ANNOUNCEMENT TO RECEIVE PROPOSALS
PROGRAM OF AMBASSADORS FUND FOR CULTURAL PRESERVATION 2018 (AFCP)
The Cultural Section of the Office of Public Affairs of the United States Embassy in Santo Domingo in coordination with the Bureau of Educational and Cultural Affairs (ECA) Cultural Heritage Center (“the Center”) invites Dominican cultural entities to submit project proposals for the U.S. Ambassadors Fund for Cultural Preservation (AFCP). The deadline for receiving these proposals is midnight on Monday, December 11, 2017. The Cultural Section will receive proposals seeking funding up to, but not exceeding, U.S. $200,000.
Established by the Congress of the United States and administered by the Cultural Heritage Center in the Bureau of Educational and Cultural Affairs at the U.S. Department of State, AFCP supports the conservation of sites, objects, and forms of traditional cultural expression in more than 120 countries around the world. AFCP-supported projects include the restoration of ancient and historic buildings, assessment and conservation of rare manuscripts and museum collections, preservation and protection of important archaeological sites, and the documentation of vanishing traditional craft techniques and indigenous languages.
Cultural heritage endures as a reminder of the contributions and historical experiences of humanity. By taking a leading role in efforts to preserve cultural heritage, the U.S. shows its respect for other cultures.
The Bureau of Educational and Cultural Affairs of the United States Department of State has developed program guidelines and criteria and oversees the review and selection process. Once the project is awarded, the Cultural Section of the Embassy supervises its execution.
In the Dominican Republic, to date, the following proposals have been supported:
- Inventory of the collection at the Museo del Hombre Dominicano.
- Digitalization project of photographs and films of the Resistance Museum.
- Restoration of the Altar of the Sacred Relic in the Cathedral of Santo Domingo.
- Restoration and conservation of the textile collection of the Hermanas Mirabal House Museum.
- Rescue and restoration of the 20th century mural, “Haitian Genocide, 1937” by Dominican artists José Ramírez Conde and Roberto Flores.
Funding Areas: AFCP will recommend for funding those applications that include project activities that adhere to the following guidelines and to international standards for the preservation of cultural heritage. These activities may include:
- CULTURAL SITES: conservation of an ancient or historic building, preservation of an archaeological site, or documentation of cultural sites in a region for preservation purposes
- CULTURAL OBJECTS AND COLLECTIONS: conservation treatment for an object or collection of objects from a museum, site, or similar institution—that include, but are not limited to, archaeological and ethnographic objects, paintings, sculpture, manuscripts, and general museum conservation needs; needs assessment of a collection with respect to its condition and strategies for improving its state of conservation; inventory of a collection for conservation and protection purposes; the creation of safe environments for storage or display of collections; or specialized training in the care and preservation of collections
- FORMS OF TRADITIONAL CULTURAL EXPRESSION: documentation and audiovisual recording of traditional music, indigenous languages and dance forms for broad dissemination as the means of teaching and further preserving them, or support for training in the preservation of traditional applied arts or crafts in danger of extinction
Funding Priorities: Applications for projects that directly support one or more of the following will receive additional consideration in FY 2018:
- U.S. treaty or bilateral agreement obligations, such as cultural property agreements
- U.S. Embassy Integrated Country Strategy (ICS) goals
- Disaster risk reduction for cultural heritage in seismically active and other disaster-prone areas
- Post-disaster cultural heritage recovery
- Preservation of inscribed World Heritage sites
SPECIAL NOTE REGARDING SITES AND OBJECTS THAT HAVE A RELIGIOUS CONNECTION: The establishment clause of the U.S. Constitution permits the government to include religious objects and sites within an aid program under certain conditions. For example, an item with a religious connection (including a place of worship) may be the subject of a cultural preservation grant if the item derives its primary significance and is nominated solely on the basis of architectural, artistic, historical, or other cultural (not religious) criteria.
ELIGIBLE PROJECT APPLICANTS: The Center defines eligible project applicants as reputable and accountable non-commercial entities, such as non-governmental organizations, museums, ministries of culture, or similar institutions and organizations, including U.S.-based organizations subject to Section 501(c)(3) of the tax code, that are registered and active in SAM.gov and able to demonstrate that they have the requisite experience and capacity to manage projects to preserve cultural heritage.
ELIGIBLE PROJECT APPLICANTS: The Center defines eligible project applicants as reputable and accountable non-commercial entities, such as non-governmental organizations, museums, ministries of culture, or similar institutions and organizations, including U.S.-based organizations subject to Section 501(c)(3) of the tax code, that are registered and active in SAM.gov and able to demonstrate that they have the requisite experience and capacity to manage projects to preserve cultural heritage. Embassies must vet applicants for eligibility, suitability, and reputable performance in cultural preservation or similar activities.
INELIGIBLE ACTIVITIES AND UNALLOWABLE COSTS: AFCP will NOT support the following activities or costs, and applications involving any of the activities or costs below will be deemed ineligible:
A. Preservation or purchase of privately or commercially owned cultural objects, collections, or real property, including those whose transfer from private or commercial to public ownership is envisioned, planned, or in process but not complete at the time of application
B. Preservation of natural heritage (physical, biological, and geological formations, paleontological collections, habitats of threatened species of animals and plants, fossils, etc.)
C. Preservation of hominid or human remains
D. Preservation of news media (newspapers, newsreels, radio and TV programs, etc.)
E. Preservation of published materials available elsewhere (books, periodicals, etc.)
F. Development of curricula or educational materials for classroom use
G. Archaeological excavations or exploratory surveys for research purposes
H. Historical research, except in cases where the research is justifiable and integral to the success of the proposed project
I. Acquisition or creation of new exhibits, objects, or collections for new or existing museums
J. Construction of new buildings, building additions, or permanent coverings (over archaeological sites, for example)
K. Commissions of new works of art or architecture for commemorative or economic development purposes
L. Creation of new or the modern adaptation of existing traditional dances, songs, chants, musical compositions, plays, or other performances
M. Creation of replicas or conjectural reconstructions of cultural objects or sites that no longer exist
N. Relocation of cultural sites from one physical location to another
O. Removal of cultural objects or elements of cultural sites from the country for any reason
P. Digitization of cultural objects or collections, unless part of a larger, clearly defined conservation or documentation effort
Q. Conservation plans or other studies, unless they are one component of a larger project to implement the results of those studies
R. Cash reserves, endowments, or revolving funds (funds must be expended within the award period [up to five years] and may not be used to create an endowment or revolving fund);
S. Costs of fund-raising campaigns
T. Contingency, unforeseen, or miscellaneous costs or fees
U. Costs of work performed prior to announcement of the award unless allowable per 2 CFR 200.458 and approved by the grants officer
V. International travel, except in cases where travel is justifiable and integral to the success of the proposed project
W. Travel or study outside the host country for professional development
X. Individual projects costing less than $10,000
Y. Independent U.S. projects overseas
INELIGIBLE PROJECT APPLICANTS: AFCP does not award grants to individuals, commercial entities, or to embassies or past award recipients which have not fulfilled the objectives or reporting requirements of previous AFCP awards.
APPLICATION REQUIREMENTS: Once potential implementers and projects have been selected by embassies, preferably through an open competition process, embassies must work with the applicants to obtain the items below. All documents must be submitted in English. Project applications must include or address the following (NOTE: The list includes items required by 2 CFR 200 and State Department federal assistance regulations):
A. Full and complete Application for Federal Assistance (SF-424), including Budget Information for Non-Construction Programs (SF-424A), Assurances for Non-Construction Programs (SF-424B), and, if applicable, Disclosure of Lobbying Activities (SF-LLL)
B. Project basics, including title, project dates, and AFCP focus area
C. Project applicant information, including contact information, DUNS Number, and SAM registration status
D. Project location
E. Proof of official permission to undertake the project
F. Project purpose that summarizes the project objectives and desired results
G. Project activities description that presents the project tasks in chronological order
H. Project time frame or schedule that lists the major project phases and milestones with target dates for achieving them (NOTE: Applicants may propose project periods of up to 60 months [five years]; projects must begin before September 30, 2018, and conclude no later than September 30, 2023)
I. Project participant information, specifically an estimated number of non-US and US participants and estimated number of primary and secondary participants, as well as resumes of the proposed project director and other primary project participants
J. Statement of importance highlighting the historic, architectural, artistic, or cultural (non-religious) values of the cultural site, collection, or form of traditional expression
K. Statement of urgency indicating the severity of the situation and explaining why the project must take place now
L. Statement of sustainability outlining the steps or measures that will be taken to maintain the site, object, or collection in good condition after the AFCP-supported project is complete; or, in the case of forms of traditional cultural expression, to preserve and disseminate the documentation, knowledge, or skills gained from the project
M. Detailed project budget, demarcated in one-year budget periods (2018, 2019, 2020, etc.), that lists all costs in separate categories (Personnel, Fringe Benefits, Travel [including Per Diem], Equipment, Supplies, Contractual, Other Direct Costs, Indirect Costs, Cost Sharing); indicates funds from other sources; and gives a justification for any anticipated international travel costs (templates available upon request from the Center). Please see ANNEX A for the definition of budget categories
N. Budget narrative explaining line by line how costs are estimated (quantity x unit cost, annual salary x percentage of time spent on project, etc.) and unique budget line items
O. Attachments and supporting documents including, at a minimum and REQUIRED, five (5) high quality digital images (JPEGs) or audiovisual files that convey the nature and condition of the site, object, or form of expression and, in the case of a site or object, show the urgency or need for the proposed project (collapsing wall, water damage, worn fabric, broken handle, etc.), any historic structure reports, conservation needs assessments, and other planning documents compiled in preparation for the proposed project
COST SHARING AND OTHER FORMS OF COST PARTICIPATION: There is no minimum or maximum percentage of cost participation required for this competition. When cost sharing is offered, it is understood and agreed that the applicant must provide the amount of cost sharing as stipulated in its proposal and later included in an approved agreement. The applicant will be responsible for tracking and reporting on any cost share or outside funding, which is subject to audit per 2 CFR 200. Cost sharing may be in the form of allowable direct or indirect costs.
DUNS NUMBER AND SAM REGISTRATION: Applicants requesting $25,000 or more in federal assistance must have a Dun & Bradstreet Universal Numbering System (DUNS) number, a NATO Commercial and Government Entity (NCAGE) code, and be registered in the System for Award Management (SAM) prior to submitting applications. NOTE: This process can take weeks/months, especially for non-U.S. applicants. Applicants may acquire DUNs numbers at no cost by calling the dedicated toll-free DUNs number request line at 1-866-705-5711 or by requesting a number online at http://fedgov.dnb.com/webform. Non-U.S. based applicants may request a NCAGE code at https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx. SAM is the official, free on-line registration database for the U.S. Government. SAM.gov replaced the Central Contractor Registration (CCR), the Online Representations and Certifications Application (ORCA), and the Excluded Parties List System (EPLS) in July 2012. SAM.gov collects, validates, stores, and disseminates data in support of federal agency acquisition and grant award mission. Registration in SAM is free: https://www.sam.gov/portal/public/SAM/
APPLICATION SCREENING CRITERIA: The Center will first screen all proposals for technical eligibility based on the criteria contained in this request for grant proposals. The Center will also screen proposals against the lists of AFCP program-specific ineligible activities, costs, and applicants (see relevant sections above).
APPLICATION RATING CRITERIA: Using a point-based system (below), the Center will rate all applications based on the program funding priorities; the quality, soundness, and comprehensiveness of the proposed project and budget; the urgency of the proposed project; the rationale for U.S. support of the project supplied by the applying U.S. embassy; the quality and quantity of supporting materials, such as resumes of the key project participants, images of the resource, and notices of official permission from the responsible resource steward, such as a ministry of culture.
AFCP POINT-BASED RATING SYSTEM: Applications will be rated as follows:
- Purpose and Summary, Description, Time Frame, Importance: 25 points max
- Urgency: 10 points max
- Sustainability: 10 points max
- Rationale for U.S. Support: 15 points max
- Media and Outreach Plan: 10 points max
- Budget and Budget Narrative: 15 points max
- Supporting Materials: 15 points max
Once the Center has completed its screening and rating, it will forward the technically eligible and favorably rated proposals to the Public Diplomacy sections in the respective regional bureaus in the State Department for ranking. Once the proposals are ranked, the Center will convene a panel to recommend proposals for funding. The Center may deem proposals ineligible if they do not fully adhere to AFCP 2017 Competition objectives, requirements, and other criteria stated herein.
AWARD INFORMATION: Funding Instrument Type: Grant (Program Authority: Fulbright Hays Section 102(b)(5), as amended). Floor on Amount of Individual Awards: US $10,000 per project. Ceiling on Amount of Individual Awards: $200,000 per project. In FY 2017, awards ranged from US $24,000 to US $174,000.
Deadline for submission of proposals to the Cultural Section:
Monday December 11, 2017
You can submit your proposal by e-mail: CulturaSantoDomingo@state.gov
DEFINITION OF BUDGET CATEGORIES
The line item budget expense categories conform to OMB’s SF-424A standard format/template and cost classifications (“Other Direct Costs” include but are not limited to participant support costs, educational, cultural and training allowances).
Bureaus and posts proposal submission instructions should inform applicants to provide proposed detailed budgets in a suggested format that roll-up to the OMB standard cost categories (i.e. should roll-up to the Travel cost item category as provided below.)
Due to the variety and nature of various costs, there is no universal solution as to which items would be placed into which categories. In all cases, costs should be reasonable, allowable and allocable to the project. Placement of individual costs however relies on the judgment of the grants officer based on government-wide cost guidance.
An organizations FTE’s, (Full Time Equivalency) includes any personnel directly employed by the recipient organization that can be directly attributed to the grant. It does not include personnel that indirectly work on the grant such as financial administration, secretarial or maintenance staff that work for the organization, but not on the grant. It could also include percentages of FTE’s as long as that percentage is directly attributed to the grant. This could include project directors who administer several grant programs, persons hired to work on several different programs or work only part time on grant related activities.
- Fringe Benefits
Fringe benefits include cost items such as pension plans, health benefits, or other benefits that conform to an organizations established policy. Again, fringe benefits would be for personnel directly working on the project. Often, this is shown as a percentage of salary or wages and would conform to the organizations established policy.
Domestic, international air fares, per diem rates, hotel costs, local travel
All travel costs that are directly attributable to a grant project. Travel costs must be itemized by the grantee and conform to the test of reasonableness.
Equipment means tangible nonexpendable personal property including exempt property charged directly to the award having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. However, consistent with recipient policy, lower limits may be established.
This would include vehicles; computer equipment valued over $5,000, specialized equipment, air conditioning/heating equipment, installation, maintenance and anticipated repair costs.
Supplies would include general office supplies, computer software, consumable automotive supplies, small equipment with a value of less than $5,000 such as, adding machines, calculators, or other expendable supplies
A procurement contract under an award or sub-tier awards for goods or services. Contractual would include conference room rental, speaker’s fees, including but not limited to per diem and/or travel, security guard service, payroll services, accounting services and audits.
Non-major costs for rearrangement and alteration or reconversion or renovation of facilities.
Construction would include ordinary or normal alterations, restoration or rehabilitation such as any work that modifies buildings and/or grounds. This includes but is not limited to adding, replacing, modifying, relocating, removing, or painting doors, walls, windows, flooring or the alterations of ceilings, adding on to or dividing existing space or work on any building utility system, including electrical, plumbing, ventilation, air conditioning, controls systems, fire alarms, fire sprinklers, security systems and telecommunication equipment.
- Other Direct Costs
Other direct cost could include furniture and furnishings, rugs, draperies, mirrors, lamps, etc., small equipment with a value of less than $5,000 such as adding machines, calculators, copying, and other machines used in an office,
Further examples include postage, telephone, internet charges, printing and publishing materials, utilities, space rental, or insurance.
- Indirect Costs
Indirect costs are incurred for a common or joint purpose and therefore cannot be identified readily and specifically with a particular sponsored project or other institutional activity. In general, all costs should be represented, whenever feasible, as direct costs.
Cost sharing refers to that portion of the project or program costs not borne by DOS or other federal agency, which includes cash and third party in-kind. These costs must reflect the realistic capacity of the applicants and any third party contributions.
NON-SUBSIDIZABLE ACTIVITIES AND NON-ALLOWABLE COSTS
IN AFCP PROJECTS
A. Preservation or purchase of objects of private or commercial cultural property, collections, or real estate, including those whose transfer from private or commercial to public property is planned, planned or in process, but not complete at the time of filing the proposal;
B. Preservation of natural heritage (physical, biological and geological formations, paleontological collections, habitats of threatened species of animals and plants, fossils, etc.);
C. Preservation of hominid or human remains;
D. Preservation of the media (newspapers, news programs, radio and television programs, etc.);
E. Preservation of published materials available elsewhere (books, magazines, etc.);
F. Development of curricula and instructional materials for use in the classroom;
G. Archaeological excavations or exploratory surveys for research purposes;
H. Historical research, except in cases where research is justifiable and essential to the success of the proposed project;
I. The acquisition or creation of new exhibitions, objects or collections for new or existing museums;
J. Construction of new buildings, extensions of buildings, or permanent decks (on archaeological sites, for example);
K. Commissions of new works of art or architecture for commemorative or economic development purposes;
L. Creation of new or modern adaptation of traditional dances, songs, songs, musical compositions, plays, or other existing performances;
M. Creation of replicas or re-creation of cultural objects or sites that no longer exist;
N. Relocation of cultural sites from one physical location to another;
O. The elimination of cultural objects or elements of cultural sites of the country for any reason;
P. The digitization of cultural objects or collections, unless based on a broader conservation effort, clearly defined;
Q. Conservation plans or other studies, unless they are a component of a larger project to implement the results of those studies;
R. Reserves, endowments or revolving funds (funds must be spent during the award period [up to five years] and cannot be used to create a fund or revolving fund);
S. The costs of fundraising campaigns;
T. Costs or indirect operating costs, ie expenses incurred in the day-to-day operations of an organization, such as office rental, utilities, license fees, and other administrative, service or materials that are not directly related to the completion of project work;
U. Contingency, unforeseen, or miscellaneous expenses or fees;
V. Costs of work performed before the announcement of the concession;
W. International travel, except in cases where travel is justifiable and essential for the success of the proposed project;
X. Travel or study for professional development;
Y. Individual projects costing less than $ 10,000;
Z. Independent U.S. projects abroad.