Small Grants Annual Program Statement

Funding Opportunity Title: U.S. Embassy Jordan Public Affairs Section FY19 Annual Program Statement (“APS”)

Funding Opportunity Number: PAS-JOR-FY19-001

Deadline for Applications: Various; see Section D.4, Submission Dates and Times

CFDA Number: 19.040– Public Diplomacy Programs

Total Amount Available: approximately $40,000 anticipated to be available in each regular funding cycle (Cycles A and B), subject to confirmation of availability of funds

Amount for Each Award: Generally up to $10,000; larger awards are possible but very rare

The U.S. Embassy in Jordan’s Public Affairs Section (PAS) 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 (“APS”), outlining our program priorities and the procedures for submitting requests for funding. Please carefully follow all instructions below.

 Purpose of PAS Small Grants:

Public Affairs Section small grants are focused on projects that clearly support our mission priorities. The Small Grants Program will focus on the below Strategic Priorities:

  • Encourage young people to take action in planning out their studies and identifying employment opportunities
  • Inspire young people to take part in civil society and become more involved in their communities
  • Support broad-based, inclusive economic growth in Jordan.

Target Audiences:

Proposals should describe both the primary and secondary audiences for the program, including numbers anticipated to be reached. Primary audiences are those who will participate directly in the program, while secondary audiences are those who will be reached by the project’s primary audiences, as a result of their participation. For example, in a teacher training program, the primary audience would be the teachers who will be trained, while the secondary audience would be their students. Audiences who are considered a priority for grants funded under this APS are:

  • Jordanian youth under age 30
  • Areas outside the Greater Amman Municipality

Please note that proposals addressing audiences not listed above are still eligible, but such proposals must clearly indicate why addressing the proposed audience is especially important to achieving the goals stated in Section A above of this APS.

 Program Partners:

Partnerships with other organizations are not required for eligibility under this APS. However, to the degree that cooperation with key partners, multipliers, and influencers will enhance the effectiveness of the project, such partnerships are encouraged.

The following types of projects are not eligible for funding:

  • Charitable or development activities;
  • Construction projects;
  • Projects that support specific religious activities;
  • Fund-raising campaigns;
  • Lobbying for specific legislation or projects;
  • Scientific research;
  • Projects that serve to promote only one faith or religion;
  • Projects intended primarily for the growth or institutional development or maintenance of the applicant organization or its partner organizations that are involved in the proposal;
  • Projects that duplicate existing projects;
  • Individual travel to attend a conference and/or courses at any educational institution.

Authorizing legislation, type and year of funding:

Funding authority rests in the Smith-Mundt Act. The source of funding is FY2019 Public Diplomacy Funding.

This notice is subject to availability of funding. The Public Affairs Section at U.S. Embassy Jordan reserves the right to reject any or all proposals received.

 Length of project performance period: depending on the needs of the project, performance periods may be as short as one day, but no more than two years.

Number of awards anticipated: Because the amounts requested for each project may vary and funding is subject to confirmation of availability, it is not possible to predict how many awards will be made.

Award amounts: up to $10,000. Awards larger than $10,000 may be possible but are very rare.

Total available funding: approximately $40,000 anticipated to be available in each regular funding cycle (Cycles A and B), pending availability of funds.

Type of Funding: Fiscal Year 2019 Public Diplomacy Funding

Anticipated project start date: Project activities should start between May 15, 2019, and September 30, 2019, and the proposed start date should make sense for the purposes of the project. Keep in mind that costs incurred in preparing the application or prior to the award being made are not eligible for funding.

Funding Instrument Type: Grant, Fixed Amount Award, or Cooperative agreement. Cooperative agreements are different from grants in that PAS staff are more actively involved in the grant implementation. The appropriate instrument may vary depending on the nature of the project proposed, and will be determined during pre-award negotiations with successful applicants.

  1. Eligible Applicants

The Public Affairs Section at U.S. Embassy Jordan encourages applications from the United States and Jordan:

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

For-profit or commercial entities are not eligible to apply.

 

  1. Cost Sharing or Matching

Cost sharing is not required. However, cost sharing is encouraged and will make applications more competitive. Please note that funds from any other federal U.S. government source may not be used to match funds applied for under this funding program, nor vice-versa.

 

  1. Other Eligibility Requirements

Applicants are only allowed to submit one proposal per organization in each funding cycle. 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.

  1. Requesting Application Package

Application forms required below are available at jo.usembassy.gov.

  1. 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

Please ensure:

  • 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. Forms obtained from the Embassy are not required to comply with the 1-inch margin requirement.

Required Forms

The following documents are required:

Mandatory application forms

The SF-424B is required only for those applicants who have not registered in SAM.gov or recertified their registration in SAM.gov since February 2, 2019 and completed the online representations and certifications

Summary Coversheet: Coversheet stating the applicant name and organization, proposal date, project title, project period proposed start and end date, and brief purpose of the project.

Proposal (5 pages maximum, not including budget sheets or CVs): 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. Alternatively, you may use the optional application form available here.

  • Proposal Summary: Short narrative that outlines the proposed project, including project objectives and anticipated impact.
  • Introduction to the Organization or Individual Applying: A description of past and present operations, showing ability to carry out the project, including information on all previous grants from the U.S. Embassy and/or U.S. government agencies.
  • Problem Statement/Project Justification: Clear, concise and well-supported statement of the problem to be addressed and why the proposed project is needed
  • Project Goals and Objectives: The “goals” describe what the project is intended to achieve. The “objectives” refer to the intermediate accomplishments on the way to the goals. These should be achievable and measurable.
  • Project Activities: Describe the project activities and how they will help achieve the objectives.
  • Program Methods and Design: A description of how the project is expected to work to solve the stated problem and achieve the goal. Include information about what makes the project particularly important, interesting, and likely to succeed.
  • Proposed Project Schedule: The proposed timeline for the project 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 project. What proportion of their time will be used in support of this project?
  • Project Audiences: Key audiences who will be reached by the project, both primary and secondary. Primary audiences are those who will participate directly in the program, while secondary audiences are those who will be reached by the project’s primary audiences, as a result of their participation. Include approximately how many people will be reached by your project, including a breakdown of numbers of people reached in different project activities.
  • Project Partners: List the names and type of involvement of any key partner organizations and sub-awardees, if any. Include a description of their roles in implementing the project.
  • Media Plan and Visibility: Provide a description of the program’s media strategy, including via social media and traditional media as appropriate. The media plan should illustrate how the program`s activities, outcomes and accomplishments will be made visible and create a larger impact by reaching indirect audiences as well program participants. Include how the project will ensure that U.S. government support for the project is visible to the participants and to indirect audiences. If the project involves any cultural or political sensitivity that may affect or compromise the program or the participants, then the proposal may include a request to waive this requirement, but such requests must be clearly justified.
  • Project 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 and its positive impacts beyond the grant period, or the availability of other resources, if any. Address any potential pitfalls of the project strategy and how the project will overcome them.

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

Attachments (not mandatory):

  • 1-page CV or resume for each of the key personnel who are proposed for the project
  • Letters of support from project partners describing the roles and responsibilities of each partner
  • Official permission letters, if required for project activities
  • Other attachments are permitted if the applicant feels they are appropriate and necessary outside of the description of the proposed activities.

Unique Entity Identifier and System for Award Management (SAM.gov)

 

Required Registrations:

All organizations applying for grants must obtain these registrations. All are free of charge:

  • Unique Identifier Number from Dun & Bradstreet (DUNS number)
  • NCAGE/CAGE code
  • 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/displayHomePage.do;jsessionid=81407B1F03F2BDB123DD47D19158B75Fhttp://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 help from within the U.S., call 1-888-227-2423

For 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 by logging onto: https://www.sam.gov . SAM registration must be renewed annually.

Submission Dates and Times

PD Jordan will accept proposals throughout the year and will review proposals according to the following schedule. Please note that all of these review and response dates are subject to change, based on availability of funds. All funding decisions are also subject to availability of funds at all times.

  • Cycle A: Proposals received by April 1, 2019, will be reviewed by May 1, 2019, with responses going out by May 15, 2019.
  • Cycle B: Proposals received by July 15, 2019 will be reviewed by August 15, 2019, with responses going out by August 31, 2019.

 

Generally, the Public Affairs Section at U.S. Embassy Jordan recommends that applicants submit proposals 3-6 months in advance of the intended project start date. Projects submitted too far in advance of or too close to the project start date run a greater risk that funding will not be available when sought.

Other Submission Requirements

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

Please indicate the funding opportunity number and title in the subject of the email.

  1. Criteria

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. Because they will be considered as a whole, there is no priority order for these criteria.

Organizational capacity and record on previous grants: The organization has expertise in its stated field and the Public Affairs Section is confident of the applicant’s ability to undertake the project. This includes a financial management system and a bank account. The organization shows how it uses its capabilities effectively to reach the broadest audience that makes sense for the purpose of the project, noting that some projects may be more suited to large audiences while others may be more suited to small audiences.

Quality and Feasibility of the Program Idea: The program idea is well developed, with detail about how project activities will be carried out. The proposal includes a reasonable implementation timeline. Intended project start date is not so close to or so far removed from the expected decision date for the cycle during which the proposal is submitted as to put project feasibility into question.

Goals and objectives: Goals and objectives are clearly stated and project 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 Jordan’s goals, priority program areas and target audiences as described in Section A, and clearly address the requirements of this APS. Applicant also clearly identifies the American component to be included in the program.

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 provides milestones to indicate progress toward goals outlined in the proposal. The project includes output and outcome indicators, and shows how and when those will be measured.

Media outreach plan: Applicant describes a clear plan for how the program will be shared with secondary audiences through traditional and/or social media. Applicant describes clearly how the partnership with the U.S. government will be made visible to the participants and to secondary audiences. Applicant describes the outreach tools to be used and demonstrates capacity to implement visibility through traditional and/or social media, taking into consideration, however, any cultural and political sensitivities that may affect or compromise the program or the participants. Branding waivers will only be granted on a rare basis and with a strong justification of why one is needed in order for the project to be successful.

Sustainability: Project activities will continue to have positive impact after the end of the project.

  1. Review and Selection Process

A Small Grants Review Committee will evaluate all eligible applications requesting funding.

  1. Federal Award Notices

The award (fixed amount award, cooperative agreement, or standard grant as appropriate) 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 project 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 APS 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 normally and customarily be made by electronic funds transfer in at least two installments, as needed to carry out the project activities. Payment schedules will be determined by the Grants Officer and specified in the award document, according to program’s milestones and as needed to carry out the project activities. Exceptions to the method of payment or to the minimum of two installments will be rare and at the discretion of the Grants Officer.

Organizations whose applications will not be funded will also be notified via email.

  1. 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.

  1. 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.

If you have any questions about the grant application process, please contact the Public Affairs Section at U.S. Embassy Jordan at: AmmanGrants@state.gov.

Note: We do not provide pre-consultation for application-related questions that are addressed in the APS. 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 and selection process is completed. If you have questions about this APS, you may email them to AmmanGrants@state.gov. Periodic updates and clarifications in relation to this APS, including questions received at this email address and the appropriate answers, will be periodically published on the Embassy website at https://jo.usembassy.gov/education-culture/grant-programs/.

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 project, and the percentage of their time that will be spent on the project.

Travel: Estimate the costs of travel and per diem for this project. If the project 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 project, which has a useful life of more than one year (or a life longer than the duration of the project), 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 project. 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 project activities.

Other Direct Costs: Describe other costs directly associated with the project, 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 project 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.