fy2016 reception and placement notice of funding opportunity.docx

U.S. DEPARTMENT OF STATE

BUREAU OF POPULATION, REFUGEES, AND MIGRATION (PRM)

FY2016 Notice of Funding Opportunity for Reception and Placement Program

Funding Opportunity Number: PRM-PRMUSRAP-16-001

Catalog of Federal Domestic Assistance (CFDA) number: 19.510 - U.S. Reception and Placement Program

Announcement issuance date: Friday, April 24, 2015

Proposal submission deadline: Tuesday, June 23, 2015 at 12:00pm (noon) EDT. Proposals submitted after this deadline will not be considered.

**ADVISORY: All applicants must submit proposals through the website Grants.gov NOT through GrantSolutions.gov. Please note that if you apply on the GrantSolutions.gov site, your application will be disqualified. PRM strongly recommends submitting your proposal early to allow time to address any difficulties that may arise.**

Full Text of Notice of Funding Opportunity

A. PROGRAM DESCRIPTION

Proposed Program Start Date: October 1, 2015

Duration of Activity: October 1, 2015 through September 30, 2016 Applicants must continue to re-compete for PRM funding each year. Furthermore, in funding a project one year, the Bureau of Population, Refugees, and Migration (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.

Sample Attachment Formats:

Sample formats of the following documents are available on Grants.gov. The Excel documents are included in a single Excel workbook.

· National Management Budget Summary, FY2016 (Excel Document)

· National Management Budget Detail, FY2016 (Excel Document)

· Affiliate/Sub-office Abstract (Word Document)

· URM Affiliate/Sub-office Abstract (Word Document)

· FY2016 Proposed Consolidated Placement Plan (Excel Document)

· FY2016 Placement Matrix (Excel Document)

· Three-year Affiliate Monitoring Plan (Excel Document)

· R&P Headquarters Staff (Excel Document)

Appendix A: Budget Guidance

Appendix B: Abstract Completion Instructions

Appendix C: URM Abstract Completion Instructions

Note: As in prior years, PRM has updated the fiscal year (FY) 2016 Reception and Placement (R&P) Program Notice of Funding Opportunity (NOFO) from earlier funding announcements in order to clarify some provisions and ensure that proposals from applicants have all relevant information.

I. Purpose of the Reception and Placement 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 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 Immigration and Nationality Act (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.

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, 2015 through September 30, 2016. 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.

II. Program Objectives for FY2016

a) To ensure that R&P core services and basic needs support are made available in an appropriate language[footnoteRef:1] to refugees through nationwide networks of affiliated offices; [1: As set forth in the existing Cooperative Agreement, the agency or affiliate will have on staff, or available from within the community of resettlement, persons who can communicate with the refugee in a common language, and who can assist with the provision of services as needed, and will be available to the refugee on a daily basis during the R&P period. Appropriate language interpretation/translation is defined in the Cooperative Agreement as “interpretation/translation which allows for communication with the refugee in his/her native language, if possible, or in a common language in which the refugee is fluent.”]

b) To promote the placement of all refugees in areas conducive to the attainment of economic self-sufficiency;

c) To promote refugee placement through agencies that maximize the use of private resources and programs;

d) To promote effective resettlement through community involvement including, but not limited to, coordination with ethnic and other community-based organizations and through consultation and coordination with state and local public officials involved in assisting refugees;

e) To ensure that each refugee receives the following R&P basic needs support and core services according to standards included in the Cooperative Agreement within the specified time frame, and that provision of such services is well-documented in case files:

1. Sponsorship assurance;

2. Pre-arrival planning;

3. Reception;

4. Basic needs support for at least 30 days, including the provision of: decent, safe, sanitary, and affordable housing; essential furnishings; appropriate food and food allowances and other basic necessities; necessary clothing; assistance applying for social security cards; assistance in obtaining health screening and assistance accessing other necessary health and mental health services; assistance in obtaining appropriate benefits, other social services, and English language instruction; assistance with enrollment in employment services; assistance registering children in school; and transportation to job interviews and job training;

5. At least two home visits within the first 30 days and a third home visit to permanent housing if the refugee moves from temporary housing within the R&P period;

6. Case management, including the development and implementation of individualized service plans during the initial 30-day period;

7. Cultural orientation, with appropriate language interpretation as needed;

8. Assistance to refugee minors resettled in non-parental family units, as required: initial placement suitability assessments; orientation to U.S. child welfare requirements; assistance regarding guardianship and legal obligations in caring for the child; regular and personal contact; and follow-up assessments and suitability determinations.

f) To maintain the capability and flexibility to receive and place new caseloads, including refugees with special needs, and to shift program and staff resources to reflect changing refugee populations and arrival patterns;

g) To ensure effective monitoring of local affiliates performing R&P services in accordance with the Cooperative Agreement.

h) To achieve R&P performance outcomes, specifically:

1. Refugee is in a safe, stable environment

a. Refugee is picked up at the airport upon arrival with appropriate language interpretation as needed

b. Refugee is placed in a safe dwelling

c. Refugee is placed in an affordable dwelling

d. Refugee has basic necessities

2. Refugee can navigate appropriate and relevant systems

a. Refugee can access/use appropriate transportation

b. Refugee obtains own food and basic needs

c. Refugee obtained social security card and other identification as needed

d. Refugee accesses health care

e. Refugee demonstrates ability to contact emergency services

f. Refugee children are enrolled in school within 30 days of arrival

g. Refugee knows where to get assistance to file paperwork to bring family members to the United States

h. Refugee knows how to ask for interpretation services

3. Refugee family is connected to means of ongoing support for self/family

a. Refugee is connected to or enrolled in eligible services

b. Refugee is financially supported (or self-sufficient)

c. Refugee can explain where the household money will come from when the initial assistance is finished

4. Refugee understands surroundings and situation

a. Refugee knows his/her address, knows how to make phone call, and how to be contacted

b. Refugee understands the effects of moving

c. Refugee knows the role of the agency and expectations of the agency and self

d. Refugee has a basic understanding of U.S. laws and cultural practices

i) To ensure that R&P program and performance information is accessible to the public.

III. Funding Procedures

Under current funding procedures, each agency with which the Bureau enters into a Cooperative Agreement (CA) is provided $1,975 for 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. The 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 and for the delivery of services to refugees in accordance with program requirements as described in the CA. In addition, the Bureau funds national R&P Program management costs according to separately negotiated and approved budgets based on the applicant’s sponsorship capacity.

The annual ceiling for refugee admissions is established by the President following consultations with the Congress towards the end of FY2015. The FY2016 appropriation and refugee ceiling have not yet been determined. For planning purposes, applicants should use the following refugee admissions projections as a baseline, although that may not necessarily be the ceiling that will be set by the President for FY2016. Projections by region are as follows:

In addition, applicants should include 7,000 Special Immigrant Visa recipients in their planning.

As in previous years, applicants should base their placement plans provided to PRM in response to this notice of funding opportunity on the capacity of their network of local affiliates, which will have consulted with resettlement partners in their communities in order to ensure that the placement plans are reasonable and appropriate. Should the FY2016 Presidential Determination and appropriation processes result in ceilings that are different from the total capacity that has been proposed by all approved applicants, the Bureau will work with approved applicants, as necessary, to develop a revised plan, as it has in previous years.

IV. 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), 1401 Wilson Boulevard, Suite 1100, Arlington, VA 22209.

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 ceilings established by the FY2016 Presidential Determination; the proposed capacity of the applicant and its affiliates; recommendations of the Office of Refugee Resettlement, as well as state and local officials; the applicant’s demonstrated ability to implement its proposed placement 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 Special Immigrant Visa (SIV) recipients requesting R&P services will be allocated to the approved applicants as refugee cases.

New applicants should provide a reasonable estimate of the applicant’s service capacity for new refugee arrivals.

B. FEDERAL AWARD INFORMATION

Proposed Program Start Date: October 1, 2015

Duration of Activity: October 1, 2015 through September 30, 2016 Applicants must continue to re-compete for PRM funding each year. Furthermore, in funding a project one year, the Bureau of Population, Refugees, and Migration (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.

C. ELIGIBILITY INFORMATION

The Bureau intends to award Cooperative Agreements (CA) for FY2016 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. Applicants should understand that participation in the FY2015 R&P Program is neither a pre-condition for nor a guarantee of continued participation in FY2016.

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

1. Be well-established social service providers 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;

2. Have been in operation for at least three full years in 501(c)(3) non-profit status;

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

4. Operate 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.

Additional eligibility information:

· 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:

(a) Application packages may be downloaded from the website 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.

· 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 (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):

1. OMB Standard Form 424 (Version 02) -- Application for Federal Assistance

2. OMB Standard Form 424 A -- Budget Information - Non Construction Programs

3. OMB Standard Form 424 B -- Assurances - Non Construction Programs

Other Required Information (Instructions are detailed below):

a. Project Narrative

b. National Management Budget Summary and Detail

c. National Management Budget Narrative

d. Affiliate/Sub-office Abstracts

e. URM Affiliate/Sub-office Abstracts, if applicable

f. FY2016 Proposed Consolidated Placement Plan

g. FY2016 Placement Matrix

h. Three-year Affiliate Monitoring Plan

i. R&P Headquarters Staff

j. Headquarters Organizational Chart

k. Supporting documentation for new sites as attachments, if applicable

l. Letters of Support for Out-of-State Placement Exceptions, if applicable

m. Codes of Conduct on the prevention of sexual exploitation and abuse

n. Current U.S.G. Negotiated Indirect Cost Rate Agreement

o. If the organization has not previously received funding from PRM prior to the U.S.G. fiscal year ending September 30, 2004, copies of 1) the most recent external financial audit, 2) non-profit tax status under IRS 501 (c)(3), 3) Data Universal Numbering System (DUNS) Number, and 4) Employer ID number (EIN)/Federal Tax Identification. If your organization has never applied for PRM funding before and is not registered with the government-wide System for Award Management (www.SAM.gov) and/or does not have a Data Universal Numbering System (DUNS) number, you will need to get a DUNS number and then register with SAM.gov before you can submit a proposal to Grants.gov. The SAM.gov and DUNS registration process can take some time so we recommend you start as early as possible.

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.

· National Management Budget Summary, FY2016 (Excel Document)

· National Management Budget Detail, FY2016 (Excel Document)

· Affiliate/Sub-office Abstract (Word Document)

· URM Affiliate/Sub-office Abstract (Word Document)

· FY2016 Proposed Consolidated Placement Plan (Excel Document)

· FY2016 Placement Matrix (Excel Document)

· Three-year Affiliate Monitoring Plan (Excel Document)

· R&P Headquarters Staff (Excel Document)

Codes of Conduct: PRM strongly supports the Inter-Agency Standing Committee’s (IASC) Plan of Action to protect beneficiaries of humanitarian assistance from sexual exploitation and abuse. PRM partners must have Codes of Conduct consistent with the IASC’s six core principles signed and implemented within their organizations. Applicants should include codes of conduct as an attachment to the proposal application. (IASC’s core principles document can be found at: http://www.humanitarianinfo.org/iasc/pageloader.aspx?page=content-products-products&sel=14)

PRM further encourages NGO partners to develop clearly articulated policies to both respond to and prevent this type of abuse.

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 16 pages. If applicable, include 1 additional page to describe the Unaccompanied Refugee Minor (URM) program and 2 additional pages to describe International Organization for Migration (IOM) loan billing services.

· 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 Application Package.

Organizational Management

Each applicant should briefly describe its organizational structure and its formal or legal relationships with its affiliates and sub-offices. Describe any recent or anticipated changes in headquarters management, organization, operations, or policies.

State the number of placement sites (number of affiliates and sub-offices). State the number of joint sites, if any, and the agencies with which the applicant collaborates. If joint sites are used, describe the benefit and costs to the federal government, the national and local agencies, local communities, and refugees of this model of management. List all affiliate and sub-office sites opened and closed during FY2015 as well as proposed new sites and sites planned for closure in FY2016. Current participants must follow program requirements for closing affiliates and sub-offices.

Applicants with existing programs should include a narrative description of how they actively manage their affiliate network. Describe a coherent strategy or rationale for selecting and maintaining resettlement sites in the placement network. Describe how the applicant manages resources to meet, and demonstrates accountability for, program outcomes. Specify indicators the applicant uses to measure achievement of program objectives a) through i) listed in Section A.II. Program Objectives for FY2016 of this notice of funding opportunity, and how this information is used to measure performance. It is recommended that objectives and activities be submitted in SMART format as an attachment. Describe what resources and guidance the applicant provides to its affiliates to support affiliates’ efforts to partner with other local service providers. Describe how the applicant assists in resolving local and state challenges to the local resettlement program. Describe how the applicant assists in resolving issues that arise as a result of federal policy changes. Describe the applicant’s public outreach strategies for FY2016 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. Describe how affiliate quarterly consultations are used to inform program management decisions at the local and national level.

New Sites: For all applicants, the Bureau will consider requests to open new sites if accompanied by appropriate documentation. Documentation should be submitted as additional attachments to the proposal.

Placement

Articulate the applicant’s placement planning procedures. Describe criteria used to determine placement throughout a network which guarantees quality, language-appropriate R&P services for arriving refugees of diverse backgrounds. Explain where significant increases or decreases in placement are expected in FY2016. Describe multi-directional communication flow for the sharing of information that affects placement in local communities and affects support of local and state government for refugee resettlement. Describe how fluctuations in arrivals are addressed and how the applicant responds to variable arrival patterns while ensuring the required level of service to all refugees.

The radius for placement by affiliates is restricted to 100 miles within the same state for predestined cases and cases with U.S. ties, and 50 miles within the same state for cases with no U.S. ties. If an applicant proposes to place predestined or cases with U.S. ties outside the 100-mile in-state radius, provide a rationale and a list of such sites. Placement of cases allocated with no U.S. ties beyond the 50-mile in-state restriction is not permitted.

PRM strongly encourages addressing the needs of potentially vulnerable and underserved groups among the beneficiary population (women; children; older individuals; the sick; individuals with disabilities; lesbian, gay, bisexual, transgender, or intersex (LGBTI) individuals and other minorities). Please briefly analyze (1) associated risks and R&P program implementation challenges posed by gender dynamics; and (2) how R&P program activities will mitigate these risks and be accessible to vulnerable groups (particularly women and girls).

· 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 overseas into foster care and wishes to continue these placements in FY 2016, the proposal should describe headquarters procedures for placing and assuring such cases during FY2015 and list participating affiliates. Applicants should also provide URM Affiliate Abstracts for each foster care site and include such sites in their consolidated placement plan.

Network Oversight, Training, and Monitoring

The applicant should describe how headquarters staff assess and monitor local ability and perform oversight of their affiliates’ delivery of services, including monitoring outcome performance. Applicants should describe monitoring practices, procedures, and how problems identified during applicant or PRM monitoring are addressed and resolved. Applicants should describe trends observed during FY2014 and FY2015 and how corrections were achieved and best practices shared. Applicants should describe the link between monitoring results and training plans for FY2016.

Describe network training events related to R&P planned for FY2016, including the purpose of each event, the desired outcomes, mechanisms for ensuring appropriate staff receive the training, and how training effectiveness will be measured. Provide a brief description of how information and best practices will be shared throughout the network.

Include a brief description of the applicant’s fraud prevention strategies and activities, including how the applicant utilizes 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).

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 Cooperative Agreement and those set forth in the separate Memorandum of Understanding (MOU) with IOM. The description should address each of the Cooperative Agreement 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 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 services.

b. FY2016 National Management 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 headquarters. Applicants should provide a detailed and cost effective budget. The Budget must contain the following sections and should adhere to the requirements listed:

· FY2016 National Management Budget Summary

· FY2016 National Management Budget Detail

A sample excel format for the National Management Budget Summary and Detail is provided on Grants.gov. The sample format includes columns reflecting the Bureau (federal) and other (non-federal) funding sources as well as the total funding need. The Budget Summary requires each applicant to provide a breakdown of sources of non-federal funding and the amounts. This breakdown should correspond to the amount of non-federal funding included in the budget. The Budget Summary and Budget Detail should follow the suggested format 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.

c. FY2016 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 FY2016 National Management Budget Summary and Detail. The Budget Narrative should thoroughly and clearly describe each item; correspond with the information, comments, and figures provided on the Budget Summary and Detail; be easy to understand; demonstrate cost reasonableness; and reflect calculations that are mathematically correct and comply with guidelines and limitations. Note that page numbers should be sequential for the entirety of the Budget Narrative and separate from the project narrative pagination.

d. 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 partner agencies (at joint sites), sub-offices, or administering affiliates. Abstracts representing jointly operated affiliates must contain information in all fields regarding only the sponsoring agency’s activities; it should not reflect a combination of partner agencies’ information.

Applicants with refugee foster care programs should submit an 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 four 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.

e. URM Affiliate and Sub-office Abstracts (Maximum 4 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 partner agencies (at joint sites), sub-offices, or administering affiliates. URM abstracts representing jointly operated affiliates must contain information in all fields regarding only the sponsoring agency’s activities; it should not reflect a combination of partner agencies’ information.

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 four 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.

f. FY2016 Proposed Consolidated Placement Plan

Applicants are asked to submit a proposed consolidated placement plan for FY2016 that enumerates each affiliate or sub-office’s proposed arrivals. Applicants are urged to submit the proposed placement plan as the Microsoft Excel Spreadsheet sample format provided on Grants.gov.

g. FY2016 Placement Matrix

Applicants are asked to submit a placement matrix for FY2016 that indicates types of cases that affiliates are able to support. This matrix should include, but is not limited to, complex medical cases, individuals with mental health needs, large families, single-headed households, single refugees, the elderly, individuals with disabilities, and LGBTI individuals. While a sample format is provided in the application package, applicants may instead choose to submit a placement matrix they have already developed. Applicants are encouraged to submit the placement matrix as a Microsoft Excel Spreadsheet.

h. Three-Year Affiliate Monitoring Plan

Applicants are asked to provide their three-year onsite affiliate monitoring plan, beginning with sites monitored in FY2015 (including those proposed for the remainder of the fiscal year) and continuing through FY2017. Applicants are encouraged to submit the three-year onsite 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 resettle fewer than 25 refugees per year. Sites with fewer than 25 refugees expected in FY2015 need not be scheduled for monitoring in FY2016. Rather, please note “fewer than 25 refugees” (see sample format). The Bureau recognizes that this monitoring plan is subject to change.

· Identify joint sites and note which partner agency plans to monitor each joint site.

· Only note official, on-site R&P monitoring visits on the plan. This may include scheduled monitoring visits, visits resulting from a change in affiliate 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.

i. R&P Headquarters Staff

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, the hours per week each spends performing R&P duties, a description of the R&P duties performed, and funding source (distinguish R&P from other programs).

j. 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.

k. Supporting documentation for new sites as attachments, if applicable

All applicants should provide a statement of rationale for proposed new sites. Prior to proposing a new site, applicants must consult with stakeholders in the proposed new site. The rationale should document all such community consultations, including what topics were discussed, who was consulted, when meetings were held, and the outcome of the discussions. Participation shall include, at minimum, representation from the following offices: state refugee coordinator; state refugee health coordinator; local governance (city and/or county, as applicable); local and/or county public health; welfare and social services; and public education. In these consultations, applicants shall discuss the size and scope of the proposed program, and the participant stakeholders’ abilities to adequately receive and serve the proposed caseload. The rationale should be accompanied by: a completed abstract; a letter of support from the proposed site’s governing entity; a letter of support from the state refugee coordinator; letters of support from local social service agencies; an explanation of the proposed management structure at the new location; a timeline for the opening of the proposed site and implementation of program activities; and a detailed training plan for R&P staff. During the proposal review process, PRM may request additional information.

l. Letters of Support for Out-of State Placement Exceptions

If a participating applicant proposes to place predestined or cases with U.S. ties in a different state (regardless of distance) than that in which their affiliate is located, the applicant must submit, in PDF, a letter of support from the state refugee coordinator of the state of intended placement.

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

a) Each applicant is required to: (a) be registered in SAM 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.

b) Proposals must be submitted via Grants.gov (not via GrantSolutions.gov). 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 “New to PRM Funding” 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 “Applicant Resources” page on Grants.gov for complete details on requirements (http://test.grants.gov/web/grants/applicants/applicant-resources.html).

c) Do not wait until the last minute 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 get the 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.

d) 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 code prior to registering with SAM.gov.

e) 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.

f) 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 who have reported the problem to the Grants.gov help desk, received a case number, and had a service request opened to research the problem, should contact the relevant PRM Program Officer to determine whether an alternative method of submission is appropriate.

g) 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.

h) Pursuant to U.S. Code, Title 218, Section 1001, stated on OMB Standard Form 424 (SF-424), the Department of State is authorized to consolidate the certifications and assurances required by Federal law or regulations for its federal assistance programs. The list of certifications and assurances can be found at: https://www.statebuy.state.gov/fa/Documents/Listofoverseascertsandassurances.pdf.

4. Submission Dates and Times

Announcement issuance date: Friday, April 24, 2015

Proposal submission deadline: Tuesday, June 23, 2015 at 12:00pm (noon) EDT

5. Intergovernmental Review – Not Applicable.

6. Funding Restrictions. Federal awards will not allow reimbursement of Federal Award costs without prior authorization by PRM.

E. APPLICATION REVIEW INFORMATION

1. Criteria: Eligible submissions will be those that comply with the criteria and requirements included in this announcement. In addition, the review panel will evaluate the proposals based on the following criteria (100 points possible):

Organizational Management (30 points) – Documented headquarters organizational ability to manage a network of affiliates in multiple locations. Demonstrated strategy for selecting and maintaining resettlement sites in the placement network. Demonstrated coordination and established relationships between headquarters and affiliates. Demonstrated accountability for performance outcomes, including documentation of how program objectives and indicators are used to measure performance. Explanation of how the applicant will respond to an increased or decreased resettlement need while ensuring the required level of service to all refugees. Evidence of local coordination and consultation with, at minimum, community-based organizations and state and local public agencies providing services to refugees. Demonstrated support for affiliates’ efforts to partner with local service providers, and to resolve issues that arise locally and due to changes in federal policy. Documented public outreach strategies at the national, local, and state level. Proposal adheres to all submission guidelines.

Placement (25 points) – Proposed placement plan which reflects the agency’s ability to shift program and staff resources in response to changing refugee populations, arrival patterns, and local environment. Documented local affiliate ability to provide quality, language-appropriate reception and placement services for arriving refugees of diverse backgrounds. Documented multi-directional communication flow for the sharing of information that affects placement in local communities. Evidence of community support for local affiliates and for the refugee program. Documented contributions of significant private resources to the R&P Program at the local level.

PRM strongly encourages addressing the needs of potentially vulnerable and underserved groups among the beneficiary population (women; children; older individuals; the sick; individuals with disabilities; lesbian, gay, bisexual, transgender, or intersex (LGBTI) individuals and other minorities). All proposals should include a brief analysis of (1) associated risks and challenges posed by gender dynamics in the R&P program; and (2) how R&P program activities will mitigate these risks and be accessible to vulnerable groups (particularly women and girls).

Note that this section will be evaluated using the program narrative as well as information obtained from affiliate and sub-office abstracts.

Network Oversight, Training, and Monitoring (30 points) – Documented headquarters capacity to oversee, train, and monitor affiliate offices in accordance with established program requirements and performance standards, including a description of monitoring practices, procedures, and how problems identified are addressed and resolved. Description of trends observed, corrections achieved, and best practices shared. Evidence of the link between monitoring results and training plans for FY2016, including a specific description of how training conducted in FY2015 and FY2014 supported R&P program outcomes. Documented fraud prevention strategies and activities.

Financial Documentation (15 points) – Documented contributions of private resources to the R&P Program at headquarters. Detailed and cost-effective headquarters budget.

2. PRM will conduct a formal competitive review of all proposals submitted in response to this funding announcement. A review panel will evaluate submissions based on the above-referenced proposal evaluation criteria in the context of available funding. The panel will evaluate proposals to determine whether and to what extent the applicant's plan for refugee reception and placement meets the R&P Program's goals and objectives.

3. Department of State Review Panels may provide conditions and recommendations on applications to enhance the proposed program, which must be addressed by the applicant before further consideration of the award. To ensure effective use of limited PRM funds, conditions or recommendations may include requests to increase, decrease, clarify, and/or justify costs and program activities.

F. FEDERAL AWARD ADMINISTRATION INFORMATION

1. Federal Award Administration. A successful applicant can expect to receive a separate notice from PRM stating that an application has been selected before PRM actually makes the federal award. That notice is not an authorization to begin performance. Only the notice of award signed by the grants officer is the authorizing document. Unsuccessful applicants will be notified following completion of the selection and award process.

2. Administrative and National Policy Requirements. PRM awards are made consistent with the following provisions in the following order of precedence: (a) applicable laws and statutes of the United States, including any specific legislative provisions mandated in the statutory authority for the award; (b) Code of Federal Regulations (CFR); (c) Department of State Standard Terms and Conditions of the award; (d) the award’s specific requirements; and (e) other documents and attachments to the award.

3. Reporting

Successful applicants…