AFCP 2025 Grants Program

Application Guide

Submit your application to: [email protected]

1. Summary: The Cultural Heritage Center (CHC) in the Bureau of Educational and
Cultural Affairs (ECA) is pleased to announce the start of the 2025 grants cycle
for the U.S. Ambassadors Fund for Cultural Preservation (AFCP).
The application process involves two rounds. In Round 1, the U.S. Embassy
Addis Ababa will collect project ideas from eligible applicants in the form of
concept notes, due December 31, 2024. The Embassy will select proposals
clearly addressing AFCP objectives to send to CHC. In Round 2, the CHC will
invite participating embassies with promising ideas to submit full project
applications, due April 5, 2025.

Depending on the availability of funds, awards will range from $25,000 to

$500,000. The CHC expects to fund 25 to 35 projects globally.

2. Funding Areas: The AFCP Grants Program supports the preservation of

archaeological sites, historic buildings and monuments, museum collections, and
forms of traditional cultural expression, such as indigenous languages and crafts.
Appropriate project activities may include:
a) Anastylosis (reassembling a site from its original parts)
b) Conservation (addressing damage or deterioration to an object or site)
c) Consolidation (connecting or reconnecting elements of an object or site)
d) Documentation (recording in analog or digital format the condition and
salient features of an object, site, or tradition)
e) Inventory (listing of objects, sites, or traditions by location, feature, age, or
other unifying characteristic or state)

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 f) Preventive Conservation (addressing conditions that threaten or damage a
site, object, collection, or tradition)
g) Restoration (replacing missing elements to recreate the original appearance
of an object or site, usually appropriate only with fine arts, decorative arts, and
historic buildings)
h) Stabilization (reducing the physical disturbance of an object or site)

3. Funding Priorities: In FY 2025, ECA will prioritize projects that do one or more
of the following:

a) Directly support U.S. treaty or bilateral agreement obligations.

b) Directly support U.S. policies, strategies, and objectives as stated in the
National Security Strategy, Integrated Country Strategy, or other U.S.
government planning documents.
Integrated Country Strategies - United States Department of State
c) Directly support host country or community goals beyond preserving cultural
heritage.
d) Support risk reduction and resilience for cultural heritage in disaster-prone or
politically unstable and economically disadvantaged areas.
e) Support post-disaster cultural heritage recovery.
f) Complement other ECA or PD programs.

4. Eligible Project Implementers: The CHC defines eligible project implementers

as reputable and accountable non-commercial entities that demonstrate they have
the capacity to manage projects to preserve cultural heritage. Eligible
implementers may include non-governmental organizations, museums,
educational institutions, ministries of culture, or similar institutions and
organizations, including U.S.-based educational institutions and organizations
subject to Section 501(c)(3) of the tax code. The AFCP will not award grants to
individuals, commercial entities, or past award recipients that have not fulfilled
the objectives or reporting requirements of previous awards.

Potential implementing partners must be registered and active in the U.S.

government’s System for Award Management (SAM.gov) to receive U.S. federal
assistance. The registration process can take several weeks to complete, so it is
important to avoid any delay. If a project is selected for an award and the
registration is not completed, the award could be delayed until the next fiscal year,
pending the availability of funding.

5. Round 1 Concept Note Requirements (Deadline: December 31, 2024): Each

concept note submitted must include:

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 a) Project Basics: Include the implementer's name, a working title of the project,
anticipated project length (between 12-60 months), projected cost estimate
(amount requested from AFCP in U.S. dollars).

b) Project Summary Description: Provide a summary (3,000 characters

maximum) that outlines the project activities, deliverables (outputs), and intended
results (outcomes).

c) Visual or Audiovisual Documentation: Submit five (5) high-quality digital

images (JPEGs or PNGs) or audiovisual files that convey the nature and
condition of the site, collection, or tradition and show the urgency or need for the
project (e.g., collapsed walls, water damage).

6. Round 2 Full Application Requirements (Deadline: April 30,2025): The CHC

will invite embassies selected in Round 1 to submit full applications by no later
than Friday, April 30, 2025, at 11:59 p.m. EDT. The applications must fully meet
the program objectives, funding areas and priorities, and eligibility requirements.
Additionally, to be considered complete, they must include:

a) Application for Federal Assistance (SF-424): Include 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) Updated Project Description: Expand on the project summary provided in
the Round 1 concept note. Clearly describe the goals of the project. Explain the
outputs and outcomes the project will produce to achieve each goal, and the
activities that will generate these outputs and outcomes. Do this for both
primary goals (such as restoring a part of a monument) and secondary goals
(such as improving economic opportunities). Successful AFCP Round 2
applications describe a clear, logical pathway from activities to goals,
including the necessary steps in between. Unsuccessful applications state broad
goals but omit details on how they will be achieved. In addition to the
description, applicants may include a list, table, or Gantt chart of activities in
chronological order, along with major outputs and outcomes and target dates
for achieving them.
c) Key Personnel: Names, titles, roles and experience/qualifications of key
personnel involved in the project.

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d) Statement of Importance: Highlight the historical, architectural, artistic, or
cultural (non-religious) values of the cultural heritage.
e) Maintenance Plan: Outline the steps or measures that the applicant will take
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, preserve and disseminate the documentation, knowledge, or skills
gained from the project.
f) Implementer Public Outreach Plan: Describe how the implementing partner
will build awareness and engage communities and stakeholders. Awareness-
building activities typically include social media posts, ribbon-cutting events,
and news stories. Community and stakeholder engagement activities may
include community-led or community-produced workshops, exhibits, and
educational or enrichment events tailored for specific audiences, such as young
people. Successful Round 2 applications feature strong and innovative public
outreach activities.
g) Data and Information Access Plan: Outline how the implementing partner
will share, as appropriate, raw data or processed information, such as
publications, generated from the project with the public and the State
Department.
h) Detailed Project Budget: Provide a detailed project budget that lists all costs
in separate categories (Personnel, Fringe Benefits, Travel [including Per
Diem], Equipment, Supplies, Contractual, Other Direct Costs, Indirect Costs)
and indicates funds from other sources. Embassies may share the optional
AFCP budget templates available via GO Browser and GO Virtual at
https://usdos.sharepoint.com/sites/ECA-Home/Policy/CHC/AFCP (click on
AFCP Application Resources).
i) Budget Narrative: Explain how the costs were estimated (quantity x unit cost,
annual salary x percentage of time spent on project, etc.) and any large budget
line items. Embassies may share the optional AFCP budget templates available
via GO Browser and GO Virtual at https://usdos.sharepoint.com/sites/ECA-
Home/Policy/CHC/AFCP (click on AFCP Application Resources).
j) Resumes or CVs: Provide resumes or CVs of the proposed project director
and other key personnel.
k) Support Letters: If applicable, letters of support from project partners
describing the roles and responsibilities of each partner.
l) Proof of Official Permission: Official permission letters, if required for
project activities.

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m) Relevant Supporting Documentation: Provide relevant supporting
documentation, such as historic structure reports, restoration plans and studies,
conservation needs assessments and recommendations, architectural and
engineering records, etc., compiled in preparation for the proposed project.
n) Additional Visual or Audiovisual Documentation: As requested by the CHC
or as appropriate, provide additional high-quality digital images (JPEGs or
PNGs) or audiovisual files that convey the nature and condition of the heritage
and show the urgency or need for the proposed project (e.g., collapsing walls,
extensive water damage).
o) NICRA: If applicable, provide the latest Negotiated Indirect Cost Rate
Agreement (NICRA) as a PDF file.

7. Cost Sharing and Other Forms of Cost Participation: There is no minimum

or maximum percentage of cost participation required. When an implementing
partner offers cost sharing, it is understood and agreed that the partner must
provide the amount of cost sharing as stipulated in the budget of the
application and later included in an approved agreement. The implementing
partner 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.

8. Ineligible Activities and Unallowable Costs: AFCP does not support the
following activities or costs, and the CHC will consider applications requesting
AFCP support for any of these activities or costs ineligible:

a) Privately or Commercially Owned Property: 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) Natural Heritage: Preservation of natural heritage (physical, biological,
and geological formations, paleontological collections, habitats of
threatened species off animals and plants, fossils, etc.) unless the natural
heritage has a cultural heritage connection or dimension.
c) Human Remains: Preservation of hominid or human remains.
d) News Media: Preservation of news media (newspaper, newsreels, radio,
and TV programs, etc.).
e) Published Material: Preservation of published materials available
elsewhere (books, periodicals, etc.).

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f) Mandated Educational Material: Development of curricula or
educational materials for classroom use.
g) Archaeological Research: Archaeological excavations or exploratory
surveys for research purposes.
h) Historical Research: Historical research, except in cases where the
research is justifiable and integral to the success of proposed project
i) New Exhibits or Collections: Acquisition or creation of new exhibits,
objects, or collections for new or existing museums.
j) New Construction: Construction of new buildings, building additions, or
permanent coverings (over archaeological sites, for example).
k) New Works of Art: Commissions of new works of art or architecture for
commemorative or economic development purposes.
l) New or Modern Adaptations: Creation of new or modern adaption of
existing traditional dances, songs, changes, musical compositions, plays, or
other performances.
m) Conjectural Reconstructions: Creation of replicas or conjectural
reconstructions of cultural objects or sites that no longer exist.
n) Relocation: Relocation of cultural sites from one physical location to
another.
o) Removal: Removal of cultural objects or elements of cultural sites from the
country for any reason.
p) Digitization: Digitization of cultural objects or collections, unless part of a
larger, clearly defined conservation, documentation, or public diplomacy
effort.
q) Conservation Plans or Studies: Conservation plans or other studies,
unless they are one component of the larger project to implement the results
of those studies.
r) Cash Reserves or Endowments: 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) Fund-Raising Campaigns: Costs of fund-raising campaigns.
t) Contingency Costs: Contingency, unforeseen, or miscellaneous costs or
fees.
u) Pre-Award Costs: 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: International travel outside the project country
except in case where travel is justifiable and integral to the success of the
proposed project or to provide project leaders with learning and exchange
opportunities with cultural heritage experts.

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 w) Project Cost Limits: Individual projects costing less than US$25,000 or
more than $500,000.
x) Independent U.S. Projects: Independent U.S. projects overseas.

9. Application Review Process: The CHC will begin its formal review of
concept notes in early 2025. It will review and select Round 1 project concept
notes and full project applications (Round 2) in consultation with the regional
bureau PD offices and taking into consideration the program objectives,
funding areas and priorities, and other application requirements. The CHC
may deem concept notes and full applications ineligible if they do not fully
adhere to AFCP 2025 Grants Program objectives, requirements, and other
criteria stated herein.

a) Concept note review and selection (Round 1): In consultation with the
regional bureaus, ECA and the CHC will determine which project ideas
advance to the Round 2 application stage based on embassy and
implementer responses to the Round 1 Concept Note requirements (para 5
above).

b) Regional bureau input (Round 1): will include guidance to ECA and the
CHC on how it prioritizes and ranks proposed projects from the countries in
its region. The CHC may forward concept notes to other State Department
or federal agency personnel with relevant experience for advisory peer
review. The CHC may identify specific project as candidates for additional
or enhanced project design. In the spring of 2024, the CHC will notify
embassies of the Round 1 results and invite a subset to submit full project
proposals to Round 2.

c) Full application review and selection (Round 2): The CHC will review
and rate the full project applications to confirm the technical feasibility of
the projects, ensure outlined activities and budget lines support stated goals,
and identify any remaining shortcomings, questions, or concerns. The CHC
will then convene a review panel to recommend applications for funding.

d) Full application rating schema (Round 2): The CHC will rate full
applications using the following point-based system:
- Activities Description and Timeframe (20 points max)
- Importance (10 points max)
- Project Maintenance Plan (10 points max)
- Implementer Public Outreach Plan and Embassy Strategic Outreach Plan
(25 points max)

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 - Data and Information Access Plan (5 points max)
- Project Maintenance Plan (15 points max)
- Supporting Materials (resumes, assessments, reports, images, etc.) (10
points max)
- Innovative integration, collaboration, or coordination with other ECA
and public diplomacy programs (5 bonus max)

10. Award Announcement: ECA will announce the results of the AFCP 2025
Grants Program when application review and selection are complete and the
Department’s FY 2025 funding levels are established. Annual program results
are typically announced in July 2025.

11. Period of Performance: The period of performance starts when the Grants
Officer signs and the awardee countersigns the Notice of Award. A Notice of
Award informs the recipient that an award has been granted and that funds are
available for use during the specified period. Failure to submit a complete
Notice of Award package may result in the cancellation of the award.

12. Performance and Deliverables: AFCP 2025 award recipients must submit
performance progress reports, federal financial status reports, and final reports
on time as specified in the Notice of Award. In cases where the proposed
public diplomacy or other expected impacts may not be fully realized at the
immediate conclusion of the project, the CHC may request continued voluntary
reporting on specific topics. The CHC may compile this information into
reports to Congress and other documents.

13. SAM Registration: An implementing partner must be registered in the U.S.

government’s System for Award Management (SAM.gov) prior to receiving
U.S. federal assistance unless they meet one of the exemptions specified in the
Federal Assistance Directive (https://usdos.sharepoint.com/sites/A-
OPE/FA/SitePages/Policy.aspx ) . The SAM.gov registration process can take weeks or
months, especially for non-U.S. applicants. SAM.gov will assign a Unique
Entity Identifier (UEI) automatically to any entity registering or renewing its
record in the system. Registration in SAM is free: https://sam.gov/.

14. Disclaimer: Notification of this funding opportunity does not constitute an

award commitment on the part of the AFCP program or the U.S. government.
The CHC reserves the right to program formalities and to reduce, revise, or
increase project scopes and budgets in accordance with the needs of the
program and the availability of funds.

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15. Submit your application to: [email protected]

16. Embassy Contact: Please direct inquires to U.S. Embassy in Ethiopia Gedion
Mamo at [email protected] and Ali Suleiman at [email protected] .

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