U.S. Department of State and Embassy in Lusaka Offer Ambassadors Fund for Cultural Preservation Grants

The U.S. Embassy in Lusaka and the Bureau of Educational and Cultural Affairs (ECA) at the U.S. Department of State are pleased to announce the 2025 call for proposals for the U.S. Ambassadors Fund for Cultural Preservation (AFCP) Grants Program. Since its inception in 2001, the AFCP has helped preserve archeological sites, historic monuments, museum collections, and other forms of cultural expression in Zambia and around the world. 

The application process involves two rounds. The first round includes submission of project ideas in the form of concept notes, due to the U.S. Embassy in Lusaka on December 27, 2024. In the second round, the Embassy will invite shortlisted applicants to submit a full project application, due on March 28, 2025. Funding awards will range from $25,000 to $500,000 per project. The U.S. Department of State anticipates funding 25 to 35 projects worldwide from eligible countries.

For Round 1: concept notes should be submitted electronically to LusakaPASGrants@state.gov no later than December 27, 2024. No hard copies will be accepted. Failure to include any of the requirements or follow the CHARACTER LIMITS will result in the application being deemed ineligible.

For any inquiries regarding the submission process, please send inquiries to LusakaPASGrants@state.gov.

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 the following:

• Anastylosis: Reassembling a site using its original parts.
• Conservation: Addressing damage or deterioration to an object or site.
• Consolidation: Connecting or reconnecting elements of an object or site.
• Documentation: Recording the condition and important features of an object, site, or tradition in analog or digital format.
• Inventory: Listing objects, sites, or traditions by location, feature, age, or other unifying characteristics.
• Preventive Conservation: Addressing conditions that threaten or damage a site, object, collection, or tradition.
• Restoration: Replacing missing elements to recreate the original appearance of an object or site, usually appropriate for fine arts, decorative arts, and historic buildings.
• Stabilization: Reducing the physical disturbance of an object or site.

INELIGIBLE ACTIVITIES AND UNALLOWABLE COSTS:

AFCP does not support the following activities or costs, and will consider applications requesting any of these activities or costs ineligible: 

1. 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.
2. Preservation of natural heritage (physical, biological, and geological formations, paleontological collections, habitats of threatened species of animals and plants, fossils, etc.) unless the natural heritage has a cultural heritage connection or dimension.
3. Preservation of hominid or human remains.
4. Preservation of news media (newspapers, newsreels, radio and TV programs, etc.).
5. Preservation of published materials available elsewhere (books, periodicals, etc.).
6. Development of curricula or educational materials for classroom use.
7. Archaeological excavations or exploratory surveys for research purposes.
8. Historical research, except in cases where the research is justifiable and integral to the success of the proposed project.
9. Acquisition or creation of new exhibits, objects, or collections for new or existing museums.
10. Construction of new buildings, building additions, or permanent coverings (over archaeological sites, for example).
11. Commissions of new works of art or architecture for commemorative or economic development purposes.
12. Creation of new or the modern adaptation of existing traditional dances, songs, chants, musical compositions, plays, or other performances.
13. Creation of replicas or conjectural reconstructions of cultural objects or sites that no longer exist.
14. Relocation of cultural sites from one physical location to another.
15. Removal of cultural objects or elements of cultural sites from the country for any reason.
16. Digitization of cultural objects or collections, unless part of a larger, clearly defined conservation, documentation, or public diplomacy effort.
17. Conservation plans or other studies, unless they are one component of a larger project to implement the results of those studies.
18. 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).
19. Costs of fund-raising campaigns.
20. Contingency, unforeseen, or miscellaneous costs or fees.
21. Costs of work performed prior to announcement of the award unless allowable per 2 CFR 200.458 and approved by the Grants Officer.
22. international travel, except in cases 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.
23. Individual projects costing less than US $10,000 or more than $50,000.
24. Independent U.S. projects overseas.

A.   FEDERAL AWARD INFORMATION

 ·        Length of Performance Period: 12 to 60 months

·        Number of Awards Anticipated: 1-3 awards

·        Award Amounts: Awards may range from a minimum of $10,000 to a maximum of $50,000

·        Anticipated Project Start Date: Varies by project

·        Funding Instrument Types: Grant, Cooperative Agreement (as appropriate)

·       Project Performance Period: Proposed projects should be completed in 60 months or less.

B.    ELIGIBILITY INFORMATION

The following entities are eligible to apply:

·        Government ministries of culture or similar institutions

·        Non-governmental organizations

·        Museums

·        Educational institutions

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.

NOTE: Potential implementers must be registered and active in the U.S. government’s System for Award Management (SAM) to receive U.S. federal assistance.

If a project idea is advanced to Round 2 and the anticipated implementer is not registered in SAM, implementer should initiate the registration process immediately so that it is in place in the event the project is ultimately selected for an award.

C.    APPLICATION AND SUBMISSION INFORMATION:

Round 1: Concept Note Requirements (Deadline: December 27, 2024)

Please follow all instructions below carefully. Failure to include any of the requirements or follow the CHARACTER LIMITS will result in the application being deemed ineligible. Concept notes submitted must include the following: (All documents must be in English)

1. Project Basics: Include the implementer’s name, a working title of the project, anticipated project length (between 12-60 months), project location, and a project cost estimate (in U.S. dollars).
2. Project Summary Description: Provide a summary (3,000 characters maximum) that outlines the project activities, deliverables (outputs), and intended results (outcomes).
3. 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).

Round 2: Full Application Requirements (Deadline: April 17, 2025)

Applicants selected in Round 1 will be invited to submit a full application. The application must fully meet the AFCP program objectives, funding areas and priorities, and eligibility requirements. Additionally, to be considered complete, the Round 2 applications must include the following:

• 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 (SFLLL).
• 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.
• Key Personnel: Names, titles, roles and experience/qualifications of key personnel involved in the project.
• Statement of Importance: Highlight the historical, architectural, artistic, or cultural (non-religious) values of the cultural heritage.
• 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.
• Public Outreach Plan: Describe how will the applicant build awareness and engage communities and stakeholders. Awareness-building activities typically include social media posts, ribboncutting events, and news stories. Community and stakeholder engagement activities may include community-led or community-produced workshops, short videos, documentary films, oral histories, storytelling or interpretive 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.
• 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.
• 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. (Budget template may be shared upon selection)
• 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. (Budget template may be shared upon selection)
• Resumes or CVs: Provide resumes or CVs of the proposed project director and other key personnel.
• Support Letters: If applicable, letters of support from project partners describing the roles and responsibilities of each partner.
• Proof of Official Permission: Official permission letters, if required for project activities.
• 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.
• Additional Visual or Audiovisual Documentation: As requested by the AFCP 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).

APPLICATION REVIEW PROCESS

Each application submitted to the U.S. Embassy in Lusaka will be evaluated based on the program goals, funding areas and priorities, and other application requirements.

For Round 1: The U.S. Embassy in Lusaka and the Bureau of Educational and Cultural Affairs will determine which concept notes advance to the Round 2 application stage based on applicant responses to the Round 1 concept note requirements.

For Round 2: Full applications will be rated 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)
• Data and Information Access Plan (5 points max)
• Budget and Budget Narrative (20 points max)
• Supporting Materials (resumes, assessments, reports, images, etc.) (10 points max)
• Innovative integration, collaboration, or coordination with other ECA and PD programs (5 bonus points max)

Concept note should be submitted via email to LusakaPASGrants@state.gov by December 27, 2024.

Please note: Only shortlisted candidates will be invited to Round 2 of the application process to submit full proposals.