YSEALI Regional Workshop: Advocacy and Strategic Communications

U.S. DEPARTMENT OF STATE
U.S. EMBASSY KUALA LUMPUR
Public Affairs Section
Notice of Funding Opportunity

 

Funding Opportunity Title: YSEALI Regional Workshop: Advocacy and Strategic Communications
Funding Opportunity Number:        SMY300-19-YSEALI-WS
Deadline for Applications: June 30, 2019
CFDA Number: 19.040
Total Amount Available: Up to $250,000

 

 A. PROGRAM DESCRIPTION

The Public Affairs Section of the U.S. Embassy in Kuala Lumpur announces an open competition for organizations to submit applications to implement a five-day workshop (two travel days and three full workshop days) in Malaysia to boost the strategic communication and advocacy skills of NGOs in Southeast Asia, pending availability of funds. Please carefully follow all instructions below. 

Program Objectives: 

The Young Southeast Asian Leaders Initiative (YSEALI) (https://asean.usmission.gov/yseali/) is the U.S. government’s signature initiative to engage emerging leaders in Southeast Asia.  The program aims to create a network of young Southeast Asian leaders who work across national borders to solve common problems. This program will be one of a number of regional workshops hosted by U.S. embassies around the region and will involve participants from the 10 ASEAN countries and East Timor.

The workshop’s aim is to build strategic communication and advocacy skills of NGO leaders and civil society advocates working in the areas of human and wildlife trafficking and environmental sustainability. The workshop should help participants become more effective, particularly in how they work with government, including techniques and methods for influencing policy. The workshop should also focus on working with the media, including developing messaging for both traditional and social media.

Specific Requirements:

Design and implement a five-day workshop (two travel days and three full workshop days) to be held in Kota Kinabalu, Malaysia to take place in June 2020. We anticipate 60 total participants. 

In addition to providing training and skills building in communication and advocacy, the workshop should:

  • Build upon prior public, private, and civil society activities around the topic of human and wildlife trafficking and environmental sustainability;
  • Bring together expertise to make a case for how best to empower change makers and promote better advocacy and strategic communications in Southeast Asia;
  • Delineate what technical, policy, media and communications knowledge will be taught to participants;
  • Describe daily activities to show how and where learning will take place and how each activity connects to the overall objective of teaching the knowledge and skills needed to create solutions. Course content should be flexible enough to be relevant to participants from different countries;
  • Include workshop speakers, facilitators and/or mentors that represent both the United States and Southeast Asia;
  • Promote the unity of ASEAN and the United States as a partner in ASEAN’s efforts to promote sustainable economic growth. As such, the workshop should include a cultural component, such as a Southeast Asian or Malaysian cultural appreciation event or excursion, or a local community service activity.

The selected organization will also be responsible for:

  • Managing the recruitment, application and selection process to include an online application form. Participants must come from all ASEAN member countries plus Timor-Leste, and will be YSEALI members with whom embassies in all 11 nations have direct contact. They also have to be citizens of ASEAN or Timor-Leste and residents in ASEAN or Timor-Leste.
  • Create and implement a logistics plan that includes airfare, lodging, and food for all participants, presenters and staff.
  • Organize and implement collaborative follow-on projects to be implemented by teams of participants after the workshop is completed.
  • Create and implement a plan for monitoring and evaluation of participants during and after completion of the workshop and describe how the program’s outcomes will achieve the specific objectives described in this narrative.
  • Design a digital engagement strategy for workshop participants, including but not limited to social media outreach that enhances the in-person training. Digital engagement should tie into existing YSEALI social media properties.
  • Design and implement a method of sharing key aspects of the workshop with the thousands of youth who have signed up as YSEALI members, but are unable to attend the actual workshop. Examples include offering online versions of workshop materials including videos of presentations and shareable digital versions of hand-outs or similar materials.

Participants and Audiences:
Participants will be ages 18-35 from 10 ASEAN nations: Brunei, Burma, Cambodia, Indonesia, Malaysia, Philippines, Laos, Singapore, Thailand, and Vietnam, plus Timor-Leste. Participants will be registered YSEALI members, who have demonstrable interest in issues relating to advocacy, civil society, NGO work, issues of human and wildlife trafficking or environmental sustainability or conservation, whether through paid employment, volunteer work, unpaid internships, or coursework and who show promise in becoming socially active in effecting positive change in their communities.  They may have attended YSEALI events, activities, exchanges, workshops and other related YSEALI programs.

 

B. FEDERAL AWARD INFORMATION

Length of performance period:           12 to 18 months
Number of awards anticipated:          1 award
Total available funding:                      Up to $250,000 contingent on funding availability
Type of Funding:                                FY18/19 PD funds
Anticipated program start date:          October 2019 

This notice is subject to availability of funding.

Funding Instrument Type:  Cooperative agreement. The U.S. Embassy in Kuala Lumpur will have substantial involvement in the workshop content, schedule, and participant selection. In consultation with PAS Kuala Lumpur, the award recipient must actively engage the relevant U.S. embassies for recruitment purposes, communication with participants in each country, and to make their travel arrangements. 

Program Performance Period: Proposed programs should be completed within 18 months.

C. ELIGILIBITY INFORMATION

1. Eligible Applicants
The following organizations are eligible to apply:

  • S. Public and private educational institutions
  • S. or local Not-for-profit organizations, including think tanks

2. Cost Sharing or Matching
Cost share is not required for this application. However, it may be considered in the merit review to break ties among applications with equivalent scores after evaluation against all other factors.

3. Other Eligibility Requirements
In order to be eligible to receive an award, all organizations must have a unique entity identifier (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 unique entity identifier or be registered in SAM.gov.

D. APPLICATION AND SUBMISSION INFORMATION

1.Address to Request Application Package
Application forms required below are available at Application forms required below are available at Grants.gov (www.grants.gov) or from the U.S. Embassy Kuala Lumpur (https://my.usembassy.gov/education-culture/cultural-programs/small-grants-program/)

2. Content and Form of Application
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.

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.
  1. 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: 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.
  • 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.  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. Provide a management plan for the work and the timeline.
  • Program Methods and Design: A description of how the program is expected to work to solve the stated problem and achieve the goal.  Include a logic model as appropriate.
  • Proposed Program Schedule and Timeline:  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.
  • Description of prior experience in youth-oriented programming around sustainable development issues.
  • Description of experience in and/or ties with organizations in other Southeast Asian countries, or international expertise.
  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. The budget should not exceed $250,000.  See section H. Other Information: Guidelines for Budget Submissions below for further information.
  1. 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 your organization has a NICRA and includes NICRA charges in the budget, your latest NICRA should be included as a PDF file.
  • Official permission letters, if required for program activities
  • Unique Entity Identifier and System for Award Management (SAM.gov)
  1. Unique Entity Identifier and System for Award Management (SAM.gov)
Required Registrations:

Any applicant listed on the Excluded Parties List System (EPLS) 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.” Additionally, no entity listed on the EPLS can participate in any activities under an award.  All applicants are strongly encouraged to review the EPLS in SAM to ensure that no ineligible entity is included.

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

  • Unique entity identifier 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

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 NCAGE help from within the U.S., call 1-888-227-2423

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

  1. Submission Dates and Times

Applications are due no later than June 30, 2019. 

  1. Other Submission Requirements

Note: Please read the complete announcement before sending inquiries or submitting proposals. Once the NOFO deadline has passed, Embassy staff may not discuss this competition with applicants until the proposal review process has been completed.

Proposals should be submitted electronically to KualaLumpurYSEALI@state.gov no later than June 30, 2019. Please attach proposals in Microsoft Word or .pdf format to an email with “YSEALI Advocacy and Strategic Communications Regional Workshop” in the subject line. Late submissions will not be considered.

E. APPLICATION REVIEW INFORMATION

 

Proposals will be measured as follows:

  • S. Embassy Kuala Lumpur performs an initial review to make sure proposals meet eligibility requirements and analyzes the proposal against each of the requirements noted in Section A above.
  • If the proposal passes that review, a panel of Department of State employees reviews the proposals and selects a winner.
  1. Federal Awardee Performance & Integrity Information System (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
  1. 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: The funds for this cooperative agreement will be disbursed in three installments. Financial reporting for the use of the first installment will be required at the time the request for the second installment is made and subsequently for the third installment. Financial reporting, through the same method, will again be required at the conclusion of the grant period.

  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: Applicants should be aware that the U.S. Department of State awards will require regular financial and progress reporting.  These reports must be received quarterly, and fully reflect the performance of the grant toward its goals and objectives and its financial status.

Narrative progress reports should reflect the focus on measuring the project’s effect on the overarching goals and objectives and should be compiled according to the goals, objectives, outcomes, and outputs as outlined in the award’s terms and in the Monitoring and Evaluation (M&E) Statement.  An assessment of the project’s overall progress toward goals should be included in each progress report. 

Applicants should be aware of the post award reporting requirements reflected in 2 CFR 200 Appendix XII—Award Term and Condition for Recipient Integrity and Performance Matters.

G. FEDERAL AWARDING AGENCY CONTACTS

If you have any questions about the grant application process, please contact: U.S. Embassy KL Assistant Cultural Affairs Officer Sarah Talalay at PublicAffairsKL@state.gov.

H. OTHER INFORMATION

Guidelines for Budget Justification

Personnel and Fringe Benefits: 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, for program staff, consultants or speakers, and participants/beneficiaries. 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.