The U.S. Embassy Moscow Public Diplomacy Section (PDS) announces that funding is available through our Public Diplomacy Grants Program. This APS outlines our funding priorities, strategic themes, and the procedure for submitting requests for funding. Applications for programs are accepted until the deadline of March 21, 2023. The U.S. Embassy will not accept applications under the 2023 NOFO after that deadline.

Please carefully follow all instructions below. Please use the grant application mandatory forms, proposal and budget templates found on our website sidebar.

Purpose of Public Diplomacy Grants:  PDS Moscow invites proposals for projects that support future constructive bilateral relations and reinforce ties between the American and Russian people. All grant proposals must convey an element of U.S. history, culture, or shared values. Competitive proposals should support a priority program area (see below). Competitive proposals should also include a connection with U.S. expert/s, organization/s, or institution/s that will promote increased cooperation between the people of the United States and Russia even after the program has finished.

Priority Programming Areas:

• Media & Information: Projects that promote an understanding of freedom of the press, good journalistic practices, increased access to information, and improved media and digital literacy for the Russian people;
• Sharing America: Projects that promote an understanding of the American values of democracy, freedom of expression, and an open society, as well as proposals that increase the understanding of America’s diverse cultures and groups;
• Empowering Women & Minorities: Projects that support women and minority rights and persons with disabilities;
• Environment & Space: Projects that promote improvements, innovation, advancement, and collaboration in the areas of space and the environment;
• English Language Learning & Teaching: Projects that support innovative, interactive teaching and learning of the English language. Projects that support ongoing efforts of the Regional English Language Office will be especially welcome.

The following types of projects are NOT eligible for funding:

• Projects relating to partisan political activity;
• Charitable or development activities;
• Construction projects;
• Projects that support specific religious activities;
• Fundraising campaigns;
• Lobbying for specific legislation or projects;
• Competitions where the prize is the only outcome of the program;
• Scientific research and/or surveys; or
• Projects that duplicate existing projects.

Authorizing legislation, type and year of funding:

Funding authority rests primarily in Fulbright-Hayes or Smith-Mundt FY2023 Public Diplomacy funding. All programming is subject to the statutory limitations of the funding determined and availability of funds.

Length of performance period:  Up to 24 months
Number of awards anticipated:  Dependent on funds availability
Award amounts:  Awards may range from $25,000 – $250,000 for organizations, $25,000 – $50,000 for individuals
Total available funding:  To be determined
Type of Funding:  Fiscal Year 2023 Public Diplomacy Funding
Anticipated project start date:  starting from July 1, 2023

This notice is subject to availability of funding.

Funding Instrument Type:  Grant, Fixed Amount Award, or Cooperative Agreement. Cooperative Agreements are different from grants in that PDS staff are more actively involved in the grant implementation. Examples of the substantial involvement by PDS staff include the development of the grant program, final approval of grant activities, and participation in selection panels for program participants.

Project Performance Period:  Proposed projects should be planned for a period of no more than 24 months. PDS will entertain applications for continuation 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.

1. Eligible Applicants

Eligibility is limited to U.S. and Russian entities qualified to receive U.S. grants and able to develop and implement programs in the Russian Federation. These include:

• • Not-for-profit organizations, including think tanks, educational institutions, civil society organizations, and individuals carrying out programs in support of civil society;
  • Commercial educational and cultural organizations with not-for-profit activities;
  • Museums, national parks, and nature reserves, and;
  • Individuals

 

2. Cost Sharing or Matching

Cost sharing (providing funding or goods/services in-kind) is allowable but not required. Please see Section H.2 for more information.

3. Other Eligibility Requirements

In order to be eligible to receive an award, all organizations must have a valid registration on www.SAM.gov and a unique entity identifier (UEI). Please see Section H.3 below for information on how to meet this requirement.

Individuals are not required to have a unique entity identifier or be registered in SAM.gov.

I. Address to Request Application Package

Application forms required and templates below are available on the sidebar of the APS page of this website.

You may also request an application package by emailing GrantsRussia@state.gov. Please note the funding opportunity title and number in the subject line (DOSRUS-23-GR-001)

II. Content and Form of Application Submission

Please follow all instructions below carefully. Applications that do not meet the requirements of this announcement or fail to comply with the stated requirements (missing three mandatory forms) will be ineligible.

Content of Application

Please ensure:

• The proposal clearly addresses the goals, audiences 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.
• Authorized signatures must be provided as indicated on the required mandatory forms.

The following documents are required:

1. Mandatory Application Forms (all three forms are required both for organizations and individuals):

• SF-424 (Application for Federal Assistance – organizations) or SF-424I (for individuals)
• SF-424A (Budget Information for Non-Construction programs)
• SF-424B (Assurances for Non-Construction programs)

The three mandatory forms and instructions are also available at: https://www.grants.gov/web/grants/forms/sf-424-family.html. Authorized signatures must be provided as indicated on all mandatory forms.

2. Summary Coversheet: A one-page cover sheet stating the applicant’s name and organization, proposal date, project title, project period proposed start and end date, and brief purpose of the project. We encourage applicants use the coversheet template available on our website sidebar.

3. 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: We encourage applicants use the proposal template available on our website sidebar. Proposals must not be longer than 10 pages.

• Proposal Summary: Short narrative that outlines the proposed project, including project objectives and anticipated impact.
• Introduction to the Organization or Individual applying: A description of past and present operations, showing ability to carry out the project, including information on all previous grants from the U.S. Embassy and/or U.S. government agencies.
• Key Personnel: Names, titles, roles and experience/qualifications of key personnel involved in the project. What proportion of their time will be used in support of this project?
• Project Partners: List the names and type of involvement of key partner organizations and sub-awardees, as applicable.
• Problem Statement and Project Goals and Objectives: A clear concise statement of the problem you are trying to solve. Then, describe what the project is intended to achieve. What aspect of the relationship between the United States and Russia will be improved? The “objectives” refer to the intermediate accomplishments on the way to the goals. These should be achievable and measurable.
• Project Activities: Describe the project activities and how they will help achieve the objectives
• Project beneficiaries: A description of who will be targeted and benefit from this program.
• Proposed Project Schedule: The proposed timeline for the project activities. Include the dates, times, and locations of planned activities and events.
• Expected Results and Monitoring & Evaluation Plan: What are the expected outcomes (changes in awareness, attitudes, or behaviors) and outputs (deliverables) of this project, and how will the activities be monitored, what data will be analyzed and how the results will be presented? What is success, and how will you measure it?
• Future Funding or Sustainability: Applicant’s plan for continuing the program beyond the grant period, or the availability of other resources, if applicable.
• Public Engagement Plan: Applicant’s strategy for creating and disseminating content about the program (for example, social media, the web, or printed materials) that promotes the project activity or joint U.S.-Russian cooperation during the program timeline.

4.Detailed Budget in an a excel spreadsheet and in U.S. dollars. We encourage applicants use the budget template available on our website sidebar.

5. Budget Justification Narrative: After filling out the SF-424A Budget (above) and the detailed budget, use a separate sheet of paper to describe each of the budget expenses in detail. See section G. Other Information: Guidelines for Budget Submissions below for further information. We encourage applicants use the budget template available on our website sidebar.

Please note: One of the criteria for evaluating proposals is cost-effectiveness. The budget should demonstrate efficient use of funds appropriate to achieve project goals. Overhead and administrative components of the budget, including salaries and honoraria, should be kept as low as possible. All estimated expenses should be consistent with project plans and activities.

6. Attachments: Please include:

• One-page CV or resume of key personnel who are proposed for the project.
• Letters of support from project partners, if any, 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.
• If your organization has a SAM registration, your active SAM registration should be included as a screenshot in PDF file.
• Official permission letters, if required for project activities with program partners, for instance.

We encourage applicants use the checklist available on our webpage sidebar to ensure the application contains the elements recommended for it to be as competitive as possible.

The U.S. Embassy reserves the right to request additional programmatic and/or financial information regarding the proposal.

III. Submission Dates and Times

Applications may be submitted for consideration at any time on or before 6:00 pm Moscow time/11:00 am EST, March 21, 2023. No applications will be accepted after that date. It is strongly recommended that applicants submit applications and supporting documentation to GrantsRussia@state.gov well before this date to ensure receipt prior to the deadline.

Due to the volume of applicants and inquiries, the PDS does not accept letters of intent, concept papers, requests for meetings or phone calls prior to application.

It is the responsibility of the applicant to ensure that the application package has been submitted in its entirety. Incomplete applications (missing three mandatory forms) will be considered ineligible. Applicants are urged to begin the application process well before the submission deadline. No exceptions will be made for organizations that have not completed the necessary steps.

IV. Funding Restrictions
Award funds cannot be used for construction projects, vehicle purchases, real estate purchases, or other similar purposes.

V. Other Submission Requirements
All application materials must be submitted by email to GrantsRussia@state.gov. Please DO NOT submit applications via www.grants.gov.

1. Acknowledgment of receipt.
Applicants will receive the acknowledgment of the receipt of their application.

2. Review and Selection Process.
All eligible applications will be reviewed by a grants committee composed of U.S. Embassy staff members. The committee will make recommendations on funding; however, final decisions are based on the availability of funds and may not be announced until the end of September 2023.

Each application will be evaluated and rated on the basis of the evaluation criteria outlined below:

• 10% Organizational capacity and record on previous grants: The organization has expertise in its stated field and PDS is confident of its ability to undertake the project. This includes a financial management system and a bank account.
• 20% Goals and objectives & relevance to U.S. Embassy priorities: Goals and objectives are clearly stated and project approach is likely to provide maximum impact in achieving the proposed results. Applicant has clearly described how stated goals are related to and support U.S. Embassy Moscow’s priority areas or target audiences.
• 30% Planning and feasibility of the program idea: The program idea is well developed, with detail about how project activities will be carried out. The proposal includes a reasonable implementation timeline and a description of main beneficiaries.
• 20% Budget: The budget and narrative justification are sufficiently detailed, and costs are allowable. 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.
• 20% Project Impact, Monitoring and Evaluation plan & sustainability: The applicant has expected results and measurable outcomes/outputs and demonstrates the ability to measure program success against key indicators. The applicant provides milestones to indicate progress toward goals outlined in the proposal. The project includes output and outcome indicators and shows how and when those will be measured. Project activities will continue to have positive impact after the end of the project.

3. Follow up notification.
All applicants will be notified no later than September 30, 2023.

1. Federal Award Notices
The Grant, Fixed Amount Award or Cooperative Agreement will be written, signed, awarded, and administered by the U.S. Embassy 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 project 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 U.S. 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 U.S. 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.

Organizations and individuals whose applications will not be funded will also be notified via email. Notifications may not be made until September 30, 2023.

Payment Method: Payments will be made by electronic transfer in at least two installments, as needed to carry out the project activities. Grantees must have the ability to receive funds at a financial institution not on the U.S. Treasury’s OFAC sanction list: https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-list-search-tool

2. Administrative and National Policy Requirements
Before applying, 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.

Terms and Conditions for the administration of grant agreements include the following:
Office of Management and Budget’s Circular 2 CFR Parts 200 and 600, entitled the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Effective December 26, 2014, replacing the previous circulars).

For a copy of the OMB circular cited, please contact the U.S. Government Publishing Office or download from the www.ecfr.gov website. Please reference the following websites for additional information: https://www.statebuy.state.gov/fa/pages/home.aspx

3. 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. Program and financial reports are due 30 days after the reporting period ends. Final certified programmatic and financial reports are due 120 days after the close of the project period.

All reports will be submitted electronically to GrantsRussia@state.gov.
In addition, successful applicants are expected to apprise the Grants Officer or Grants Officer Representative on progress throughout the project period. This includes keeping the Grants Officer and/or Grants Officer Representative apprised of any problems or issues that might make it difficult for the grantee to comply with the terms of the award within the project period.

If you have any questions about the grant application process or the proposal requirements, please email GrantsRussia@state.gov. Note: U.S. Embassy Moscow does not provide any pre-consultation for application-related questions that are addressed in the NOFO. Once an application has been submitted, State Department 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.

Please consult the informative PowerPoint on our website sidebar regarding the preparation of the application and key requirements.

1. Guidelines for Budget Justification

• Personnel, including fringe benefits: Describe the wages, salaries, and benefits of temporary or permanent staff who will be working directly for the applicant on the project, and the percentage of their time that will be spent on the project.
• Travel: Estimate the costs of transportation, hotels, visa fees, vaccination costs and per diem for this project. If the project involves international travel, include a brief statement of justification for that travel. International air transportation must be performed by U.S. airlines and airlines that are part of the “open skies” agreements: https://www.gsa.gov/policy-regulations/policy/travel-management-policy/fly-america-act. Please note that the U.S. Department of State’s travel warning against travel to Russia remains in place. Awards made under this NOFO CANNOT be used to fund ANY travel to the Russian Federation. This applies to both to grantee staff and to participants holding a U.S. or any other passport. Proposals including travel to the Russian Federation will be deemed less competitive. Travel for Russian citizens and residents inside the Russian Federation is an allowable expense.
• Equipment: Describe any machinery, furniture, or other personal property that is required for the project, which has a useful life of more than one year (or a life longer than the duration of the project), 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 project. 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 project activities.
• Other direct costs: Describe other costs directly associated with the project, 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 project 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. If your organization does not have a NICRA, the applicant may elect to charge a de minimis rate of up to 10% of the Modified Total Direct Costs (MTDC).

Modified Total Direct Cost (MTDC) means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $24,000 of each sub-award (regardless of the period of performance of the sub-awards under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs (e.g. travel costs for participants) and the portion of each sub-award in excess of $24,000.

Cost Share: While not required, if the budget includes cost-sharing, please provide explanatory notes. Cost share refers to contributions from the organization or other entities other than the U.S. Embassy. It may also include in-kind contributions such as volunteers’ time and donated venues. Cost sharing does not apply to Fixed Amount Awards, and is not required for approval of an award. Please note that cost share must be tracked and reported in accordance with requirements relevant for Federal Award funds (CFR 200.306).

Budget restrictions include:

• Alcoholic beverages
• Costs of entertainment, including amusement, diversion, and social activities and any associated costs are unallowable, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized either in the approved budget for the Federal award or with prior written approval.
• Expenses incurred before or after the specified dates of the award period of performance (unless prior written approval is received)

 

Currency exchange: Please note that it is not allowed to establish a fixed exchange rate in the award. Currency must be converted on the date of payment to the recipient, so an award with multiple payments could have multiple exchange rates.

2. Branding requirements. Copyrights and Proprietary Information

As a condition of receipt of a grant award, all materials produced pursuant to the award, including training materials, materials for recipients or materials to communicate or promote with foreign audiences a program, event, project, or some other activity under an agreement, including but not limited to invitations to events, press materials, and backdrops, podium signs, etc. must be marked appropriately with the standard, rectangular U.S. flag in a size and prominence equal to (or greater than) any other logo or identity. Note: Exceptions to the branding requirement are allowable under certain conditions. If an applicant is notified that their award has been chosen for funding, the Grants Officer will determine, in consultation with the applicant, if an exception is applicable.

If any of the information contained in your application is proprietary, please note in the footer of the appropriate pages that the information is Confidential – Proprietary. Applicants should also note what parts of the application, program, concept, etc. are covered by copyright(s), trademark(s), or any other intellectual property rights and provide copies of the relevant documentation to support these copyrights.

Specifically, unless otherwise specified, the recipient may copyright any work that is subject to copyright and was developed or acquired under a Federal award. However, the Department of State reserves a royalty-free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use the work for Federal purposes, and to authorize other entities, including other non-Federal entities, to do so. In addition, the Federal Government has the right to obtain, reproduce, publish, or otherwise use data produced under a Federal award.

3. 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 must obtain the following registrations. All are free of charge. Individuals are not required to obtain these registrations.

• SAM.gov registration
• Unique entity identifier (UEI) from SAM.gov

Please proceed the registration in SAM.gov by logging into: https://www.sam.gov. You will be given an UEI during the SAM registration as a permanent identifier of your organization. Please note that SAM registration must be renewed annually.

Q: Who can apply?
A: Russian and American individuals, non-profit organizations, schools, and universities who are able to develop and implement programs may apply for funding. Funding is open to both Americans and Russians. Russian government institutions are NOT eligible to apply. Programs must further mutual understanding between our two countries. We do not fund research projects.

Q: I’ve heard the U.S. Embassy in Moscow has suspended routine visa services. Can my proposal include travel of Russian citizens to the United States? How will they obtain U.S. visas? Conversely, can my proposal include U.S. citizen travel to Russia?
A: Russian citizens may apply for U.S. visas at any U.S. Embassy or Consulate outside of Russian where they are able to obtain an appointment. The U.S. Embassy recommends factoring in significantly higher travel costs due to COVID-19 vaccine mandates and third country visa issuance. Please note that the U.S. Department of State’s travel warning against travel to Russia remains in place. Awards made under this NOFO CANNOT be used to fund ANY U.S. citizens travel to the Russian Federation.

Q: Where can I find information about Russia-related U.S. sanctions?
A: Please visit the Department of Treasury’s Office of Foreign Assets Control (OFAC) website for more information: https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/russia-related-sanctions

Q: I’m an individual. Can I use the grant to pay salaries for others?
A: No, the U.S. Embassy issues different types of awards. An award for an individual can only be used for the individual. If you are an individual who is applying as part of a group and aren’t connected to an organization, each individual will receive a separate award.

Q: Can I apply for a smaller grant (less than $25,000) under the APS FY2023?
A: No, please contact the U.S. Embassy via mailbox USEmbRuCulture@state.gov or AlumniRussia@state.gov.

Q: What types of grant awards are there?
A: The U.S. Embassy awards individual awards and awards to organizations. The U.S. Embassy also awards cooperative agreements, in which the U.S. Embassy has substantial involvement in the project, or fixed amount awards.

Q: When should I apply?
A: You should apply as soon as you have a completed application. Applications are due at 6:00 pm Moscow time/11:00 am EST on March 21, 2023. Late submissions will not be considered. We strongly encourage you to submit your application well before the deadline in case you encounter any technical difficulties.

Q: How long does it take to receive funding?
A: Usually, organizations and individuals receive funding in their bank account within three weeks of the conclusion of an award (when the organization or individual receives a signed award agreement from the U.S. Embassy Grants Officer and returns it with countersignature) and a request for funding; however, sometimes it can take 6-8 weeks for funding to arrive, for a variety of reasons. Sometimes, we may approve a grant proposal but come back to the grantee with questions about certain aspects of the program. In that case, it will take additional time to resolve the issues. American and Russian holidays can delay the process as well.

Q: What is the deadline to apply?
A: You may apply any time before 6:00 p.m. Moscow time/11:00 a.m. EST on March 21, 2023. Successful applications will be notified by September 30, 2023. Unsuccessful applicants may not be notified until October 2023. Unforeseen delays may occur and it may take longer to receive a response.

Q: What if my program takes place in late summer or fall 2023?
A: You may wish to address the feasibility of shifting your program to a later date in your proposal. Please note the processing timelines mentioned above for both proposal review and payment.

Q: If my program takes place in November or December of 2023, may I still apply?
A: Yes, if planning and preparation for your program will begin by September 30, 2023, your program is eligible for consideration.

Q: I have already started spending money on my project but have not yet received a grant from the U.S. Embassy. Can I be reimbursed for these costs?
A: No, grant awards can only cover costs that are incurred after the grant is signed. The costs must be listed on the budget that is signed by both you and the U.S. Embassy. We will not approve a budget item if you have already purchased that item for the project. Specific pre-award costs may be approved at the discretion of the Grants Officer.

Q: I want to bring an American expert to Russia. Can I still apply for funding?
A: Please note that the U.S. Department of State’s travel warning against travel to Russia remains in place. Awards made under this NOFO CANNOT be used to fund ANY U.S. citizens travel to travel to the Russian Federation. This applies to both to grantee staff and to participants holding a U.S. or any other passport. Proposals including travel to the Russian Federation will be deemed less competitive.
We have alternative funding mechanisms to support virtual visits of American experts to Russia. Please reach out to USEmbRuCulture@state.gov with requests for more information.

Q: How does funding work?
A: Once a grant is signed by the U.S. Embassy Grants Officer, it means that the U.S. Embassy guarantees payment of the amount listed on the grant award pending completion of the project and proper reporting. Once you sign the grant, you have formally agreed to undertake the project and may begin work on the project and incur costs listed on the approved budget. Funds will be transferred upon the request of the organization or individual. They are not transferred automatically. Most organizations are expected to have funds on hand in their own accounts to begin working on the project before the first funds transfer is complete. Once you have started the project, you may then request the funds for the listed budget items, up to 80% of the total cost of the project. Once the project is complete and reports have been sent and approved, you may request for us to transfer the final 20%.

Q: Are organizations outside of the Russian Federation and the United States eligible to submit proposals?
A: Eligibility is limited to U.S. and Russian entities and individuals qualified to receive U.S. grants and able to develop and implement programs in the Russian Federation. Organizations outside of the U.S. and Russia who wish to submit a proposal are encouraged to partner with a U.S. or Russian organization as the primary applicant and award recipient, with the organization outside of the U.S. or Russia as a subgrantee.

Q: Can a single organization submit more than one application for funding under APS 2023?
A: A single organization can submit multiple applications to be considered for funding through Public Diplomacy Grants Program. However, any application should be distinct, the applicant should avoid the risks of duplication and/or double financing of similar activities.