Grants Corner

This page is intended for current grants recipients from the Department of State and those interested in our process and future partnerships with us as a way of assisting you through the federal assistance application process and post-award requirements.

 

Funding Instrument Type: Grant, Cooperative Agreement, or Fixed Amount Award

Approximate Total Award Funding to be distributed in FY2019: USD $ 250,000.00, pending availability of funds

Floor of Individual Award Amounts: USD $ 5,000.00

Maximum Amount of Individual Award Amounts: USD $ 50,000.00

The Public Affairs Section reserves the right to award less or more than the funds described under such circumstances as it may deem to be in the best interest of the government of the United States.

Project and Budget Periods: Priority will be given to projects that are completed in one year or less. Proposals for project durations over one year also will be considered.  In addition, the Public Affairs Section will entertain applications for continuation grants funded under these awards, beyond the initial budget period, on a noncompetitive basis, subject to availability of funds, satisfactory progress of the applicants, and a determination that continued funding would be in the best interest of the Department of State.

  • Eligibility Information

The Public Affairs Section encourages applications from all sectors:  civil-society organizations, local representatives of civil society, think tanks, non-governmental organizations, academic and cultural institutions, and individuals. For-profit businesses/institutions are not eligible to receive public diplomacy awards.

The Public Affairs Section encourages applicants to provide cost sharing from additional sources in support of this project. We also encourage projects that use highly skilled volunteers as an element of cost sharing.  Applications should explain clearly other likely sources of funding and how the volunteers will be used.

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 for consideration.

Content of Application

Please ensure that:

  • 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.
  • All Microsoft Word documents are single-spaced, 12 point Times New Roman font, with a minimum of 1-inch margins.
  • All forms must be sent as individual file (1 file per form, not by page)
  • All attached document should have the name of the form e.g. “SF 424”
  • All forms that require signature must be signed (or electronically signed)

The following documents are required:

  1. Mandatory application forms
  • Small Grants Application
  • SF-424 (Application for Federal Assistance – organizations) or SF-424-I (Application for Federal Assistance –individuals)
  • SF424A (Budget Information for Non-Construction programs) and Budget

Justification (see below)

  • SAM: Proof of Active registration in sam.gov (not required for individuals)

Applicants can download all of the above forms at

https://www.grants.gov/web/grants/forms/sf-424-family.html#sortby=1

Budget Justification Narrative: After filling out the SF-424A Budget (above), use a separate sheet of paper, in Excel, to describe each of the budget expenses in detail.

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. Please note that any international travel between the U.S. and the host country must be done in a U.S. Flag carrier.

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.

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

  • Unique Identifier Number from Dun & Bradstreet (DUNS number)
  • NCAGE/CAGE code
  • SAM.gov registration

A quick guide can be downloaded from:

https://www.sam.gov/sam/transcript/Quick_Guide_for_International_Entity_Registration.pdf or in Grant Forms.

Submission Dates and Times

 The Public Affairs Section will accept proposals throughout the year and will review proposals as funding becomes available.

Funding Restrictions

 Award funds cannot be used for construction, vehicle purchases, property rental, etc.

Award funds cannot be used for past expenses (before grant period), we recommend presenting proposals for projects with 6 months in advance as a minimum.

Alcoholic Beverages: Please note that award funds cannot be used for alcoholic beverages.

Other Submission Requirements

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

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.

Organizational capacity and record on previous grants: The organization has expertise in its stated field and PAS is confident of its ability to undertake the program. This includes a financial management system and a bank account. (15%)

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. (15%)

Goals and objectives: Goals and objectives are clearly stated and program approach is likely to provide maximum impact in achieving the proposed results. (15%)

Embassy priorities: Applicant has clearly described how stated goals are related to and support U.S. Embassy Santiago’s priority areas or target audiences. (15%)

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. (15%)

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. (15%)

Sustainability: Program activities will continue to have positive impact after the end of the program. (10%)

Review and Selection Process
A Grants Review Committee will evaluate all eligible applications.

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

Reporting Requirements: Recipients will be required to submit narrative, expense and financial 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 PAS at: GrantsChile@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, Department of State 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.