FY 2022 RP FINAL NOFO.pdf

U.S. DEPARTMENT OF STATE

BUREAU OF POPULATION, REFUGEES, AND

MIGRATION (PRM)

FY 2022 Notice of Funding Opportunity for Reception and Placement Program

Funding Opportunity Number: SFOP0008037

Assistance Listings (formerly Catalog of Federal Domestic Assistance, CFDA) number:

19.510 - U.S. Refugee Admissions Program

Announcement issuance date: Monday, April 19, 2021

Announcement type: Cooperative Agreement

Proposal submission deadline: Friday, July 2, 2021 at 11:59:59 PM Eastern

Time Zone. We are unable to consider proposals submitted after this deadline.

Anticipated time to award for selected proposals: Pending the availability of funds, PRM anticipates, but makes no guarantee, that awards will be made less than six months from the proposal submission deadline.

ADVISORY: All applicants must submit application packages through the website Grants.gov. PRM strongly recommends submitting your application package early to allow time to address any technical difficulties that may arise on the Grants.gov website.

If you are new to PRM funding, the Grants.gov registration process can be complicated. We urge you to refer to PRM’s General NGO Guidelines

“Application Process” section for information and resources to help ensure that the application process runs smoothly. PRM also strongly encourages organizations that have received funding from PRM in the past to read this section as a refresher.

Please note, some of the guidance and templates for refugee admissions programs differ from the guidance included in the General NGO Guidelines. Award applicants should follow the directions and templates provided in this funding opportunity.

https://www.state.gov/j/prm/funding/c78352.htm

PRM recommends proposals be submitted in Adobe PDF, as Microsoft Word documents may sometimes produce different page lengths based on software versions and configurations. Do not include a cover page, page limits are strictly adhered to, and exceeding the page length limits will result in disqualification. All proposals, and required documents, must be in English.

Full Text of Notice of Funding Opportunity

A. Program Description

1. Purpose of the Reception and Placement (R&P) Program

The R&P Program for the initial reception and placement of refugees in the

United States is managed by PRM (hereinafter referred to as the "Bureau").

The purpose of the R&P Program is to promote the successful reception and placement of all persons who are admitted to the United States under the U.S.

Refugee Admissions Program. For the purpose of this announcement, “refugee” is defined as a person admitted to the United States under section

207(c) of the Immigration and Nationality Act (INA), as amended, or a person to whom eligibility for the resettlement assistance available to individuals admitted under section 207(c) has been extended by statute.

To accomplish this goal, the INA recognizes the desirability for public or private non-profit organizations to provide R&P services and to assist refugees to achieve economic self-sufficiency as quickly as possible. The program goals and objectives set forth in this announcement have been established in accordance with these statutory provisions.

The goals of the R&P Program administered by the Bureau are:

a. To ensure the ability to receive promptly into the United States all refugees approved for admission under applicable provisions of the INA;

b. To ensure that all refugees approved for admission to the United States are provided with reception and placement services appropriate to their personal circumstances;

c. To maintain national capacity for the reception and placement of refugees, in accordance with admissions ceilings determined annually by the President after consultation with the Congress; and,

d. To assist refugees in achieving economic self-sufficiency in coordination with other refugee services and assistance programs authorized by the INA and any mainstream services and assistance programs for which refugees are eligible.

Core program objectives for FY 2022 include the following:

a. Resettlement Agency management ensures sound and timely operations to appropriately prepare and plan for refugee arrivals to the United States.

b. Resettlement Agency management provides sound oversight and support to maintain a flexible, well-equipped, and knowledgeable affiliate network.

c. Resettlement Affiliates deliver timely and individualized services that promote refugee well-being, integration, and self-sufficiency.

d. Resettlement Affiliates regularly engage, inform, and consult resettlement partners in their communities.

e. Resettlement Affiliates ensure refugees are connected to appropriate services and oriented to their new communities.

f. Resettlement Affiliates involve local communities to increase assistance and other integration support to refugees.

The Bureau partners with and provides partial financial support to non-governmental organizations (NGOs) to carry out the R&P Program.

Participating organizations are expected to combine the Bureau’s financial assistance with existing and projected private resources for the provision of

R&P services for refugees admitted to the United States during the period

October 1, 2021 through September 30, 2022. The R&P service period is defined as an initial 30-day period that can be extended up to 90 days after arrival should more than 30 days be required to complete delivery of R&P services.

2. Funding Procedures

The FY 2022 ceiling for refugee admissions will be established by the President following consultations with Congress towards the end of FY 2021. In order to serve the Administration’s goal to admit up to 125,000 refugees in FY 2022, while taking into account the current state of USRAP capacity and ongoing operational constraints related to COVID-19, PRM intends to award initial funding and placement plans at an operational level of 65,000 refugee arrivals.

If the Presidential Determination sets a target beyond this initial operational level, successful applicants will also be assigned an unallocated placement reserve of additional placements (i.e., additional placement numbers not yet assigned to any affiliate nor included in the affiliate administrative funding budget) sufficient to bring the national total up to that level. Arrival trends will be reviewed mid-year to adjust placement plans and budgets upwards, as needed.

In addition, applicants should include 10,000 Special Immigrant Visa (SIV) recipients in their planning.

Under expected FY 2022 funding procedures, each agency with which the

Bureau enters into a Cooperative Agreement (CA) will be provided $1,225 per capita grant for direct assistance to each refugee it sponsors who arrives in the

United States during the period of the CA and is verified to have been placed and assisted by the agency. This funding is to be used to cover payments made by the affiliate to or on behalf of individual refugees for cash disbursement and/or purchases for the purpose of meeting material needs according to the requirements of the program. This funding is intended to supplement private resources available to the applicant and may be used at the local affiliates at which refugees are resettled and only for the direct benefit of refugees in accordance with program requirements as described in the CA.

PRM may award additional direct assistance funding to be administered by resettlement agency headquarters throughout their network to supplement the per capita grant according to factors that may vary geographically such as cost of living, housing, and additional caseload vulnerabilities. This assistance should focus on unmet needs and not duplicate or supplant programs available under any other Federal source of funding.

The Bureau intends to fund affiliate R&P administrative costs and R&P

Program national management costs according to separately negotiated and approved budgets based on the applicant’s sponsorship capacity.

As in previous years, applicants should base their placement plans provided to

PRM in response to this funding opportunity on the capacity of their network of local affiliates, which will have consulted with resettlement partners in their communities in order to assess the capacity of the state, local community(ies), and affiliate to ensure that sufficient capacity exists to resettle the proposed caseload. As part of this assessment, PRM expects that, to the extent possible, applicants will communicate and coordinate closely with other resettlement agencies proposing to place refugees in the same geographic area to ensure state and local partners are well-informed and consulted regarding the combined caseload being proposed among all local affiliates.

3. Refugee Caseload Assignment

Cases will be assigned to each approved applicant through a process administered on behalf of the Bureau by the Refugee Processing Center (RPC).

The number of refugees assigned to an approved applicant will be determined by the Bureau, in accordance with the needs of the Admissions Program, taking into account projected initial operating levels as well as the target established by the FY 2022 Presidential Determination; the proposed capacity of the applicant and its affiliates; recommendations of state and local officials and the

Office of Refugee Resettlement; the applicant’s demonstrated ability to implement its proposed placement plan; the cost effectiveness of the applicant’s plan; and past performance. The number of refugees assigned to an approved applicant may be less than the proposed placement capacity of the applicant.

Iraqi and Afghan SIV recipients requesting R&P services will be allocated to the approved applicants in the same manner as refugee cases.

B. Federal Award Information

1. Proposed program start date: October 1, 2021

2. Duration of Activity: October 1, 2021 through September 30, 2022

Applicants must continue to re-compete for PRM funding each year. In funding a project one year, PRM makes no representations that it will continue to fund the project in successive years and encourages applicants to seek a wide array of donors to ensure long-term funding possibilities.

3. Funding Limits: The Bureau anticipates award amounts will vary based on placement plans and overall national management and affiliate funding needs.

There is no funding floor or ceiling for this award. However, total award amounts will be contingent on funding availabilities.

4. Anticipated Amount to be Awarded Total: Total amounts awarded will be based on a thorough review of each proposal received and amount of funding available in FY 2022.

C. Eligibility Information

1. Eligible Applicants The Bureau intends to award CAs for FY 2022 to well-qualified non-profit organizations able to offer a range of services throughout networks of multiple locations across the United States. This will include applicants that have demonstrated satisfactory performance under previous agreements with the

Bureau and/or applicants that meet the selection criteria described below and have demonstrated the ability to provide required services in a cost-effective manner. The Bureau is interested in proposals that demonstrate cost efficiencies, including private funding sources, and economies of scale based on the number of refugees to be served. Applicants should understand that participation in the FY 2021 R&P Program is neither a pre-condition for nor a guarantee of continued participation in FY 2022.

In order to be considered for participation in the program, applicants must:

a. Be a well-established social service provider with demonstrated case management expertise and experience managing a network of affiliates that provide reception and placement or similar services to refugees or other migrant populations in the United States;

b. Have been a non-profit in operation for at least three full years with

501(c)(3) status with the IRS, other than institutions of higher education;

c. Document the availability of private financial resources to contribute to the program; and

d. Operate in multiple locations across the United States.

Failure to satisfy any of the four required qualifications above will preclude further consideration for participation in the program.

2. Cost Sharing or Matching: Cost sharing, matching, or cost participation is not a requirement of an application in response to this funding announcement.

D. Application and Submission Instructions

1. Address to Request Application Package: Application packages may be downloaded from the website www.Grants.gov.

http://www.grants.gov/

2. Content and Form of Application:

a. Applicants should report all data in terms of the federal fiscal year (i.e., October 1 through September 30).

b. Proposal Format

Applicants should adhere to the following guidelines when preparing proposals:

All documents in the proposal should have the following page layout:

8.5 inch by 11 inch pages with one-inch margins on all sides.

All documents in the proposal must be in 12-point Times New Roman font.

All pages of the proposal must be numbered. Page numbers should restart at “page 1” for each separate file/attachment (Word, Excel, or PDF

Document) that is submitted.

Proposals should be no longer than specified in this section. Information included on pages beyond the stated page limitations will not be reviewed.

Sections within each narrative should be sequential.

Abstracts for individual affiliate and sub-office sites are to be arranged in alphabetical order, first by state name (not by abbreviation), then by city within each state where the office is located. All offices should be identified by location (State, City) and PRM code when available (e.g., FLXXX01). For all Washington, D.C. locations, please use

“Washington” for the city, and “District of Columbia” for the state. All proposed new affiliates should be included at the end of this section.

No attachments other than those specifically requested will be accepted or considered.

c. Required Forms and Information and Sample Formats:

Required Forms (Instructions accompany each form in the electronic Grant

Application Package):

Completed SF-424, SF-424A, and SF-424B forms. PRM requires that

Box 21 of the SF-424 be checked. Form SF-424B is now required only for those applicants who have not registered in SAM.gov or recertified their registration in SAM.gov since February 2, 2019 and completed the online representations and certifications.

Other Required Information (Instructions are detailed below). Please note, all required documents should encompass only the first 12 months of the program, including:

a) Project Narrative

b) Objectives and Indicators Table

c) R&P Budget Summary, National Management Budget Detail, Affiliate

Budget Detail, and Travel Cost Detail

d) National Management Budget Narrative

e) Affiliate R&P Funding Strategy and Policy

f) Affiliate/Sub-office Abstracts

g) URM Affiliate/Sub-office Abstracts, if applicable

h) FY 2022 Proposed Consolidated Placement Plan

i) Three-year Affiliate Monitoring Plan (FY 2020 – FY 2022)

j) R&P Headquarters Staff Detail

k) Headquarters Organizational Chart

l) Supporting documentation for new sites as attachments, if applicable

m) Accountability to Affected Populations (AAP) Framework

n) Risk Analysis

o) Copy of the organization’s Prevention of Sexual Exploitation and Abuse

(PSEA) Code of Conduct, will be required prior to the issuance of an award, if the proposal is chosen for implementation.

p) Most recent Negotiated Indirect Cost Rate Agreement (NICRA), if applicable, or a de minimis rate calculation of Modified Total Direct

Costs (MTDC) if the applicant is eligible and elects to use the de minimis rate.

q) Most recent external audit report is required prior to issuance of an award, if proposal is chosen for implementation.

Sample Attachment Formats:

Sample formats of the following documents are available on Grants.gov. The

Excel documents are included in a single Excel workbook. Applicants are strongly urged to use these suggested formats. Submissions prepared in alternate formats will be considered as long as all required information is provided.

Objectives and Indicators Chart

R&P Budget Summary, FY 2022 (Excel Document)

National Management Budget Detail, FY 2022 (Excel Document)

Affiliate Budget Detail, FY 2022 (Excel Document)

Travel Cost Detail, FY 2022 (Excel Document)

Affiliate/Sub-office Abstract (Word Document)

URM Affiliate/Sub-office Abstract (Word Document)

FY 2022 Proposed Consolidated Placement Plan (Excel Document)

Three-year Affiliate Monitoring Plan (Excel Document)

R&P Headquarters Staff Detail (Excel Document)

Risk Analysis Template (Word Document)

Detailed Instructions for Other Required Information

a) Project Narrative

The Project Narrative must contain the following sections and should adhere to the requirements listed:

The Project Narrative should be subtitled and numbered to correspond with the required information sections below. If any individual section of information is not applicable, that fact should be specifically stated.

The narrative should not exceed 25 pages. If applicable, include additional pages to describe any of the following activities being proposed:

o The Unaccompanied Refugee Minor (URM) program (one page) o National Technical Assistance projects related to housing, community sponsorship/engagement, and/or resettlement agency staff and refugee security (two pages per project) o International Organization for Migration (IOM) travel loan billing services (two pages) o Placement of Refugees with U.S. Ties Outside Affiliates’ Radii

(Remote Placement, two pages)

Note that page numbers should be sequential for the entirety of the

Project Narrative and should not restart with each section of required information.

Submit the Project Narrative as an attachment by selecting the “Project

Narrative Attachment Form” in the Grant.gov Application Package.

Organizational Structure and Management

Each applicant should briefly describe its organizational structure. Discuss how the organization is adapting and innovating in light of recent and anticipated changes in the U.S. Refugee Admissions Program and headquarters management, organization, or operations. If applicable, explain any proposed changes per position from FY 2021 as well as how the organizational structure demonstrates cost effectiveness while maintaining strong management and program oversight. Justify the number and need for the proposed Full-Time Equivalents (FTEs) to serve the proposed number of refugees.

Describe formal or legal relationships with affiliates and sub-offices.

State the number of placement sites (number of affiliates and sub-offices). If applicable, list all affiliate and sub-office sites that were listed as zeroed out or were opened or closed in 2021, as well as proposed new sites and sites planned for closure in FY 2022. Describe a coherent strategy or rationale for selecting and maintaining resettlement sites in the placement network.

Describe organizational plans to manage projected increases in arrivals in

FY 2022 at both the national and affiliate levels. Further, explain the national management strategy to prepare at both levels for potential expansions in subsequent years to ensure there is sufficient capacity within each affiliate and local community to adequately support increased arrivals.

Sufficient detail should be presented to demonstrate proactive, robust, and concrete planning to achieve this objective.

Program Management

Applicants with existing programs should include a brief narrative description of how they actively manage resources to meet, and demonstrate accountability for, program outcomes.

Describe the applicant’s community engagement strategies for FY 2022 at the national, local, and state levels, including identification of key issues or risk factors, how they affect successful resettlement, and how the applicant’s public outreach will impact outcomes for refugees. Include applicant’s initiatives at the national and local levels to collect and use beneficiary feedback to improve programming and implement tangible strategies and action plans to increase refugee integration, measure results, and replicate successful practices.

If the applicant is proposing to open new affiliates in FY 2022, describe the national strategy to support robust community engagement and coordination along with a sound management plan to onboard new affiliates. Include plans for any potential further expansion in subsequent years, if applicable.

Describe applicant’s plans to increase community sponsorship of refugees.

Community sponsorship pairs refugees with groups of individuals (such as local clubs, businesses, university communities, faith groups, sports teams, book clubs, etc.) who commit to providing clearly defined financial and/or in-kind contributions and volunteer services to support their welcome and integration. One form of community sponsorship is co-sponsorship. Co-sponsors are community groups which have accepted – in a (non-legally binding) written agreement with a resettlement agency – the responsibility to provide, or ensure the provision of, reception and placement services to certain refugees sponsored by the agency. PRM also recognizes that resettlement agencies may also coordinate other forms of community sponsorship, allowing groups of individuals to provide clearly defined financial and/or in-kind contributions and volunteer services to the newly arriving refugees with whom they are paired. PRM is interested in the added value to the R&P program that may be generated through community sponsorship such as improved refugee integration, increased housing and employment opportunities, and strengthened community and private support.

PRM also sees value in sponsorship for communities themselves, for maximizing refugee contributions, and for increasing public support for refugees and awareness of global affairs. PRM expects that applicants will establish clear objectives, strategies, and expected outcomes/results for community sponsorship models.

Please input the total aggregate contributions in support of R&P to all affiliates and sub-offices (as documented in the affiliate/sub-office abstracts) in the chart below and provide a short description of the private contributions, including a breakdown of whether contributions were used to support R&P direct assistance or affiliate R&P program management.

Contributions to the R&P Program

Type of Donor

FY 2020

Actual Cash

FY 2020 Actual

In-kind Value

Foundations/ Corporations

Faith-based/ Community-based

Organizations

Fees for Service

Individuals

Volunteer Hours/Miles

State/County/Local Government:

[SOURCE]

Headquarters

Affiliate/Sub-office

Other:

TOTAL

Of which, total allocated/projected for R&P Direct Assistance to support affiliate R&P program management

Include a brief description of the applicant’s fraud prevention strategies and activities, including how the applicant uses culturally effective practices and procedures with refugees to combat fraud, and how the applicant responds to alleged or possible fraud (including, but not limited to, immigration and welfare benefit fraud). Please also include a brief summary of the risk analysis submitted as part of the proposal package.

Gender Analysis: PRM is committed to ensuring that R&P services are fully accessible to potentially vulnerable and underserved groups among the beneficiary population (such groups may include women; children;

adolescents; lesbian, gay, bisexual, transgender, or intersex (LGBTQI+) individuals; older persons; the sick; persons with disabilities; and members of minority communities). The gender analysis should specifically analyze the factors that either promote or undermine gender equality within a given program and specifically address the needs of women and girls.

Applicants should briefly describe:

The gender dynamics within the target population (i.e., roles, power dynamics, and different needs of men and women, girls and boys), The specific risks and challenges posed by gender dynamics to R&P

Program implementation, and

How the program activities will mitigate these risks and be made accessible to affected groups (particularly women and girls).

Placement

Describe criteria used to determine placement of refugees throughout a network which guarantees quality, language-appropriate R&P services for arriving refugees of diverse backgrounds. Identify the indicators used to evaluate other key placement factors such as community support and the best interest of the refugee. Explain where significant increases or decreases in placement are expected in FY 2022. Describe the applicant’s efforts to respond to variable arrival patterns while ensuring the required level of service to all refugees. Note that the FY 2022 affiliate placement radius for all cases will be 100 miles within the same state, except for those cases served via remote placement or for which PRM has granted a placement exception.

Network Monitoring

Applicants should describe monitoring of affiliate offices and sub-offices to include number of staff, duration of trips, and cost effectiveness. If desk monitoring is used, describe the circumstances and process. Explain the applicant’s process and timeframes for ensuring that corrective actions taken

(in response to PRM monitoring, agency monitoring, and beneficiary feedback) result in final program compliance.

Network Training

Describe the overall network training strategy and how proposed activities will strengthen R&P service delivery. Include the purpose of each training activity, its frequency, desired outcomes, and mechanisms for ensuring appropriate staff receive the training, and how training effectiveness will be measured. Applicants should specify how monitoring trends will impact training plans for FY 2022. Justify the cost effectiveness of the training mode being employed, i.e., conferences, distance learning, webinars.

Clearly establish the need for any proposed in-person trainings or conferences versus other modes of training.

Applicants with existing programs should list network training activities related to R&P that took place, or are expected to take place, in FY 2021.

Note the number of staff who attended each training (distinguish between headquarters and affiliate staff), and explain how the effectiveness of the training was measured.

Placement of Refugees with U.S. Ties Outside Affiliates’ Radii -- Remote

Placement (additional 2 page maximum) In some instances, R&P services must be provided to refugees joining U.S.

ties in locations outside the approved placement radius of any affiliate.

Applicants proposing to manage placement of refugees in these circumstances should propose a model to implement and manage this process. Include headquarters management structure, staffing, and resources proposed to oversee the process within the R&P program infrastructure

(both pre- and post-arrival), as well as a detailed timeline for implementation. Describe the process for identifying, securing, and training local partners. In the HQ staffing chart, budget narrative, and budget, clearly identify any staffing and costs related to this placement model.

Include the proposed placement capacity.

Unaccompanied Refugee Minor (URM) Foster Care Program Applicants

Only (additional 1 page maximum) If an applicant is currently participating in the placement of unaccompanied refugee minors into foster care and wishes to continue these placements in

FY 2022, the proposal should describe headquarters procedures for placing and assuring such cases during FY 2021 and list participating affiliates. List all proposed new URM sites. Applicants should also provide URM Affiliate

Abstracts for each foster care site and include such sites in their consolidated placement plan.

Technical Assistance Projects (additional 2 page maximum per project)

In FY 2022, PRM is interested in funding technical assistance projects at the national level related to expanding suitable housing options for newly arriving refugees, increasing community sponsorship/engagement for refugee resettlement, and/or improving security of resettlement agency/affiliate staff and refugees. The purpose of these projects is to support resettlement agencies and their networks to build skills, capacity, and expertise in the aforementioned areas. Technical assistance may include, but is not limited to, the development of targeted initiatives; staff training; methods for recruitment, training, and vetting of community sponsors; community engagement; and the development of materials and skills building opportunities to support such initiatives. Applicants must propose specific goals, strategies, and outcomes/results for each project, and may propose one or more projects. Applicants should clearly identify in the national management budget and budget narrative any headquarters staffing and resources proposed to oversee these programs within the R&P program infrastructure as well as a timeline for implementation.

IOM Travel Loan Program (additional 2 page maximum)

For applicable current R&P Program participants, applicant should describe how its system for administering refugee transportation loans enables it to comply with the responsibilities set forth in the CA and those set forth in the separate Memorandum of Understanding (MOU) with IOM. The description should address each of the CA and IOM MOU responsibilities and how each one is met or not met by the system. Should a responsibility not yet be met by the loan system, please provide specific information on proposed changes and when such changes will be implemented to fully meet the requirements. For example, does the system include appropriate procedures to successfully trace addresses? Are social security numbers recorded in the loan files? Does the system interface with the IOM Loan

Tracking System (LTS) for the importing of USRAP Travel Loan

Promissory Note (ePN) data and the exporting of Account Balances, Transactions and Transfers to IOM? Are loan notes transferred to IOM in accordance with the steps set forth in the IOM MOU? Are management procedures in place to ensure compliance with applicable federal, state and municipal statutes and regulations governing billing services? Detail the number of full- and part-time staff devoted to the IOM travel loan effort during the current year and the number expected to be devoted under a new agreement.

Note: Only applicants approved for participation may be assigned IOM travel loans; should new R&P agencies be identified and funded as a result of this announcement, they should not assume that their future number of assigned refugees will be sufficient to operate an individual loan program.

New Applicants Only

Please provide all information required above as well as:

A narrative (additional one page maximum) describing the history and development of the organization, its background in social service activities, particularly with refugee clients or other migrant populations and experience with and capacity to sponsor refugees of various ethnic backgrounds. Evidence of at least three years of operation in a non-profit

501(c)(3) status.

Copies of recent evaluations of other federal or state-funded programs may be requested by the Bureau as evidence of ability to provide required

b) Objectives and Indicators Table

Applicants should submit a table detailing proposed objectives and indicators for FY 2022. Tables should include the core program objectives and indicators as included in the sample format provided on Grants.gov.

Though not required, applicants are encouraged to include additional indicators that reflect the way in which their organization measures and evaluates achievement of R&P program goals and objectives. Proposed objectives and indicators should be specific, measurable, achievable, relevant and reliable, time-bound, and trackable (SMART), and should be clearly linked to the program goals highlighted in Section A.1 of this notice of funding opportunity. Note that these objectives and indicators will inform ongoing Bureau evaluation of agency performance, including via quarterly program reports and annual monitoring of agency headquarters.

c) FY 2022 R&P Budget

The R&P Program represents a long-standing public-private partnership and is funded from a combination of public and private resources. Applicants should document contributions of private resources to the R&P Program at the national management and affiliate levels. Applicants should provide a detailed and cost-effective budget. The Budget must contain the following sections and should adhere to the requirements listed:

FY 2022 R&P Budget Summary

FY 2022 National Management Budget Detail

FY 2022 Affiliate Budget Detail

FY 2022 Travel Cost Detail

FY 2022 Affiliate R&P Funding Strategy and Policy

A sample excel format for the R&P Budget Summary, National

Management Budget Detail, Affiliate Budget Detail, and Travel Cost Detail is provided on Grants.gov. The sample format for the R&P Budget

Summary, National Management Budget Detail, and Affiliate Budget Detail include columns reflecting the Bureau (federal) and other (non-federal) funding sources as well as the total funding need. These budget documents require each applicant to provide a breakdown of sources and amounts of non-federal funding supporting the national management and affiliate levels in the R&P program. The affiliate abstracts include a similar breakdown of sources and amounts of non-federal funding supporting R&P at the affiliate level. These breakdowns should correspond to the amounts of non-federal funding included in the project narrative (for affiliate-level non-federal funding). The Travel Cost Detail requires a breakdown of the associated costs for each planned trip by travel category. The R&P Budget Summary, National Management Budget Detail, Affiliate Budget Detail, and Travel

Cost Detail should follow the instructions listed in Appendix A. The applicant shall comply with the relevant provisions of 2 CFR 200, “Uniform

Administrative Requirements, Cost Principles, and Audit Requirements for

Federal Awards” and the Department of State Standard Terms and

Conditions.

d) FY 2022 National Management Budget Narrative

The National Management Budget Narrative should be a separate, narrative document, and should describe in full detail each of the items included in the

FY 2022 R&P Budget Summary, National Management Budget Detail, and

Travel Cost Detail. The Budget Narrative should thoroughly and clearly describe each item and how figures were calculated; correspond with the information, comments, and figures provided on the R&P Budget Summary and National Management Budget Detail; be easy to understand;

demonstrate cost effectiveness; and reflect calculations that are mathematically correct and comply with guidelines and limitations. For existing applicants, any changes to the prior year’s budget should be clearly noted and explained. Note that page numbers should be sequential for the entirety of the Budget Narrative and separate from the project narrative pagination. For more information on the cost categories that should be included in the National Management Budget Narrative, please reference

Appendix A.

e) FY 2022 Affiliate R&P Funding Strategy and Policy (Maximum 2 pages)

Applicants must submit an Affiliate R&P Funding Strategy and Policy, including a clear description of a consistent strategy and policy for how you will administer affiliate R&P funding in order to ensure your network is adequately prepared to implement the R&P program, particularly considering variability in arrivals throughout the year. You may decide to administer affiliate funding based on placement plan numbers for each affiliate, a tiered system, etc.

HQ Administered Additional Direct Assistance Funds: In addition to the per capita grant, PRM may make available additional direct assistance funds to be administered by resettlement agency headquarters. These funds would be awarded along with refugee per capita grants, to align with expected arrivals. Funding amounts may be awarded at a per capita rate to be determined and must be used for refugees within their R&P period. In the

Affiliate R&P Funding Strategy and Policy, applicants should describe how any additional direct assistance R&P funds would be distributed to affiliates in their network to supplement the per capita grant according to factors that may vary geographically such as cost of living, housing, and additional caseload vulnerabilities. Proposals should discuss how the applicant would determine which affiliates are eligible to receive such additional funding, and should describe their strategy to administer these additional direct assistance funds throughout their network.

You may also include any necessary subsections here that detail this strategy and policy.

f) Affiliate and Sub-Office Abstracts (Maximum 3 pages each)

Applicants must submit an abstract for each affiliate office and sub-office, existing or proposed. The affiliate and sub-office abstracts should follow the abstract completion instructions listed in Appendix B using the sample format provided on Grants.gov. All abstracts should be uploaded to

Grants.gov as one continuous file. New applicants and/or new sites need not complete sections that request information from previous fiscal years.

Each affiliate or sub-office abstract should present information pertaining only to activities of that specific office and should not include data related to activities corresponding to sub-offices, or administering affiliates.

Applicants with refugee foster care programs should submit a URM affiliate abstract for each URM site.

For submission with the R&P proposal, abstracts for individual affiliate and sub-office sites are to be arranged in alphabetical order, first by state name (not by state abbreviation), then by city within each state where the office is located. NOTE: For all documents and attachments, affiliates and sub-offices should be arranged in this order. All offices should be identified by location (State, City) and PRM code (e.g., FLXXX01). For all Washington, D.C. locations, please use “Washington” for the city, and

“District of Columbia” for the state should be included at the end. All proposed new affiliates should be included at the end of this document.

Please interfile the abstracts as a single electronic document in this fashion:

Each sequential abstract should begin on a new page.

Each affiliate and sub-office abstract is limited to three pages.

If a sub-office is located in a different state than its administering affiliate, the sub-office abstract should be positioned by state rather than with its administering affiliate.

g) URM Affiliate and Sub-office Abstracts (Maximum 3 pages each)

Applicants must submit an abstract for each URM affiliate office and sub-office, existing or proposed. The URM affiliate and sub-office abstracts should follow the URM abstract completion instructions listed in Appendix

C using the sample format provided on Grants.gov. All URM abstracts should be uploaded to Grants.gov as one continuous file. New applicants and/or new sites need not complete sections that request information from previous fiscal years.

Each URM affiliate or sub-office abstract should present information pertaining only to activities of that specific office and should not include data related to activities corresponding to sub-offices or administering affiliates.

For submission with the R&P proposal, URM abstracts for individual affiliate and sub-office sites are to be arranged in alphabetical order, first by state name (not by state abbreviation), then by city within each state where the office is located. NOTE: For all documents and attachments, affiliates and sub-offices should be arranged in this order. All offices should be identified by location (State, City) and PRM code (e.g., FLXXX01). For all Washington, D.C. locations, please use “Washington” for the city, and “District of Columbia” for the state should be included at the end. All proposed new affiliates should be included at the end of this document.

Please interfile the abstracts as a single electronic document in this fashion.

Each sequential abstract should begin on a new page.

Each affiliate and sub-office abstract is limited to three pages.

If a sub-office is located in a different state than its administering affiliate, the sub-office abstract should be positioned by state rather than with its administering affiliate.

h) FY 2022 Proposed Consolidated Placement Plan

Applicants should submit a proposed consolidated placement plan for FY

2022 that enumerates each affiliate or sub-office’s proposed arrivals.

Arrivals should be broken out by refugee and SIV (as shown in sample).

Applicants are urged to submit the proposed placement plan as the Microsoft

Excel Spreadsheet sample format provided on Grants.gov.

i) Three-Year Affiliate Monitoring Plan

Applicants should provide their three-year affiliate monitoring plan, beginning with sites monitored in FY 2020 and continuing through FY 2022.

Applicants are encouraged to submit the three-year monitoring plan as a

Microsoft Excel Spreadsheet similar to that of the sample provided on

Grants.gov.

When submitting this information, the applicant should list all affiliates and sub-offices. Sites should be listed by state name and city in alphabetical order (one city per line).

Affiliate codes are those assigned by the Refugee Processing Center.

Please include all sites, including those which resettled fewer than 100 refugees in FY 2021. Sites with fewer than 50 refugees expected in FY

2022 need not be scheduled for monitoring in FY 2022. Rather, please note “fewer than 50 refugees” (see sample format). The Bureau recognizes that this monitoring plan is subject to change.

Only note official R&P monitoring visits on the plan. This may include scheduled monitoring visits, visits resulting from a change in resettlement director, or special circumstances that warrant an otherwise out-of-sequence visit. Include the reason for the special circumstances visit. Do not include visits for the sole purpose of technical assistance and/or training. Include the reason for the special circumstances visit.

Applicants should not include foster care sites.

Identify the month of monitoring.

j) R&P Headquarters Staff Detail

Applicants should submit information on R&P headquarters staff and their proposed responsibilities on a Microsoft Excel Spreadsheet similar to that of the sample provided on Grants.gov. List on this attachment all headquarters staff members working on R&P, each R&P FTE percentage, a description of the R&P duties performed, and the total R&P FTE. For existing applicants, also include the total R&P FTE approved in FY 2021, and clearly identify and explain any changes in the number of FTEs proposed for FY 2022.

k) Headquarters Organizational Chart Applicants should submit an organizational chart that diagrams the structure of the organization and the positions within, clearly distinguishing all staff paid by or contributing to R&P, and how the R&P Program fits into the larger organizational structure. The organizational chart should clearly align with the headquarters staff Excel spreadsheet.

l) Supporting Documentation for New Affiliates and Sub-offices, if applicable

All applicants should provide a statement of rationale for each proposed new affiliate or sub-office. The rationale should discuss the need for resettlement capacity in the proposed location, the factors considered in selecting the location, and provide evidence of strong community support, particularly from required quarterly consultation participants. Prior to proposing a new affiliate or sub-office, applicants must consult with potential partners in the proposed new site, as detailed in the abstract template. The rationale should document any community consultations beyond the required minimum detailed in the abstract, including what topics were discussed, who was consulted, when meetings were held, and the outcome of the discussions.

The rationale should be accompanied by:

a completed abstract, a letter of support from the proposed affiliate’s or sub-office’s governing entity, i.e., board of directors, a letter of support from the state refugee coordinator, letters of support from quarterly consultation participants (optional), an explanation of the proposed management structure at the new affiliate or sub-office, a timeline for the opening of the proposed office and implementation of program activities, and a detailed training plan for R&P staff.

Supporting documentation for new affiliates and sub-offices, including the rationale, should not exceed 20 pages per site. During the proposal review process, PRM may request additional information.

m) Accountability to Affected Populations (AAP) Framework

PRM requires applicants to include in their proposal an organizational framework on accountability to affected populations prior to an award being issued. The framework should be three to five pages in length, discuss collection and analysis techniques, and explain how beneficiary feedback will be used to change programming decisions where appropriate.

We encourage partners to align their AAP frameworks with the Inter-

Agency Standing Committee’s Five Commitments to Accountability to

Affected Populations. PRM will consider funding activities aimed at incorporating beneficiary feedback as part of overall program budgets. If an applicant has already submitted an organizational AAP framework to

PRM as part of a separate proposal, they may submit the same framework for this proposal.

n) Risk Analysis

PRM requires applicants to include in their proposal a risk analysis as a separate document. The risk analysis should address any potential programmatic or administrative risks, including that of fraud or corruption, and should assess the level of risk that the proposed program may inadvertently benefit terrorists or their supporters specific to the proposed project. As applicable, proposals must include plans to mitigate risk factors. Applicants are urged to submit the risk analysis in the format of the template provided on Grants.gov.

3. Dun and Bradstreet Data Universal Numbering System (DUNS) Number and System for Award Management (SAM)

Each applicant is required to:

a. be registered in SAM at (www.sam.gov) before submitting its application;

b. provide a valid DUNS number in its application; and

c. continue to maintain an active SAM registration with current information at all times during which it has an active PRM award or an application or plan under consideration by PRM.

No federal award may be made to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time the PRM award is ready to be made, PRM may determine that the applicant is not qualified to receive a PRM award and use that determination as a basis for making a PRM award to another applicant.

Proposals must be submitted via Grants.gov (not via SAMS Domestic).

Grants.gov registration requires a DUNS number and active SAM.gov registration.

If you are new to PRM funding, the Grants.gov registration process can be complicated. We urge you to refer to PRM’s General NGO Guidelines

“Application Process” section for information and resources to help ensure that the application process runs smoothly. PRM also strongly encourages organizations that have received funding from PRM in the past to read this section as a refresher.

Applicants may also refer to the “For Applicants” page on Grants.gov for complete details on requirements.

Do not wait until the deadline to submit your application on Grants.gov.

Organizations not registered with Grants.gov should register well in advance of the deadline as it can take up to two weeks to finalize registration (sometimes longer for non-U.S. based NGOs to receive required registration numbers). We also recommend that organizations, particularly first-time applicants, submit applications via Grants.gov no later than one week before the deadline to avoid last-minute technical difficulties that could result in an application not being considered. PRM partners must maintain an active SAM registration with current information at all times during which they have an active federal award or an application under consideration by PRM or any federal agency.

When registering with Grants.gov, organizations must designate points of contact and Authorized Organization Representatives (AORs). Organizations based outside the United States must also request and receive an NCAGE

(https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx ) code prior to registering with SAM.gov. Applicants experiencing technical difficulties with the

SAM registration process should contact the Federal Service Desk (FSD) online or at 1-866-606-8220 (U.S.) and 1-334-206-7828 (International).

Applications must be submitted under the authority of the Authorized Organization

Representative at the applicant organization. Having proposals submitted by agency headquarters helps to avoid possible technical problems.

If you encounter technical difficulties with Grants.gov please contact the

Grants.gov Help Desk at support@grants.gov or by calling 1-800-518-4726.

Applicants who are unable to submit applications via Grants.gov due to Grants.gov technical difficulties and;

a. who have reported the problem to the Grants.gov help desk;

b. received a case number; and

c. had a service request opened to research the problem;

may contact the relevant PRM Program Officer before the submission deadline to determine whether an alternative method of submission is appropriate.

https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx

It is the responsibility of each applicant to ensure the appropriate registrations are in place and active. Failure to have the appropriate organizational registrations in place is not considered a technical difficulty and is not justification for an alternate means of submission.

In accordance with 2 CFR §200.113, Mandatory disclosures, the non-Federal entity or applicant for a Federal…