U.S. Embassy Gaborone Ambassador’s Special Self-Help Fund Program | DOS GABORONE GR ASSHF 2024

Frequently Asked Questions (FAQs) - U.S. Embassy Gaborone Ambassador's Special Self-Help (SSH) Fund Program

1) What is the Ambassador's Special Self-Help (SSH) Fund Program?

The SSH Fund Program is a small-grants opportunity run by the U.S. Department of State (Bureau of African Affairs) through the U.S. Mission to Botswana. It supports short, practical, community-initiated projects that improve basic economic and social conditions at the local level.

2) What is the main purpose of SSH funding?

The program is designed to help communities address clearly identified needs through grass-roots projects that are practical, high impact, and can be completed within a one-year period.

3) How long should an SSH project take to complete?

Projects are expected to be completed within 12 months (a one-year period).

4) What kinds of projects are prioritized?

SSH prioritizes projects that are fast to implement, benefit a large number of people within 12 months, and do not require repeated SSH support afterward. Preference is given to projects a community can realistically operate and maintain after the grant ends.

5) Is the program focused on community-driven initiatives?

Yes. Proposals are expected to reflect genuine local initiative, with communities actively identifying the problem and driving the solution.

6) Does SSH prefer projects that are sustainable after the grant ends?

Yes. SSH favors projects that can be maintained locally and do not depend on outside technical assistance or ongoing external inputs after the grant period.

7) Are water and sanitation projects supported?

Yes. The opportunity highlights interest in broadly accessible and economically sustainable water and sanitation services that improve health, security, and prosperity.

8) Are agriculture projects eligible?

The opportunity notes it is not focused on agriculture, even though examples of allowable items include seeds and agricultural supplies (excluding chemical inputs). Applicants should align proposals with the program goals and priorities as stated in the NOFO.

9) Are household-level water projects supported?

The notice clarifies that the program is not focused on household-level water issues.

10) Does SSH prioritize support for vulnerable or at-risk populations?

Yes. Priority areas include social assistance and efforts supporting vulnerable or at-risk groups such as people with disabilities, orphans, children and at-risk youth, ethnic minorities, the elderly, female-headed households, and other socially excluded groups.

11) What types of activities can SSH funds support?

SSH funds practical, tangible purchases or small-scale construction that directly benefits a community. The NOFO examples include water-related infrastructure (wells, latrines, pumps, boreholes, tanks), fish ponds, school supplies and equipment (desks, chairs, laboratory items, library materials), communal construction equipment (such as brick-making machines), durable goods for schools or health facilities (stoves, refrigerators, washing machines for clinics), and small construction projects (classrooms or community centers).

12) Can SSH pay for seeds and agricultural supplies?

Seeds and agricultural supplies are listed as examples of allowable support, but chemical inputs are not allowed (no fertilizers, pesticides, fungicides, or herbicides). Applicants should also note the program is not focused on agriculture.

13) What activities and costs are explicitly not funded?

The NOFO lists several exclusions, including: renovations of facilities that have fallen into disrepair due to neglect or lack of funds; projects with unmitigated negative environmental impacts (e.g., dams or roads through forest land); purely religious activities; military and law enforcement-related activities (including police or prisons); pesticides, fungicides, and herbicides; support for national sports teams or orchestras (uniforms/equipment); student bursaries; salaries for existing positions; ongoing education or training needs; vehicles or tractors; routine office supplies; office equipment like computers or photocopiers; and support to private businesses.

14) Are renovations of existing facilities allowed?

Renovations are not supported when the facility has fallen into disrepair due to neglect or lack of funds.

15) Are projects with environmental impacts allowed?

Projects with unmitigated negative environmental impacts are not funded. The notice gives examples such as dams or roads through forest land.

16) Can faith-based organizations apply?

Faith-based organizations are listed as eligible, but projects that are purely religious in nature are excluded. Community-serving projects run by faith-based groups may be considered if they benefit the whole community without discrimination based on religious affiliation.

17) Are military or law enforcement projects eligible?

No. Military and law enforcement-related activities are excluded, including those related to police and prisons.

18) Can SSH funds be used to purchase pesticides, fungicides, or herbicides?

No. The NOFO explicitly excludes pesticides, fungicides, and herbicides.

19) Can SSH fund salaries, training programs, or bursaries?

No. SSH will not pay for salaries for existing positions, ongoing education or training needs, or student bursaries.

20) Are vehicles, tractors, computers, or photocopiers allowed?

No. The NOFO excludes vehicles and tractors, routine office supplies, and office equipment such as computers and photocopiers.

21) Can private businesses receive SSH support?

No. Support to private businesses is explicitly excluded.

22) What is the maximum award amount?

The award ceiling is listed as $15,000.

23) How many awards are expected?

The opportunity indicates an expectation of about five awards.

24) Is funding guaranteed?

No. Funding is noted as subject to availability.

25) What is the application period?

The application window is from March 5, 2024 to May 17, 2024.

26) What happens if an application is late or incomplete?

Late, incomplete, or missing-document submissions are rejected. The Embassy also states that applications missing required elements will be considered technically ineligible.

27) What language must the application be written in?

Applications must be written in English.

28) What currency should the budget use?

Budgets must be prepared in U.S. dollars.

29) Are there page limits for the proposal?

Yes. The proposal narrative is limited to ten pages. A separate timeline is required and must be no more than one page. Reviewers will only read up to the page limits.

30) What must be included in the proposal narrative?

The narrative must cover: the organization background and relevant experience; program methods and design; a clear overall goal; SMART objectives (specific, measurable, attainable, relevant, time-bound); activities under each objective; stakeholder and partner engagement; a management plan (roles, responsibilities, reporting lines, communications); partners (if any); a sustainability plan; a risk analysis (likelihood/impact and mitigation); and a monitoring and evaluation plan describing how outputs and outcomes will be tracked (such as surveys, interviews, focus groups, baseline and final evaluations).

31) What additional documents are required besides the narrative?

Required components include a cover page, a table of contents, a separate timeline (max one page), a detailed budget, and a budget justification.

32) What attachments are required with the application?

The NOFO lists required attachments including: detailed budget and narrative; CVs/resumes for key personnel; vendor quotations for any goods/services to be paid by the grant; the organization constitution; a list of committee/board members with names and addresses; a map/directions to the project site from a major road; project bank account details; and proof of land ownership or permission to occupy the land (e.g., lease agreement or land deed).

33) Why are vendor quotations required?

Vendor quotations are required for any goods or services the grant would pay for.

34) Is proof of land ownership or permission required for construction projects?

Yes. Applicants must provide proof of land ownership or permission to occupy the land where the project will be implemented (such as a lease agreement or land deed).

35) Are applications required to have numbered pages?

Yes. The guidance specifies that pages should be numbered.

36) Is cost-sharing (matching) required?

Yes. Applicants must contribute 10 percent cost participation.

37) What can count toward the 10 percent cost participation?

The required 10 percent can include funds, materials, and/or labor.

38) What happens if the 10 percent match is not demonstrated?

The cost-sharing requirement is positioned as an eligibility factor. Proposals that do not demonstrate the required match risk being deemed ineligible.

39) Who is eligible to apply?

Eligibility includes non-profit organizations, schools, NGOs, community-based organizations, faith-based organizations, orphanages, and health facilities.

40) What administrative registrations are required before submission?

Applicant organizations must have a Unique Entity Identifier (UEI) and an active SAM.gov registration prior to submission.

41) How long can SAM.gov registration take?

The notice states that SAM registration can take 4 to 8 weeks to obtain or renew.

42) Is a DUNS number required?

No. The notice clarifies that DUNS numbers are no longer required.

43) Is an EIN required for non-U.S. organizations?

The notice states that non-U.S. organizations that do not pay U.S.-based employees do not need an EIN, but they still must obtain a UEI to register in SAM.gov.

44) Does SAM.gov registration need to be renewed?

Yes. SAM registration must be renewed annually.

45) Where can applicants get the application guidelines?

Application guidelines can be requested by email at sshbotswana@state.gov or collected at the U.S. Embassy Botswana Main Gate.

46) Can the Embassy request additional documentation?

Yes. The Special Projects Office notes it may request additional documentation beyond what is listed.

47) Are pre-award site visits part of the process?

Selected applicants may need to support a pre-award site visit.

48) What additional information might be required before an award is issued?

Selected applicants may be required to provide bank and other administrative information before a federal award is issued.

49) What is the CFDA number for this opportunity?

This opportunity is listed under CFDA 19.220.

50) What should applicants do to ensure they meet all requirements?

Applicants are advised to consult the full Notice of Funding Opportunity (NOFO) for complete requirements, and to submit a clear, complete application within the page limits and with all required documents.