Democracy Small Grants Program General Competition
The U.S. Embassy invites Ukrainian non-profit and non-governmental organizations to submit project proposals to the Democracy Small Grants Program. This program supports projects that foster the development and education of civil society in Ukraine. It is a focused yet flexible mechanism that provides seed money for unique and sustainable projects, particularly projects that help develop the capacity of non-governmental organizations in Ukraine. The selection of the projects is based on the applicants’ ability to demonstrate concrete achievements that can show impact in a given field or in a specific community. More than 1,000 projects from Ukrainian NGOs have received funding through the Democracy Grants Program since July 1996. There is no fixed application deadline; rather applications are accepted on an on-going basis.
Major Program Requirements
- Grants can only be given to Ukrainian NGOs (non-profit and non-governmental organizations) registered in accordance with Ukrainian law. NGOs include, but are not limited to, civic organizations or associations, charitable foundations, and think tanks.
- NGOs and their members cannot represent or be affiliated with any political party, or with appointed or elected officials.
- Although the maximum funding available for a single grant is $50,000 U.S. dollars (USD), we anticipate most awards will be in the range of $10,000 – $24,000 USD.
- U.S. or other third-country organizations and individuals are not eligible to apply for grants.
- General competition applications must be submitted both in English and in Ukrainian.
- In addition to this general competition, the U.S. Embassy will, from time to time, hold special regional or thematic competitions, which may have different rules regarding project eligibility. Please check the U.S. Embassy website and social media sites for announcements.
- Project dates cannot exceed one year.
General Competition Project Themes
Project proposals must clearly promote one or more of the following themes:
- Civil society development
- Rule of law and legal reform
- Transparency in government
- Public education and advocacy
- Conflict resolution and encouraging peaceful solutions to conflict
- Human rights, including those for minorities, LGBTI, people with disabilities and women
- Civic education
- Electoral system support
- Anti-trafficking (CTIP)
How to Apply
To apply, please download, complete and send the application forms (in Ukrainian & English), copies of the registration documents of your organization, resumes of lead project implementers (with contact information and cellphone numbers), Form SF424 (in English and Ukrainian), and Form SF-424B.
IMPORTANT: Applications without ‘SUBMITTED” SAM registration will not be considered.
You are requested to submit the proposal with supporting documents only by e-mail to: KyivDemGrants@state.gov. Organizations may submit several project proposals, but only one can be funded. For allowable expenses, please refer to the section “Allowable Expenses” below.
If you have not received a confirmation of receipt of your application within 5 working days, please call the Grants Office of the US Embassy on 521-5625 or 521-5565 to inquire about the status of your application.
D-U-N-S number is a unique nine-digit identification number has been assigned to over 100 million businesses worldwide. This number remains with the company location to which it has been assigned even if it closes or goes out-of-business. DUNS number is requested for funding by over 50 international commercial and nonprofit institutions, including the UN, Federal Government, and European Commission. If your organization has already received funding from the State Department and possesses DUNS number, but you did not activate it for the last 6 months, please make sure it is still active. As soon as you receive DUNS number or activate the old one, please start the registration in SAM system right away.
There are two ways to obtain DUNS number:
1. Receive DUNS with the help of “Avesta–Ukraine” (official representative of Dun & Bradstreet in Ukraine.
2. Register on-line https://fedgov.dnb.com/webform
Be aware that DUNS number is issued for free!
SAM Registration Requirements
ADDITIONAL REQUIREMENTS FOR ORGANIZATIONS APPLYING FOR FEDERAL ASSISTANCE
All organizations applying to receive Federal assistance must have a Dun & Bradstreet Number (DUNS) before the application is submitted, a CCR (NCAGE) number, and a letter identifying the authorized Entity Administrator, and an active account with the System for Award Management (SAM.gov) before an award can be made.
Please note that process of registration on the SAM.gov portal can take substantial amount of time, so we recommend starting the process as early as possible.
Dun &Bradstreet DUNS – A DUNS number may be acquired at no cost by calling the dedicated toll-free DUNS number request line at 1-866-705-5711 or requesting on-line at www.dnb.com.
The DUNS number is a nine-digit number established and assigned by Dun and Bradstreet, Inc. (D&B) to uniquely identify business entities. All organizations applying for U.S. government grant funds must have a DUNS number. To obtain a DUNS number, please follow the steps below:
- Go to http://fedgov.dnb.com/webform/pages/CCRSearch.jsp.
- Select the country where your organization is physically located. Complete and submit the form. Organizations will need to provide basic information, including physical and mailing addresses, name and title of the chief executive, primary Standard Industrial Code (SIC), and annual revenue. Typically, organizations can complete this process in one day and have a DUNS number emailed to them. For technical difficulties in obtaining this number, please contact D&B at: email@example.com.
System for Award Management (SAM) – SAM is a U.S.-government wide registry of vendors doing business with the U.S. federal government and requires annual renewal. The system centralizes information about grant applicants/recipients, and provides a central location for grant applicants/recipients to change organizational information. More information about SAM.gov and useful guides for setting-up a new account, updating an existing account, or renewing an expired account can be found at: https://www.statebuy.state.gov/fa/Pages/SAMInfo.aspx
Foreign-based applicants are strongly encouraged to review these guides when creating an account with SAM.gov. Further, applicants must maintain an active account, with current information, while its application is under consideration for funding. To keep an active SAM.gov account, applicants must renew it at least once each year. If an account expires, the organization cannot submit a grant application until it is renewed.
When you register a new entity in the System for Award Management (SAM) at www.sam.gov , a letter stating you are the authorized Entity Administrator is required. It does not need to be notarized. It can be scanned and submitted to the Federal Service Desk. Submit a copy to the Federal Service Desk by creating a service ticket at https://www.fsd.gov and attaching the scanned letter. Your registration can be conditionally activated for 45 days if you have an approved, scanned copy of the letter on file.
Once approved, the registration will be conditionally activated based on the scanned copy. The entity must then mail the original, signed letter to the Federal Service Desk. If the letter is not received within 45 days, the registration will expire.
- This letter needs to:
- Be on your company/organization letterhead
- Be signed by your company President, CEO, or other authorized signature authority
- Contain your company/organization DUNS Number
- Contain your company/organization Legal Business Name (as associated with the DUNS Number)
- Contain your company/organization physical address (as associated with the DUNS Number)
- Contain the new Entity Administrator’s name, phone number, address, and email address
- Contain the following statement above the signature block of your letter with the appropriate information inserted where noted:
“The purpose of this letter is to designate [insert name of Entity Administrator] as Entity Administrator for [insert Legal Business Name]. I, [insert Name and Title of signatory], hereby confirm that [insert name of Entity Administrator] is an authorized officer, agent, or representative of [insert entity Legal Business Name, or, for individuals representing themselves, say him/herself]. This letter will authorize [insert name of Entity Administrator] to have access to the System for Award Management (SAM). SAM is a computer system managed by the U.S. Government, and it is only accessible by individuals who are either authorized to represent a particular entity, or by individuals representing themselves. Accessing or using SAM, or information contained therein, for any unauthorized or illegal purposes, may have civil and criminal penalties, and may negatively impact the status of the SAM registration maintained on this entity. I, the below-signed, attest to the accuracy of all information contained in this letter.”
- There is no cost to register in SAM — it is free. However, if you choose to have a third-party company administer your SAM registration, with or without an associated fee, include the following statement in your letter:
“For the purpose of registering with the United States Government through the online System for Award Management (SAM), I do hereby authorize [insert name, phone number, address, and email address of the Third-Party Agent] to act on behalf of [insert entity Legal Business Name, DUNS Number, physical address, authorizing party’s email address, and phone number].This authorization permits [insert name, phone number, address, and email address of the Third-Party Agent] to conduct all normal, common business functions within SAM while binding the signatory to all actions conducted and representations made as a result of authorization granted herein.
- If you will not have a third-party company managing your SAM registration, include the following statement in your letter:
“For the purpose of registering with the United States Government through the online System for Award Management (SAM), I do not authorize any third party to act on behalf of [insert entity Legal Business Name].”
- Letters omitting either the third-party authorization referenced in Step 2 or the statement referenced in Step 3 will be considered unacceptable.
- The new Entity Administrator must have an individual SAM User Account created with the e-mail address provided in the letter.
- You must mail the original letter to:
FEDERAL SERVICE DESK
ATTN: SAM.GOV REGISTRATION PROCESSING
100 CAPITOL COMMERCE BLVD STE 309
MONTGOMERY, AL 36117-4260
To create a new account, please follow the steps below:
- Go to http://www.sam.gov
- Select Create User Account, and then select Create an Account on the left-hand side of the screen under Individual Account Details. Organizations must have DUNS number and a CAGE number (US Domestic Organizations) or a NCAGE number Foreign Organizations), to create an account.
- Complete and submit the online form. If the applying organization already has the necessary information on hand (see the SAM User Guide), the online form takes approximately one hour to complete, depending upon the size and complexity of the applying entity. Because of the different steps in the process, it can take anywhere from three to fourteen days to complete the process of creating an account with the system. For help with SAM.gov, please visit their support page at: https://www.fsd.gov or contact them at: (+1) 334-206-7828.
Regarding all the challenges related to receiving NCAGE code please contact the following people:
Roman BABENCHUK & Olha CHYKHACHOVA
Tel.: +380 44 4547470
Fax: +380 44 4547470
Staff of the Democracy Small Grants Program is not able to influence SAM registration. All the questions and technical requests should be addressed directly to the admins of the system https://www.fsd.gov/fsd-gov/home.do
For further details on SAM registration, please check a Quick Guide on SAM Registration (PDF 266 KB).
Resources relevant to users registering an entity located outside the U.S. and its outlying areas in SAM.
- Quick Start Guide for International Registrations (PDF 90 KB)
- Video on How to Obtain a NATO Commercial and Government Entity (NCAGE) Code (Youtube)
- CAGE Code Search – The Defense Logistics Agency (DLA) Commercial and Government Entity (CAGE) portal to search for domestic and foreign entity CAGE Code information.
- DUNS Number Request – The web form where Dun & Bradstreet (D&B) provides a DUNS Number, a unique nine-digit identification number, for each physical location of your business. DUNS Number assignment and maintenance is free for all entities required to register with the U.S. government for contracts or grants.
- NCAGE Code Request – The online portal for international entities to request a new NATO CAGE (NCAGE) Code or submit updates to an existing NCAGE Code record.
Although the maximum funding available for a single grant is $50,000 U.S. dollars (USD), we anticipate most awards will be in the range of $10,000 – $24,000 USD. The program covers costs directly related to the project activities and encourages organizations to provide in-kind contributions and/or other donors’ funding to the projects.
Activities that may not be funded:
- Social welfare projects, including direct social services and consultations
- Organizational start-up costs
- Office rent and utilities
- Ongoing operating costs or capital improvements
- Buying furniture and office decorations
- Buying vehicles
- Setting up a center unless part of a broader project
- Projects that contain the appearance of partisanship/support to electoral campaigns
- Academic or analytical research (if not part of a larger project)
- Books writing and publishing
- International travel
- Covering costs of international participants/guest speakers
- Citizen exchange programs with foreign countries
- One-of-a kind events such as conferences and round tables (if not part of a larger project)
- Medical and psychological research and clinical studies
- Provision of health care services
- Projects of a commercial nature
- Cultural presentations, cultural research, cultural clubs, and festivals etc.
- Language training courses, summer camps, language schools
- Entertainment costs (receptions, social activities, ceremonies, alcoholic beverages, cocktail parties, guided tours).