 2019. Please indicate on the form why SAM.gov registration is not complete.
- All forms are available in the program announcement in the “Related Documents” tab. (“Folder: Other Supporting Documents-Mandatory Forms.”)
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: Attach the supplemental forms
Submit the Project Narrative (Supplemental to SF-424) and Detailed Budget (Supplemental to SF-424A). These forms are available in the “Related Documents” tab. (“Folder: Other Supporting Documents-Supplemental Forms.”) Feel free to submit additional information as you think necessary.
Step 4: 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 (PDF 533KB)
- 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;
- All materials are submitted in .pdf format; and
When these steps are complete, you may submit your application package through Grants.gov or via email to GrantsManila@state.gov.
E. APPLICATION REVIEW AND SELECTION PROCESS
- Criteria. Each application submitted under this announcement will be evaluated and rated on the basis of 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 managements 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, accounting 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 PAS Philippines at: 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, 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 Negotiated Indirect Cost Rate (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 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.