U.S. DEPARTMENT OF STATE
Notice of Funding Opportunity
Funding Opportunity Title: Complementary Response Small Grants Program (CRSGP) to Support Ukrainian Refugees
Funding Opportunity Number: POL-LH500-FY23-01
Deadline for Applications: March 4, 2023
TOTAL Amount Available: Funds are available for the Baltic region and applications will be reviewed by a regional committee. Total funds granted in Lithuania will depend on the number and amount of grants selected across the region.
Assistance Listing Number: 19.878
A. PROGRAM DESCRIPTION
The U.S. Embassy Vilnius of the U.S. Department of State announces an open competition for organizations to submit applications to carry out a program to support Ukrainian refugees in Lithuania. Please follow all instructions below.
In light of the unprecedented refugee influx due to Russia’s war in Ukraine, the Embassy of the United States in Vilnius, Lithuania announces an open competition for non-governmental organizations (NGOs) and civil society and private organizations assisting Ukrainian refugees in Lithuania to submit applications to the Complementary Response Small Grants Program (CRSGP). We seek proposals from any organization or individual that meets the program eligibility requirements below. Proposals from municipal governments may be considered on a case-by-case basis. Applicants may submit a proposal focused on one or a few of the themes below. CRSGP funding proposals should NOT seek to address all of these issues in one application. This notice is subject to availability of funds.
Potential projects supporting Ukrainian refugee communities can focus on:
- Assistance to local communities or Lithuanian NGOs to address housing shortages for refugees from Ukraine;
- Providing social services, including healthcare, legal counseling, psychological support, and education;
- Training, including language training, for refugees in support of their employment and integration in Lithuanian society;
- Promotion of equal access to protection, assistance, and other solutions for refugees with disabilities, socially vulnerable refugees, LGBTQI+ refugees, and other vulnerable refugee populations;
- Promotion of civil society and association building among refugees;
- Facilitating free flow of information (including support for independent media) to refugee populations and/or countering disinformation;
- Public education and advocacy (including civic education) related to national refugee policies and plans, refugee rights, services and integration;
- Conflict resolution or protection of human rights and promotion of tolerance;
- Anti-trafficking and anti-corruption.
Grants may be used to promote non-discrimination and tolerance for disadvantaged minorities but should not be used to promote the particular agenda of a specific group, practice, or lifestyle over any other. Grants cannot support any goals of religious nature. Grants are not intended to pay salaries outside of the scope of the project. Grants may not be used for partisan political activity.
Proposed projects should complement existing refugee and humanitarian assistance provided through state or local governments, state agencies, the Office of the United Nations High Commissioner for Refugees (UNHCR), the International Committee of the Red Cross (ICRC), International Organization for Migration (IOM), or other international organizations (IOs).
Participants and Audiences:
Projects should be designed to benefit the Ukrainian refugee community. Projects can serve Ukrainians directly in Lithuania or indirectly through training or other programs for persons that provide services that impact the well-being of Ukrainian refugees in the country. Projects that include host-country participants that encourage integration of Ukrainian refugees into the local community will be considered, but projects must ensure that at least 50 percent of participants are Ukrainian refugees.
B. FEDERAL AWARD INFORMATION
Length of performance period: 12 to 24 months
Number of awards anticipated: Up to 5, dependent on amounts
Award amounts: awards may range from a minimum of $25,000 to a maximum of $200,000.
Type of Funding: 2022 Assistance for Europe, Eurasia, and Central Asia (AEECA) – Ukraine Supplemental Appropriations Act (USAA) funds. Anticipated program start date depends on Congressional approval of funding.
This notice is subject to availability of funding. U.S. Embassy Vilnius does not guarantee availability of funding by receiving applications under this announcement. Only successful applicants will be contacted.
Funding Instrument Type: Grant, fixed amount award, or cooperative agreement. Cooperative agreements are different from grants in that bureau/embassy staff are more actively involved in the grant implementation.
Program Performance Period: Proposed programs should ideally take place in one year or less, but consideration will also be given to projects with longer periods of performance as determined by the needs of Ukrainian refugees. The Department of State will entertain applications for extensions of 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 following organizations that operate in-country are eligible to apply:
Non-governmental organizations (NGOs) supporting Ukrainian refugee communities;
- Civil society organizations (CSOs) supporting Ukrainian refugee communities;
- Nonprofit organizations supporting Ukrainian refugee communities;
- Think tanks or academic institutions;
- Private organizations supporting Ukrainian refugee communities;
- Public and private educational institutions
- Municipal or local governments and their affiliated*
Note: American and third-country organizations and individuals are not eligible for grants under this program; however, refugee-organized CSOs are eligible. Under exceptional circumstances, organizations based in European and Eurasian countries other than Lithuania may receive consideration.
*State institutions are not eligible to receive funding. Proposals from municipal or local government bodies should clearly state why the entity is uniquely positioned to execute the project or how the entity will partner with non-governmental institutions to execute the project. Grants to local or municipal government bodies will be assessed on case-by-case basis.
- Cost Sharing or Matching
Cost sharing is not a requirement for eligibility.
- Other Eligibility Requirements
In order to be eligible to receive an award, all 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. Individuals are not required to have a UEI or be registered in SAM.gov.
D. APPLICATION AND SUBMISSION INFORMATION
- Address to Request Application Package
Application forms required below are available at the U.S. Embassy Vilnius website and grants.gov.
- 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
- 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 and should be sent by email to VilniusCRSGP@state.gov:
- Mandatory application forms
- SF-424 (Application for Federal Assistance – organizations)or SF-424-I (Application for Federal Assistance –individuals)
- SF-424A(Budget Information for Non-Construction programs)
- SF-424B(Assurances for Non-Construction programs) (note: the SF-424B is only required for individuals and for organizations not registered in SAM.gov)
- 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.
- Proposal (12 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, or the application template here, 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.
- 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.
- 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 section H. Other Information: Guidelines for Budget Submissions below for further information.
- 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 Negotiated Indirect Cost Rate Agreement (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) unless the application is for an individual.
All organizations applying for grants (except individuals) must obtain these registrations. All are free of charge:
- SAM.gov registration which will generate a UEI
- NCAGE/CAGE code
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 its 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.
It is in the organization’s best interest to check if their CAGE/or NCAGE codes are active. Organizations are required to register/or renew their CAGE or NCAGE codes prior to registering or renewing www.SAM.gov. Both registration and renewals for both CAGE and NCAGE can take up to 10 days. Organization’s legal address in NCAGE/CAGE must mirror www. sam.gov.
All entities are required to renew their www.sam.gov 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 submitting an application, 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
Applications are due no later than March 3, 2023.
- Funding Restrictions
Funds may not be used for large durable items or construction projects, venture capital, for-profit endeavors, support for religious or partisan political activity, lobbying for specific legislation, fund-raising campaigns, infrastructure needs that are not sustainable once grant funds are depleted, international travel (including to the United States), or alcohol. Funds cannot be used for programs that charge a participation fee.
Other Submission Requirements
All application materials must be submitted by email to VilniusCRSGP@state.gov (or: Applications may be submitted electronically through www.Grants.gov or SAMS Domestic, or by email to VilniusCRSGP@state.gov)
E. APPLICATION REVIEW INFORMATION
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 to complement existing programs and efforts. The proposal includes a reasonable implementation timeline to address a critical need of Ukrainian refugees.
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.
Support of Equity and Underserved Communities – 10 points: Proposals should clearly demonstrate how the program will support and advance equity and ensure underserved communities are not excluded from participation in program administration, design, and implementation.
- Review and Selection Process
A review committee will evaluate all eligible applications based on the scoring criteria listed above.
- 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 §200.206 Federal awarding agency review of risk posed by applicants.
Anticipated award date
The award date will be dependent on Congressional approval of funding.
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.
If the proposal is selected for funding, funds will be disbursed in increments as needed to implement the project or based on milestones achieved as determined in the award document.
- Administrative and National Policy Requirements
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.
- 2 CFR 25 – UNIVERSAL IDENTIFIER AND SYSTEM FOR AWARD MANAGEMENT
- 2 CFR 170 – REPORTING SUBAWARD AND EXECUTIVE COMPENSATION INFORMATION
- 2 CFR 175 – AWARD TERM FOR TRAFFICKING IN PERSONS
- 2 CFR 182 – GOVERNMENTWIDE REQUIREMENTS FOR DRUG-FREE WORKPLACE (FINANCIAL ASSISTANCE)
- 2 CFR 183 – NEVER CONTRACT WITH THE ENEMY
- 2 CFR 600 – DEPARTMENT OF STATE REQUIREMENTS
- S. DEPARTMENT OF STATE STANDARD TERMS AND CONDITIONS
In accordance with the Office of Management and Budget’s guidance located at 2 CFR part 200, all applicable Federal laws, and relevant Executive guidance, the Department of State will review and consider applications for funding, as applicable to specific programs, pursuant to this notice of funding opportunity in accordance with the following: NOTE:
- Guidance for Grants and Agreements in Title 2 of the Code of Federal Regulations (2 CFR), as updated in the Federal Register’s 85 FR 49506 on August 13, 2020, particularly on:
- Selecting recipients most likely to be successful in delivering results based on the program objectives through an objective process of evaluating Federal award applications (2 CFR part 200.205),
- Prohibiting the purchase of certain telecommunication and video surveillance services or equipment in alignment with section 889 of the National Defense Authorization Act of 2019 (Pub. L. No. 115—232) (2 CFR part 200.216),
- Promoting the freedom of speech and religious liberty in alignment with Promoting Free Speech and Religious Liberty (E.O. 13798) and Improving Free Inquiry, Transparency, and Accountability at Colleges and Universities (E.O. 13864) (§§ 200.300, 200.303, 200.339, and 200.341),
- Providing a preference, to the extent permitted by law, to maximize use of goods, products, and materials produced in the United States (2 CFR part 200.322), and
- Terminating agreements in whole or in part to the greatest extent authorized by law, if an award no longer effectuates the program goals or agency priorities (2 CFR part 200.340).
The support of underserved communities will be considered as part of the review criteria for this opportunity. Therefore, proposals should clearly demonstrate how the program will support and advance equity and inclusion and ensure that underserved communities and individuals will have equal opportunity to participate.
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.
Foreign Assistance Data Review: As required by Congress, the Department of State must make progress in its efforts to improve tracking and reporting of foreign assistance data through the Foreign Assistance Data Review (FADR). The FADR requires tracking of foreign assistance activity data from budgeting, planning, and allocation through obligation and disbursement. Successful applicants will be required to report and draw down federal funding based on the appropriate FADR Data Elements, indicated within their award documentation. In cases of more than one FADR Data Element, typically program or sector and/or regions or country, the successful applicant will be required to maintain separate accounting records.
G. FEDERAL AWARDING AGENCY CONTACTS
If you have any questions about the grant application process, please contact: VilniusCRSGP@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.
Unallowable Budget Items:
- Large items of durable equipment or construction programs;
- Venture capital, for-profit endeavors, or charging a fee for participation in project;
- Support for religious or partisan political activity or lobbying for specific legislation;
- Fund-raising campaigns;
- Grants may not provide for infrastructure needs that are not sustainable once grant funds are depleted.
- Salaries, overhead, equipment, and other administrative expenses are allowable only as they relate to specific project activities in limited circumstances. Salary or honoraria should be listed according to rate of pay and percentage of time spent on program-related activities.
- Funds may not be used to pay for travel to the United States or for travel grants. Projects involving regional travel will be considered on a case-by-case basis and must have a clear justification outlining why the travel is integral to the project.
- Funds may not be used for alcoholic beverages.
- Funds may only be used for food expenses under special circumstances. When these costs cannot be supported by cost share, they should be clearly justified.