U.S. Embassy and Consulate in Ecuador. Annual Program Statement 2021

Feb 7, 2021

U.S. Embassy and Consulate in Ecuador, Public Affairs Section (PAS) 

Annual Program Statement  

Funding Opportunity Title:  U.S. Embassy and Consulate in Ecuador – PAS Annual 

Program Statement 

Funding Opportunity Number:  PAS–SEC-FY21-01 

CFDA Number:  19.040 – Public Diplomacy Programs 

Deadline for Applications: June 30, 2021  

Minimum for Each Award: $10,000  

Maximum for Each Award:  $50,000  

This notice is subject to the availability of funds and open on a rolling basis until the deadline above. 

The Public Affairs Sections of the S. Embassy in Quito and U.S. Consulate in Guayaquil, under the auspices of the U.S. Department of State, are pleased to announce available funding through the Public Diplomacy Grants Program. This is an Annual Program Statement, outlining funding priorities, strategic themes of importance, and the procedures for submitting requests for funding.  Please carefully follow all instructions below. 

Purpose of Grants: The Public Affairs Sections in Quito and Guayaquil invite proposals for programs that strengthen ties between the United States and Ecuador through cultural and exchange programming that highlights shared values and promotes bilateral cooperation. All programs must include an American cultural element, or connection with U.S. expert/s, organization/s, or institution/s in a specific field that will promote increased understanding of U.S. policy and perspectives. 

Examples of PAS Grants Program programs include, but are not limited to:  

  • Academic and professional lectures, seminars, and speaker programs 
  • Artistic and cultural workshops, joint performances, and exhibitions 
  • English programs 
  • Professional and academic exchanges and programs 
  • Programs that develop expertise and networks dedicated to the priority program areas outlined below; and 
  • Programs that increase commercial and public outreach to highlight the positive aspects of equitable trade and entrepreneurship

Priority Program Areas: 

The U.S. Mission in Ecuador is particularly interested in public diplomacy exchanges, media, outreach, audiovisual production, and speaker programs that: 

  • Expand security partnerships to address regional security and global challenges 
  • Strengthen institutions to promote the rule of law, transparency, and accountability 
  • Promote universal freedoms and democratic principles and practices 
  • Promote mutual, inclusive, and sustainable economic prosperity 
  • Develop human capital and support increased economic opportunities for women and marginalized communities 
  • Strengthen international collaboration in regional and multilateral fora 

 Participants and Audiences: 

All proposals should clearly indicate their intended participants and audiences.   

The following types of programs are not eligible for funding:  

  • Programs that do not contain a distinct U.S. component 
  • Charitable or development activities 
  • Infrastructure/construction programs 
  • Programs related to partisan political activity 
  • Programs that support specific religious activities 
  • Venture capital 
  • For-profit endeavors 
  • Social travel/visits 
  • Individual scholarships 
  • Personal development 
  • Fund-raising campaigns 
  • Lobbying for specific legislation or programs 
  • Scientific research 
  • Programs intended primarily for the growth or institutional development of the organization; or 
  • Programs that duplicate existing programs 

Authorizing legislation, type, and year of funding: 

Funding authority rests in the Smith-Mundt Act and Fulbright Hays of the Foreign Assistance Act of 1961, as amended. The source of funding is FY2021 Public Diplomacy Funding. 


Length of performance period: up to 24 months  

Award amounts: Awards can range from a minimum of $10,000 to a maximum of $50,000 

Anticipated programs start date: To be considered for FY2021, all programs must start before September 30, 2021.  

This notice is subject to availability of funding 

Funding Instrument Type: Grant, Fixed Amount Award, Awards to individuals, or Cooperative Agreement 


1. Eligible Applicants 

The Public Affairs Section encourages applications from U.S. and Ecuadorian: 

  • Registered, not-for-profit organizations, including think tanks and civil society/non-governmental organizations with programming experience 
  • Individuals  
  • Non-profit or governmental educational institutions 
  • Governmental institutions 

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

2. Cost Sharing or Matching  

Cost sharing is not required. 

3. Other Eligibility Requirements 

Applicants are only allowed to submit one proposal per organization/individual. If more than one proposal is submitted, all proposals from that institution will be considered ineligible for funding.  

In order to be eligible to receive an award, all organizations must have a Data Universal Numbering System (DUNS) number from Dun & Bradstreet, as well as a valid registration on www.SAM.gov. Please see Section C.3 for information on how to obtain these registrations.  Individuals are not required to have a DUNS number or be registered in SAM.gov.


  1. 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 

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 
  • See suggested technical application in Word as a reference here
  • See suggested budget application in Excel as a reference here

The following documents are required

  1. Technical Application: 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.  What aspect of the relationship between the U.S. and Ecuador will be improved? The “objectives” refer to the intermediate accomplishments on the way to the goals. These should be achievable and measurable. 
  • Program Activities: Describe the program activities and how they will help achieve the objectives.  
  • Program Methods and Design: A description of how the program is expected to solve the stated problem and achieve the goal.  
  • Proposed Program Schedule:  The proposed timeline for the program activities.  Include the dates, times, and locations of planned activities and events. 
  • Key Personnel: Names, titles, roles and experience/qualifications of key personnel involved in the program. What proportion of their time will be used in support of this program?   
  • Program Partners:  List the names and type of involvement of key partner organizations and sub-awardees. 
  • Program Monitoring and Evaluation Plan: This is an important part of successful grants. Throughout the time-frame of the grant, how will the activities be monitored to ensure they are happening in a timely manner, and how will the program be evaluated to make sure it is meeting the goals of the grant? 
  • Future Funding or Sustainability Applicant’s plan for continuing the program beyond the grant period, or the availability of other resources, if applicable. 
  1. Budget Justification NarrativeGuidelines for Budget Justification in Technical Application 

Personnel:  Describe the wages, salaries, and benefits of temporary or permanent staff who will be working directly for the applicant on the program, and the percentage of their time that will be spent on the program. 

Travel:  Estimate the costs of travel and per diem for this program. If the program involves international travel, include a brief statement of justification for that travel. 

Equipment:  Describe any machinery, furniture, or other personal property that is required for the program, which has a useful life of more than one year (or a life longer than the duration of the program), and costs at least $5,000 per unit. 

Supplies:  List and describe all the items and materials, including any computer devices, that are needed for the program. If an item costs more than $5,000 per unit, then put it in the budget under Equipment. 

Contractual:  Describe goods and services that the applicant plans to acquire through a contract with a vendor.  Also describe any sub-awards to non-profit partners that will help carry out the program activities.  

Other Direct Costs:  Describe other costs directly associated with the program, which do not fit in the other categories. For example, shipping costs for materials and equipment or applicable taxes. All “Other” or “Miscellaneous” expenses must be itemized and explained. 

Indirect Costs:  These are costs that cannot be linked directly to the program activities, such as overhead costs needed to help keep the organization operating.  If your organization has a Negotiated Indirect Cost Rate (NICRA) and includes NICRA charges in the budget, attach a copy of your latest NICRA. Organizations that have never had a NICRA may request indirect costs of 10% of the modified total direct costs as defined in 2 CFR 200.68.   

“Cost Sharing” refers to contributions from the organization or other entities, other than the U.S. Embassy.  It also includes in-kind contributions such as volunteers’ time and donated venues. 

Alcoholic Beverages:  Please note that award funds cannot be used for alcoholic beverages. 

  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 

2. Unique Entity Identifier and System for Award Management (SAM.gov; for organizations only) 

Required Registrations: 

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

  • Unique Identifier Number from Dun & Bradstreet (DUNS number)  
  • NCAGE/CAGE code  
  • www.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 https://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=81407B1F03F2BDB123DD47D19158B75F. https://fedgov.dnb.com/webform  

NCAGE application:  Application page here httpss://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx  

Instructions for the NCAGE application process:  


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

For help from outside the U.S., call 1-269-961-7766  

Email NCAGE@dlis.dla.mil for any problems in receiving an NCAGE code  

Step 2:  After receiving the NCAGE Code, proceed to register in SAM by logging onto httpss://www.sam.gov.  SAM registration must be renewed annually. Please note that at the time of submitting your application, organizations must have at least started the SAM registration process. It is not required to receive the SAM registration confirmation at the proposal stage because the process can sometimes take a couple of weeks. Organizations can finish the SAM registration process upon award if necessary. However, the DUNS number and the NCAGE number are both required at the proposal stage.   

3. Submission Dates and Times 

The Public Affairs Section will accept proposals throughout June 30, 2021 or until funding is exhausted, whichever comes first. 

4. Funding Restrictions 

Award funds cannot be used for construction, vehicle purchases, property rental, etc. 

Alcoholic Beverages:  Please note that award funds cannot be used for alcoholic beverages.   

5. Other Submission Requirements 

All application materials must be submitted by email to contactocultural@state.gov  


1. Criteria 

Each application will be evaluated and rated based on the evaluation criteria outlined below. The criteria listed are closely related and are considered as a whole in judging the overall quality of an application.   

Project description, methods, and Design – The program idea is well developed, with detail about how program activities will be carried out. Goals and objectives are clearly stated and program approach is likely to provide maximum impact in achieving the proposed results. The proposal includes a reasonable implementation timeline. (25%) 

Embassy priorities – U.S. component: Applicant has clearly described how stated goals are related to and support the priorities of the U.S. Mission in Ecuador. (10%) 

Monitoring and evaluation plan: Applicant demonstrates the ability to measure program success against key indicators and provides milestones to indicate progress toward the goals outlined in the proposal. The program includes output and outcome indicators and shows how and when those will be measured. (20%) 

Sustainability: Program activities will continue to have a positive impact after the end of the program. (25%) 

Communication plan: The plan will describe what the applicant wants to accomplish with the information that will be shared, who should be given the information, when that information will be delivered, and what communication channels will be used to deliver the information. Please consider social media strategies as part of the communication plan. (10%) 

Funding information and budget: 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. (10%) 

2. Review and Selection Process 

A Grants Review Committee will evaluate all eligible applications. 


  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 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 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: Payments will be made in at least two installments, as needed to carry out the program activities.   

Organizations whose applications will not be funded will also be notified via email

2. Administrative and National Policy Requirements 

Terms and Conditions: Before submitting an application, applicants should review all the terms, 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:  httpss://www.state.gov/about-us-office-of-the-procurement-executive/. Note the U.S. flag branding and marking requirements in the Standard Terms and Conditions.   

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.   


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

Note:  We do not provide any pre-consultation for application related questions that are addressed in the NOFO. Once an application has been submitted, U.S. Department of State 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.