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Embassy Grants Program and Funding Opportunities
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January 28, 2021

U.S. Embassy Luxembourg 2022 Small Grants Program

Funding Opportunity Title: U.S. Embassy Luxembourg PAS Annual Program Statement

Funding Opportunity Number: PAS-LU500-FY22-01

Deadline for Applications: Applications are accepted on a rolling basis until June 1, 2022 or as long as available funds remain.

CFDA Number: 19.040 – Public Diplomacy Programs

Maximum for Each Award: $25,000

The U.S. Embassy Luxembourg 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, outlining our funding priorities, the strategic themes we focus on, and the procedures for submitting requests for funding. Please carefully follow all instructions below.

PROGRAM DESCRIPTION

The U.S. Embassy Luxembourg seeks to promote mutual understanding among the American and Luxembourgish people and strengthen cultural ties between the U.S. and Luxembourg. All programs must include an American cultural element, or connection with American expert/s, organization/s, or institution/s that will promote increased understanding of U.S. policy and perspectives. Traditionally, U.S. Embassy Luxembourg has funded projects such as commemorative projects, professional and academic exchanges, speaker programs and artistic and cultural workshops or exhibitions.

For example, we have previously contributed to these programs:

  • WWII commemorative and conservation projects: S. Embassy Luxembourg provided grants to support the preservation of archives at the Musée National d’Histoire Militaire and the restoration of a Sherman M4A3 tank with the Cercle d’Etudes sue la Bataille des Ardennes;
  • Educational and cultural exhibitions: Grants were made for science exhibitions related to space at the Luxembourg Science Center and an exhibition on the ‘Doughboys in Luxembourg,’ the history of U.S. troops in Luxembourg at the end of the First World War;
  • Local workshops, events and exchange programs: We supported events such as the Festival of English-Language School Theatre (FEST), international forums for the European Youth Parliament Luxembourg as well as a music exchange program through the Blue Lake International Exchange program.

Program Objectives:

The Embassy welcomes proposals on these themes as well as new ones, such as:

  • STEM and space education projects;
  • Innovative climate action and sustainability initiatives;
  • Educational and economic exchanges;
  • Youth leadership programs, especially for underserved communities;
  • Cultural engagement of diverse and/or minority communities in Luxembourg;
  • Entrepreneurship and innovation in technological or other fields; and
  • Sports- or Arts-related programming.

The Embassy also welcomes proposals that do not fully fit into these categories.

FEDERAL AWARD INFORMATION

Length of performance period: No longer than 12 months

Award amounts: awards may range from a minimum of $3,000 to a maximum of $25,000.

Type of Funding: Fiscal Year 2022 Public Diplomacy Funding

Anticipated program start date: No later than September 2022

This notice is subject to availability of funding.

Funding Instrument Type: Grant or Fixed Amount Award

ELIGILIBITY INFORMATION

  1. Eligible Applicants

U.S. Embassy Luxembourg encourages applications from both individuals and organizations based in Luxembourg, whether public or private. Not-for-profit, civil society/non-governmental organizations, think tanks, educational institutions, and companies are all eligible.

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

Individuals and organizations from the U.S. are welcome to apply if  the project has a direct and measurable impact in Luxembourg or Luxembourg citizens and meets the public diplomacy goals of U.S. Embassy Luxembourg.

  1. Eligible Programs

The following types of projects are NOT eligible for funding:

  • Charitable or development activities;
  • Construction projects;
  • Fundraising campaigns;
  • Lobbying for specific legislation or projects;
  • Projects relating to partisan political activity;
  • Projects that duplicate existing projects;
  • Projects that support specific religious activities; or
  • Scientific research.
  1. Cost sharing

Cost-sharing is not required for projects, but proposals with favorable cost-sharing are highly competitive.

APPLICATION AND SUBMISSION INFORMATION

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

The following documents are required:

  1. Mandatory application forms
  1. Summary Page: 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.
  2. Proposal: 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: 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.
    • 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 Luxembourg 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.
  1. 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 Other Information: Guidelines for Budget Submissions below for further information.

Applicants must be prepared to obtain the registrations below if their proposal is selected for funding. All are free of charge:

  • NCAGE code
  • SAM.gov  registration and Unique Entity Identifier (UEI), as of April 4th, 2022

As of April 4th, 2022, the ID from Dun & Bradstreet (DUNS number) is no longer needed.

Other Submission Requirements

All application materials must be submitted to LuxembourgPublicAffairs@state.gov.

Applications are accepted on a rolling basis.

APPLICATION REVIEW INFORMATION

  1. Criteria
    Each application will be evaluated and rated on the basis of the evaluation criteria outlined below.

Quality and Feasibility of the Program Idea – 20 points: The program idea is well developed, with detail about how program activities will be carried out. The proposal includes a reasonable implementation timeline.

Organizational Capacity and Record on Previous Grants – 20 points: The organization has expertise in its stated field and has the internal controls in place to manage federal funds. This includes a financial management system and a bank account.

Program Planning/Ability to Achieve Objectives – 15 points: Goals and objectives are clearly stated and program approach is likely to provide maximum impact in achieving the proposed results.

Budget – 10 points: 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 – 15 points: 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 program includes output and outcome indicators, and shows how and when those will be measured.

Sustainability – 10 points: Program activities will continue to have positive impact after the end of the program.

Embassy priorities – 10 points: Applicant has clearly described how stated goals are related to and support U.S. Embassy Luxembourg’s priority areas or target audiences.

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

FEDERAL AWARD ADMINISTRATION INFORMATION

  1. Federal Award Notices

The grant award 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.

  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/about-us-office-of-the-procurement-executive/. 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.

FEDERAL AWARDING AGENCY CONTACTS

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

 

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.