PRM Guidelines for Submission of Proposals for FY 2004 Assistance Programs in the South Caucasus

Overview

In FY 2004, the Bureau of Population, Refugees and Migration’s (PRM) funding priority for the South Caucasus -- Georgia, Armenia and Azerbaijan -- is to improve the living places of internally displaced persons (IDPs) and refugees, particularly collective centers in the poorest conditions.

PRM values the cooperation of international non-governmental organizations (NGOs) in the implementation of humanitarian assistance activities worldwide. PRM also recognizes that clear communication enhances cooperation and that international NGOs can plan and respond more efficiently when they understand donors’ objectives. With these factors in mind, PRM has developed the following guidelines for international NGOs that wish to submit proposals for the implementation of PRM’s FY 2004 assistance programs for refugees and IDPs in the South Caucasus. Proposals must be submitted to PRM in Washington no later than March 31, 2004.

Proposal Considerations
PRM recognizes that the most urgent unmet need for IDPs and refugees in the South Caucasus is adequate housing. The aim of PRM’s assistance in FY 2004 is to rehabilitate collective centers in the poorest conditions so they meet basic shelter needs, including walls, roofs, sanitation, and access to potable water. In circumstances where rehabilitation is not practical or cost-effective, new construction may be considered.

PRM will consider proposals that meet the requirements outlined in these guidelines. PRM will fund projects ranging from $50,000 to no more than $400,000. Projects will be funded for a period not to exceed 12 months. Applicants are encouraged to seek funds from other donors to support future shelter assistance projects in the South Caucasus.

PRM will give priority to proposals from international NGOs with a proven track record in rehabilitating/constructing IDP and refugee shelters in the South Caucasus. Proposals that include cost-effective strategies as well as in-kind contributions from beneficiaries will be favored. PRM will also favor proposals that build on or work in tandem with efforts by the ICRC, UNHCR and other international organizations to address the housing needs of refugees and IDPs.

While PRM has no plans to award grants directly to local NGOs, PRM encourages applicants to partner with local NGOs and provide oversight on projects. Such partnerships should have solid track records and on-the-ground experience in the region. Proposals should include a brief description of the capacity of potential partners.

Applicants are encouraged to involve beneficiaries in all aspects of project development and implementation.

Proposal Format
Proposals must follow the format below.

I. Executive Summary
The executive summary should include the following information and be limited to one page:

1. Name of organization;
2. Contact information (headquarters and in-country);
3. Point of contact, titles;
4. Project title;
5. Countries/regions targeted by project;
6. Number and description of beneficiaries;
7. Proposed period of activity;
8. Total dollar amount of project -- include amount requested from PRM, funds from other sources, and dollar value of in-kind contributions;
9. Budget summary; and
10. Brief project description -- in one succinct paragraph describe the problem and how it will be addressed. Also state the goal and expected results of the project.

B.  Suggested Elements:

1. Context-Specific Programming
   Ensure that the proposal reflects an understanding of the shelter needs of IDPs and refugees in the South Caucasus.
2. Beneficiary Interaction and Capacity Building
   Explain how the activity involves the targeted population in its design and implementation.
3. Coordination Efforts

1. Indicate if this project will stand alone, or if it will be part of your on-going project(s).
2. Describe how the project fits into other host government shelter programs in the country. Explain your coordination with host government agencies that are responsible for land and property rights, especially when new construction will be proposed.
3. Explain your plans to coordinate with UNHCR, ICRC as well as other international organizations that are implementing shelter rehabilitation projects in the region to prevent overlap and duplication.
4. Codes of Conduct
   Proposals must include a copy of the applicant’s Codes of Conduct and a discussion of how the codes of conduct will be reflected in project implementation.
5. Management and Security
   1. Describe the organization’s management structure and describe how this structure will be used to achieve the stated objectives.
   2. Provide examples of past performance that demonstrate the organization’s success in rehabilitating and/or constructing shelters for IDPs and refugees in the South Caucasus.
   3. Describe the current security situation in the region of the project’s operation and the organization’s ability to achieve project objectives given the current level of security.
   4. Identify indicators that will be used to assess when project objectives cannot be met, and when the project would be suspended, due to security concerns.
   5. State whether or not your organization and its Board of Directors have adopted the InterAction Security Planning Guidelines. If not, explain.   
6. Monitoring and Performance Measurement
   Describe your monitoring plan. Include, at a minimum, the following elements in the description:
   1. A timeline to help PRM track the project’s progress.
   2. Baseline and expected performance targets for each objective.
   3. Indicators and details on how objectives will be measured, including frequency of the measurements, units of measure, and dates when objectives will be met.
   4. Organizations that received funding from PRM in previous years should include an assessment of their programs’ success in meeting their goals.

1. Provide a summary of the budget to include the major line items of the project accompanied by a budget narrative. Identify sub-grantees in the narrative, if applicable. 
2. Provide a detailed budget, broken down by each objective listed in Section III, and where possible, break out the budget by activity.
3. Detailed budget should also include a breakdown of the dollar amount requested from PRM, the dollar amount(s) from other sources (including your own organization) and the dollar value of any in-kind contribution from beneficiaries.
4. Include all staffing and office needs that are directly relevant to the project.

1. Before forwarding proposals to Washington, applicants must consult with: Francis Sarge Cheever
   Regional Refugee Coordinator
   U.S. Embassy
   25 Atoneli
   Tbilisi, Georgia
   Telephone: (995) 32-98-99-67 Ext: 4173
   Fax: (995) 32-92-28-44
   Email: CheeverFS@state.gov
2. The official proposal submission must include a signed, and dated cover letter on the applicant’s letterhead.
3. Proposals should be no more than 10 pages in length (not including budget, budget narrative, SF 424, and required signed certifications).

All submissions must include the following

1. Original proposal in triplicate

2. Copy of the organization’s U.S. Government Negotiated Indirect Cost Rate Agreement (NICRA), if applicable
3. The following U.S. Government Certifications, signed and dated:
   1. Certification Regarding Lobbying
   2. Certification Regarding Debarment, Suspension and Other Responsibility Matters
   3. Certification Regarding Drug-free Workplace Requirements

Forms are available at http://www.state.gov/g/prm/fund

1. Completed Standard Form 424 budget breakdown
2. Information in support of any cost-sharing/cost-matching arrangements
3. Information detailing the source of in-kind contributions, if any
4. Details on any sub-agreements associated with the project (should be part of the budget submission as noted above)
5. Copy of the organization’s Code of Conduct, which should reflect the IASC’s six core principles
6. If the organization has not previously received funding from PRM, copies of 1) the most recent external financial audit, 2) incorporation papers and 3) confirmation of non-profit tax status.  

Etta Toure
Program Officer
Department of State
Bureau of Population, Refugees, and Migration
2401 E St. NW, Suite L505
Washington, D.C. 20522-0105
Telephone (202) 663-1064
Fax (202) 663-1530
Email: Toureeb@state.gov

Please direct all questions to Etta Toure at Toureeb@state.gov or Francis Sarge Cheever at CheeverFS@state.gov