U.S. Embassy Haiti PAS Annual Program Statement

Funding Opportunity Title: U.S. Embassy Haiti’s 2023 Grants Opportunity Program Statement
Funding Opportunity Number: DOS-PD-PAP-GG-22
Deadline for Applications: June 30, 2023
CFDA Number: 19.040 – Public Diplomacy Programs
Grant Amount: From $5,000 to $24,950*

*Note: Awards for larger amounts may be considered. Applicants must complete all required submissions for this small grant opportunity and send a brief program justification that includes program objectives and the amount of funding requested to: papgrants@state.gov .

A. PROGRAM DESCRIPTION

The Public Diplomacy Section (PD) of U.S. Embassy Haiti is pleased to announce that funding is available through its Public Diplomacy Small Grants Program to fund small project activities that fall within our funding priorities. This statement describes the specific project themes that will be considered and the procedures for submitting funding requests. Please carefully follow all instructions below. Incomplete applications will be rejected.

Note: Applicants whose grant proposals are approved under this 2023 funding opportunity will be notified by August 31, 2023. If grant applicants do not receive a notification of approval, the grant was denied funding. Applicants who submitted grant proposals in prior years that were not approved may resubmit the proposals or submit new proposals for this or future funding opportunities.

Purpose of Small Grants: PD Haiti invites proposals for programs that generate public awareness of U.S. foreign assistance efforts but fall outside the structure of other established U.S. assistance projects. The program is intended to be flexible and allow the Mission to respond directly to requests from local entities and communities for assistance with projects that have immediate impact and further mission policies and objectives. Project proposals should focus on areas such as the following:

Civic engagement and the electoral process
Good governance
Academic exchanges between the United States and Haiti
Development of civil society
Empowerment of youth and women in realizing their potential through education, innovation, and entrepreneurship
Democratic ideals of freedom of expression and of the press
English teaching
Strengthening cultural ties between the U.S. and Haiti

All programs must include an American cultural element, or connection with American experts, organizations, or institutions that will promote increased understanding of U.S. policy and perspectives. Proposals should also detail how the grantee will evaluate the project and its impact.

Examples of PD Small Grants programs include, but are not limited to:

Academic and professional lectures, seminars and speaker programs;
Civil society and good governance projects;
Artistic and cultural workshops, joint performances and exhibitions;
Cultural heritage conservation and preservation projects;
Professional and academic exchanges;

Priority Program Areas:

Promoting political awareness and participation in the electoral process
Promoting civic education and youth participation in democratic processes, volunteerism, and community service
Combatting corruption
Promoting rule of law and/effective administration in justice
Creating opportunities for at-risk youth
Fostering press freedom, independent media, professionalism in the media (especially countering misinformation and disinformation)
Empowerment of women and youth
Promoting entrepreneurship and business development
Human rights and combatting trafficking in persons
Promoting Environmental awareness and conservation and combatting climate change

Participants and Audiences:

In deciding which projects to support, the Embassy will consider the full range and diversity of Haitian and U.S. organizations. The Public Diplomacy Section will also seek to target geographically and demographically diverse audiences in Haiti.

American and Haitian individuals and institutions with a proven track record of executing quality programs and projects will receive preference. New grantees will generally be given priority over previous grantees. In addition, proposals that demonstrate the long-term sustainability and cost-sharing or private-sector engagement will also be considered favorably.

The following types of programs are NOT eligible for funding:

Programs relating to partisan political activity;
Charitable or development activities;
Construction projects;
Programs that support religious activities;
Fundraising campaigns;
Lobbying for specific legislation or programs
Scientific research;
Programs intended primarily for the growth or institutional development of the organization; or
Projects that duplicate existing programs.

Authorizing legislation, type and year of funding:

The source of funding is FY2023 Public Diplomacy Funding.

B. FEDERAL AWARD INFORMATION

Length of performance period: up to 12 months
Number of awards anticipated: Approximately 15
Total available funding: $350,000 contingent on availability of funding
Type of Funding: Fiscal Year 2023 Public Diplomacy Funding
Anticipated program start date: March 1, 2023
This notice is subject to availability of funding.
Funding Instrument Type: Grant or Fixed Amount Award. Cooperative agreements are different from grants in that PAS staff are more actively involved in the grant implementation.
Program Performance Period: Proposed programs should be completed in 12 months or less from the date the award is granted

PAS 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. ELIGILIBITY INFORMATION

Eligible Applicants

The Public Affairs Section encourages applications from Americans and Haitians:

Registered not-for-profit organizations, including think tanks and civil society/non-governmental organizations with programming experience
Individuals
Non-profit or governmental educational institutions

Note: 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, organizations must have a Unique Entity Identifier (UEI) number issued via www.SAM.gov as well as a valid registration on www.SAM.gov. Please see Section D.3 for more information.

Federal grant recipients are required to acquire a Unique Identifier (UEI) through the Federal Scholarship Management System portal (SAM.gov). This video walks applicants through the process of registering for an UEI on SAM.gov. https://www.youtube.com/watch?v=oGiLtt2vYW4

Also find the link to register: https://sam.gov/content/home Individuals who apply for grants are not required to have a UEI or be registered in SAM.gov.

D. APPLICATION AND SUBMISSION INFORMATION

Sample application forms are available below. Additional information may be obtained by emailing papgrants@state.gov
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 rejected.

Content of Application

Please ensure:

The proposal clearly addresses the goals and objectives of this funding opportunity
Applications may be submitted in French or English. However, once approved, all grant documentation is required to be submitted 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, 14-point Calibri font, with a minimum of 1-inch margins.

The following documents are required:

Mandatory application forms (Note: Forms must be attached by link to website)

Summary Coversheet: Cover sheet stating the applicant’s name and organization, proposal date, program title, program period proposed start and end date, and brief description of the project.
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 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. Information must include Grant name, title and number.
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 Haiti 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 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.

Budget Justification Narrative: After filling out the SF-424A Budget (above), in a separate document describe each of the budget expenses in detail. See section H. Other Information: Guidelines for Budget Submissions below for further information.

Attachments

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, if appropriate
Official permission letters, if required for program activities
Unique Entity Identifier and System for Award Management (SAM.gov)

Required Registrations:

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

www.SAM.gov registration which will generate a UEI

Any applicant with an exclusion 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.”

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.gov is the Federal government’s primary database for complying with FFATA reporting requirements. OMB designated SAM.gov 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 register in SAM.gov.

Starting April 2022, the UEI will be assigned when an organization registers or renews it’s registration in SAM.gov at 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/. As a reminder, organizations need to renew its sam.gov registration annually.

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

If an organization plans to issue a sub-contract or sub-award, those sub-awardees must also have a unique entity identifier (UEI number). Those entities can register for a UEI only at SAM.gov.

If an organization does not have an active registration in SAM.gov prior to applying, the application will be deemed ineligible. All organizations applying for grants (except individuals) must obtain these registrations, the latter are free of charge.

Note: As of April 2022, a DUNS number is no longer required.

Submission Dates and Times

The Public Affairs Section will accept proposals throughout the year, but will review proposals between March 1 -June 30, 2023 with responses going out by August 31, 2023.

Funding Restrictions

No awards may be used for construction, generator, or vehicle purchases.

Other Submission Requirements

All application materials must be submitted by email to papgrants@state.gov

E. APPLICATION REVIEW INFORMATION

Criteria

Each application will be evaluated and rated based on the evaluation criteria outlined below. The criteria are considered in judging the overall quality of an application.

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.

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 Haiti’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 can 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.

Organizational capacity and record on previous grants: The organization has expertise in its stated field and PD is confident of its ability to undertake the program. This includes a financial management system and a bank account.

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.

FAPIIS

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:

i. 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);

ii. 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.

F. 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.

Administrative and National Policy Requirements

Terms and Conditions: Before applying, 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: U.S Flag branding and marking requirements in the Standard Terms and Conditions.

Reporting

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.

G. FEDERAL AWARDING AGENCY CONTACTS

If you have any questions about the grant application process, please contact PAS at: papgrants@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.

H. 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.