U.S. DEPARTMENT OF STATE
U.S. EMBASSY N’DJAMENA, PUBLIC DIPLOMACY SECTION
Notice of Funding Opportunity
Funding Opportunity Title: U.S. Embassy N’Djamena PDS Annual Program Statement
Funding Opportunity Number: PDS-NDJ-FY23-01
Deadline for Applications: March 19, 2023
Assistance Listing Number: 19.040 – Public Diplomacy Programs
Total Amount Available: $50.000
Maximum for Each Award: $10,000
- PROGRAM DESCRIPTION
The U.S. Embassy N’Djamena Public Diplomacy Section (PDS) of the U.S. Department of State is pleased to announce that funding is available through its Public Diplomacy Small Grants Program. This is an Annual Program Statement, outlining our funding priorities, the strategic themes we focus on, and the procedures for submitting requests for funding. Please carefully follow all instructions below.
Purpose of Small Grants:
PDS N’Djamena invites proposals for programs that strengthen ties between the U.S. and Chad through cultural, information and exchange programming that highlights shared values and promotes bilateral cooperation. All programs must include an American cultural element, or connection with American expert/s or alumni of U.S. government exchange programs, organization/s, or institution/s in a specific field that will promote increased understanding of U.S. policy and perspectives. PDS N’Djamena invites proposals for programs that support U.S. Embassy N’Djamena’s Priority Program Areas listed below.
Chad increases prosperity and invests in all its people, especially women, better addressing basic needs.
- Activities, training, and workshops to promote female entrepreneurship and strengthen the capacity to engage in sustained economic activity
- Entrepreneurship programs for underrepresented audiences including women, minorities, and residents of small cities and rural areas.
- Programs supporting women’s rise to senior leadership positions in government, business management, civil society, academia, and other sectors.
- Anti-corruption educational programs and initiatives that contribute to government accountability, business transparency, and improving Chad’s investment climate.
- Developing support and mentoring programs for women entrepreneurs
- Activities, workshops to promote English language and strengthen the capacities of English language teachers
Chad develops and strengthens democratic institutions and processes and promotes accountable governance and respect for human rights.
- Protection of human rights, especially those of vulnerable populations such as women, refugees, displaced persons, and the disabled.
- Programs for teachers and/or students developing engaging activities and workshops that combat violence and promote tolerance.
- Programs that promote women and girl’s empowerment and education and combat Female Genital Mutilation, Gender Based violence and any other form of violence against women and girls
- Programs to enhance religious freedom, interfaith dialogue, religious tolerance and peaceful coexistence
- Programs to increase citizens’ understanding of and participation in the electoral and governance processes.
- Workshops, seminars and trainings for journalists in investigative journalism, covering elections, reporting human rights abuse, countering disinformation and fake news
Participants and Audiences:
Participants include, but are not limited to, women, youth, refugees and other displaced persons, the disabled, rural and nomadic populations, educators, religious leaders, journalists, entrepreneurs and small business owners.
The following types of programs are not eligible for funding:
- Programs relating to partisan political activity;
- Charitable or development activities;
- Construction programs;
- Programs that support specific religious activities;
- Fund-raising campaigns;
- Lobbying for specific legislation or programs
- Scientific research;
- Programs intended primarily for the growth or institutional development of the organization; or
- Programs that duplicate existing programs.
Authorizing legislation, type and year of funding:
1) Fulbright-Hays Act, which allows the Department of State to use funds for the purpose of supporting international exchanges that address issues of mutual interest to the United States and host nations: http://www2.ed.gov/about/offices/list/ope/iegps/fulbrighthaysact.pdf
2) Smith-Mundt Act that outlines the terms by which the U.S. government engages global audiences: http://www.state.gov/pdcommission/library/177362.htm
- FEDERAL AWARD INFORMATION
Length of performance period: 3 to 12 months
Number of awards anticipated: Up to 10 awards (dependent on amounts)
Award amounts: awards may range from a minimum of $2,500 to a maximum of $10,000
Total available funding: $50.000
Type of Funding: Fiscal Year 2023 Public Diplomacy Funding
Anticipated programs start date: Not later than July 1, 2023
This notice is subject to availability of funding
Funding Instrument Type: Grant
Program Performance Period: Proposed programs should be completed in 12 months or less.
- ELIGILIBITY INFORMATION
- Eligible Applicants
The PUBLIC DIPLOMACY SECTION encourages applications from U.S. and Chadian:
- Registered not-for-profit organizations, including think tanks and civil society/non-governmental organizations with programming experience
- Non-profit or governmental educational institutions
- Governmental institutions
For-profit or commercial entities are not eligible to apply.
- Cost Sharing or Matching
Cost sharing is not required.
- Other Eligibility Requirements
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.
In order to be eligible to receive an award, all organizations must have a 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. Individuals are not required to have a DUNS number or be registered in SAM.gov.
- APPLICATION AND SUBMISSION INFORMATION
- Content and Form of Application Submission
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.
Content of Application
- The proposal clearly addresses the goals and objectives of this funding opportunity
- All documents are in English
- All budgets are 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.
The following documents are required:
- Mandatory application forms
- Mandatory application forms
- Summary Coversheet: 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.
- Proposal (5 pages maximum): 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 PDSt 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 XXX 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.
- 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 time-frame 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.
- Budget Justification Narrative: After filling out the SF-424A Budget (above), use a separate sheet of paper to describe each of the budget expenses in detail. See section H. Other Information: Guidelines for Budget Submissions below for further information.
- 1-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
- Unique Entity Identifier and System for Award Management (SAM.gov)
Unique Entity Identifier and System for Award Management (SAM)
All prime organizations, whether based in the United States or in another country, must
have a Unique Entity Identifier (UEI) and an active registration with the SAM.gov 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.
Note: As of April 2022, a DUNS number is no longer required for federal assistance
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.
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 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.
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. 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.
Please refer to 2 CFR 25.200 for additional information.
Note: SAM.gov is not the same as SAMS Domestic. It is free of charge to register in both systems, but the registration processes are different.
Information is included on the SAM.gov website to help international re gistrationsNavigate 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 is being updated to reflect the change in NCAGE requirement.Applicants should review the website frequently for the most up-to-date guidance.
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.
- For an applicant, if the Federal awarding agency makes a determination that there are exigent circumstances that prohibit the applicant from receiving a unique entity identifier and completing SAM registration prior to receiving a Federal award. In these instances, Federal awarding agencies must require the recipient to obtain a unique entity identifier and complete SAM 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.
All organizations applying for grants (except individuals) must obtain these registrations. All are free of charge:
- SAM.gov registration
- Unique Entity Identifier (UEI)
Step 1: Register in SAM by logging onto: https://www.sam.gov. SAM registration must be renewed annually.
Step 2: Retrieve Unique Entity Identifier (UEI) number also from https://www.sam.gov.
To access SAM.gov an organization is required to have a Login.gov account. Organization can create an account at https://login.gov/.
Since April 2022, the UEI are assigned when an organization registers or renews its registration in SAM.gov at www.SAM.gov. Organizations should 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 SAM registration
- Submission Dates and Times
Applications may be submitted for consideration at any time before the closing date of March 19, 2023. No applications will be accepted after that date.
- Funding Restrictions
Award funds cannot be used for construction, vehicle purchases, etc.
- Other Submission Requirements
All application materials must be submitted by email to PublicAffairs-Ndjamena@state.gov
- APPLICATION REVIEW INFORMATION
Each application will be evaluated and rated on the basis of the evaluation criteria outlined below. The criteria listed are closely related and are considered as a whole in judging the overall quality of an application.
Organizational capacity and record on previous grants: The organization has expertise in its stated field and PDS is confident of its ability to undertake the program. This includes a financial management system and a bank account.
Quality and Feasibility of the Program Idea – The program idea is well developed, with detail about how program activities will be carried out. The proposal includes a reasonable implementation timeline.
Goals and objectives: Goals and objectives are clearly stated and program approach is likely to provide maximum impact in achieving the proposed results.
Embassy priorities: Applicant has clearly described how stated goals are related to and support U.S. Embassy N’Djamena’s priority areas or target audiences.
Budget: The budget justification is detailed. Costs are reasonable in relation to the proposed activities and anticipated results. The budget is realistic, accounting for all necessary expenses to achieve proposed activities.
Monitoring and evaluation plan: Applicant demonstrates it is able 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 those will be measured.
Sustainability: Program activities will continue to have positive impact after the end of the program.
- Review and Selection Process
A Grants Review Committee will evaluate all eligible applications and respond to all applicants
For any Federal award under a notice of funding opportunity, if the Federal awarding agency anticipates that the total Federal share will be greater than the simplified acquisition threshold on any Federal award under a notice of funding opportunity may include, over the period of performance (see §200.88 Simplified Acquisition Threshold), this section must also inform applicants:
- That the Federal awarding agency, 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);
- That an 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;
iii. That the Federal awarding agency 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.
- FEDERAL AWARD ADMINISTRATION INFORMATION
- Federal Award Notices
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 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.
Payment Method: Payments will be made in at least two installments, as needed to carry out the program activities.
Organizations whose applications will not be funded will also be notified via email.
- Administrative and National Policy Requirements
Terms and Conditions: 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:
2 CFR 200, 2 CFR 600, Certifications and Assurances, and the Department of State Standard Terms and Conditions, all of which are available at: https://www.state.gov/m/a/ope/index.htm.
Note the U.S Flag branding and marking requirements in the Standard Terms and Conditions.
Reporting Requirements: Recipients will be required to submit financial reports and program reports. The award document will specify how often these reports must be submitted.
- FEDERAL AWARDING AGENCY CONTACTS
If you have any questions about the grant application process, please contact PDS at: PublicAffairs-Ndjamena@state.gov
Note: We do not provide any pre-consultation for application related questions that are addressed in the NOFO. Once an application has been submitted, State Department officials and staff — both in the Department and at embassies overseas — may not discuss this competition with applicants until the entire proposal review process is completed.
- 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 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, 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” 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.