U.S. Embassy Gaborone PAS Annual Program Statement 2022 *Closed*

Funding Opportunity Title: U.S. Embassy Gaborone PAS Annual Program Statement
Funding Opportunity Number: PAS- AF-22-GR-001- AF 01/22/2022
Deadline for Applications: August 30,2022
CFDA Number: 19.040 – Public Diplomacy Programs
Total Amount Available: $50,000 for traditional proposals and up to $250,000 for university partnership proposals.
Maximum for Each Award: $25,000, with the exception of university partnership proposals.


U.S. Embassy Gaborone’s Public Affairs Section (PAS) is pleased to announce that funding is available through its Public Diplomacy Small Grants Program. This is an Annual Program Statement, outlining our funding priorities, strategic themes, and procedures for submitting requests for funding.  Please carefully follow the instructions below.

Purpose of Small Grants: PAS Gaborone invites proposals for programs that strengthen ties between the United States and Botswana, build up the knowledge-based economy, promote renewable energy, promote climate change adaptation and mitigation, empower women in public leadership, enhance security, reinforce conservation roles, motivate the development of civil society, encourage diversity and inclusion of minority groups, and facilitate cultural and exchange programming that promotes shared values and bilateral cooperation. All programs must include an American element, or connection with American experts, organizations, or institutions in a specific field that will promote increased understanding of U.S. policy and perspectives.

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

  • Academic and professional lectures, seminars and speaker programs.
  • Renewable energy, climate change adaptation or mitigation projects designed to raise awareness, educate, develop curriculum, train, and benefit local communities.
  • Natural resource management workshops for local community-based organizations.
  • Anti-pollution and waste management awareness workshops for communities and city management officials.
  • Human-wildlife conflict awareness and mitigation workshops for rural communities.
  • Cultural heritage conservation and preservation programs.
  • Professional and academic exchanges and programs.
  • University partnerships.

Priority Program Areas:

All submitted proposals must address at least one of the four U.S. foreign policy objectives below.

  1. Supporting diversified and sustainable development in Botswana to benefit all sectors of society, including civil society – Projects (1) promote Botswana’s transition to a knowledge-based economy by supporting schools and universities in improving their capacity to meet the objectives of Botswana’s economic growth policies and produce internationally competitive graduates and partners; (2) encourage the development of the press corps and/or civil society; (3) support economic empowerment and the inclusion of minority indigenous groups in political arenas.
  2. Promoting the use of sustainable clean energy resources in order to diversify the economy, develop the region at the local level, and call for greater climate change action – Projects (1) support educational institutions in developing curriculum or training Batswana students in climate change adaptation and mitigation skillsets – including renewable energy skills  to meet the renewable energy policy goals of the Government of Botswana; (2) educate the Batswana public on the impact of climate change and the economic opportunities for Botswana through clean energy; (3) improve local communities through clean energy and climate friendly development.
  3. Advancing innovative and sustainable actions supporting climate change adaptation and mitigation measures, sustainable natural resource and biodiversity management, and conservation efforts through equitable, inclusive, and responsible practices. – Projects (1) increase public awareness about the impact of climate change and the link to key issues including food security, drought, economic growth, and biodiversity; (2) increase capacity of local NGOs and community based organizations to effectively advocate for increased local community input in environment, natural resource management, and conservation policy and practice; (3) encourage human-wildlife coexistence to curb human-wildlife conflict and facilitate natural resource management, climate change adaptation, and contain wildlife crime.
  4. Empowering Women and Girls to Lead– Projects (1) enhance or support empowerment of women and girls through public service, and political and leadership roles leading up to the Botswana 2024 elections; (2) prepare/train women for non-traditional careers in science, environmental conservation, natural resource management, and technology that support Botswana’s economic, conservation, climate change and energy policy goals and are in support of transitioning to a knowledge-based economy.

Participants and Audiences:

  • The award is open only to registered not-for-profit groups, associations, non-governmental organizations, community-based organizations, and individuals. The groups must be well established, operating for at least one year, and have a history of accomplishments.
  • We are unable to fund or sponsor government schools, prizes for school competitions, private or for-profit businesses, company start-up costs, direct employee compensation or one-time events.
  • Recipients can demonstrate their commitment by either contributing to the project financially or providing labor or supplies to carry out the project. Cost-sharing is not required but highly encouraged.
  • Proposals involving U.S. government alumni will receive preference during the review process.

Authorizing legislation, type, and year of funding:

Funding authority rests with the Smith-Mundt and Fulbright Hays.  The source of funding is FY2022 Public Diplomacy Funding.



Length of performance period: 6 months to 18 months
Number of awards anticipated: awards (dependent on final approved amounts)
Award amounts: Awards may range from a minimum of $500 to a maximum of $25,000, with the exception of university partnership-related proposals which may range from $100,000 to $250,000.
Total available funding: $50,000 and up to $250,000 for university partnership proposals.
Type of Funding:  Fiscal Year 2022 Public Diplomacy Funding
Anticipated program start date: this notice is subject to the availability of funding.

Funding Instrument Type:  Grant, Fixed Amount Award, or Cooperative Agreement. Cooperative agreements are different from grants in that PAS staff are more actively involved in the grant implementation.  Note: Public Affairs staff will be actively involved by choosing participants for cultural envoy and media related programs.

Program Performance Period: Proposed programs should be completed in 18 months or less.

PAS 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

The Public Affairs Section encourages applications from the following:

  • Registered not-for-profit organizations, including think tanks and civil society/non-governmental organizations with programming experience
  • Individuals
  • Non-profit educational 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. If more than one proposal is submitted from an organization, all proposals from that institution will be considered ineligible for funding.


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
  • All documents are formatted to 8 ½ x 11 paper, and
  • All Microsoft Word documents are single-spaced, 12-point Times New Roman font, with a minimum of 1-inch margins

The following documents are required:

  1. Mandatory application forms
    • SF-424 (Application for Federal Assistance – organizations)or SF-424-I (Application for Federal Assistance –individuals)
    • SF424A(Budget Information for Non-Construction programs)
    • SF424B(Assurances for Non-Construction programs
  1. Summary Coversheet: Cover sheet stating the applicant’s name and organization, proposal date, program title, program period proposed start and end date, and brief purpose of the program.
  2. Proposal (6 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, 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 XXX 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 work 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 timeframe 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 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.
  2. 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
    • Official permission letters, if required for program activities

Required Registrations:

Step 1:

Any entity (contractor, corporation, partnership, or organization or individual) wishing to do business with the Federal Government under a Federal Acquisition Regulation (FAR) based contract, or anyone applying for federal grants, cooperative agreements, or other forms of federal financial assistance through grants.gov, mut be registered in SAM.gov. https://www.sam.gov.  SAM registration must be renewed annually.

2. Submission Dates and Times

The Public Affairs Section will accept proposals throughout the year and will review proposals according to the following schedule:

  • Proposals received between March 1 and June 30 will be reviewed by July 29, 2022, with responses going out by August 12, 2022
  • Proposals received between July 1 and August 30 will be reviewed by September 5, 2022, with responses going out by September 9, 2022

3. Funding Restrictions

The following types of programs are not eligible for funding:

  • Programs relating to partisan political activity.
  • Charitable or development activities.
  • Construction programs.
  • Programs that support specific religious activities.
  • Fundraising campaigns.
  • Lobbying for specific legislation or programs.
  • Scientific research.
  • Programs intended primarily for the growth or institutional development of the organization.
  • Programs that duplicate existing programs.
  • Purchase of vehicles

4. Other Submission Requirements

All application materials must be submitted by email to PASGaborone@state.gov. Please address your email subject line as follows: APS Grant Proposal – [insert project title here]. This will help us to better track your submission in our general Public Affairs inbox.


1. Criteria

Each application will be evaluated and rated on the basis of 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.

Organizational capacity and record on previous grants: The organization has expertise in its stated field and PAS is confident of its ability to undertake the program.  This includes a financial management system and a bank account.

Quality and Feasibility of the Program Idea – The program idea is well developed, with detail about how program activities will be carried out. The proposal includes a reasonable implementation timeline.

Goals and objectives: Goals and objectives are clearly stated and program approach is likely to provide maximum impact in achieving the proposed results.

Embassy priorities: Applicant has clearly described how stated goals are related to and support U.S. Embassy Gaborone’s priority areas or target audiences.

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.

Monitoring and evaluation plan: Applicant demonstrates it is able to measure program success against key indicators and provide 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: Program activities will continue to have positive impact after the end of the program.

2. Review and Selection Process

A Grants Review Committee will evaluate all eligible applications.


For any Federal award under a notice of funding opportunity, if the Federal awarding agency anticipates that the total Federal share will be greater than the simplified acquisition threshold on any Federal award under a notice of funding opportunity may include, over the period of performance (see §200.88 Simplified Acquisition Threshold), this section must also inform applicants:

i. That the Federal awarding agency, prior to making a federal award with a total amount of Federal share greater than the simplified acquisition threshold, is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM (currently FAPIIS) (see 41 U.S.C. 2313);

ii. That an applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that a federal awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM;

iii. That the Federal awarding agency will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, in making a judgment about the applicant’s integrity, business ethics, and record of performance under Federal awards when completing the review of risk posed by applicants as described in §200.205 Federal awarding agency review of risk posed by applicants.


1. Federal Award Notices

The grant award or cooperative agreement will be written, signed, awarded, and administered by the Grants Officer. The assistance award agreement is the authorizing document, and it will be provided to the recipient for review and signature by email. The recipient may only start incurring program expenses beginning on the start date shown on the grant award document signed by the Grants Officer.

If a proposal is selected for funding, the Department of State has no obligation to provide any additional future funding. Renewal of an award to increase funding or extend the period of performance is at the discretion of the Department of State.

Issuance of this NOFO does not constitute an award commitment on the part of the U.S. government, nor does it commit the U.S. government to pay for costs incurred in the preparation and submission of proposals. Further, the U.S. government reserves the right to reject any or all proposals received.

Payment Method: 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 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.  These include:

2 CFR 200, 2 CFR 600, Certifications and Assurances, and the Department of State Standard Terms and Conditions, all of which are available at:  https://www.state.gov/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:  PASGaborone@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, 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.


Guidelines for Budget Justification

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