Funding Opportunity Number: PRM-A-12-CA-DOM-050311
Catalog of Federal Domestic Assistance (CFDA) number: 19.510 - U.S. Reception and Placement Program
Announcement issuance date: Tuesday, May 3, 2011
Proposal submission deadline: Tuesday, July 5, 2011 at 12:00pm (noon) EDT. Proposals submitted after this deadline will not be considered.
ADVISORY: Do not wait until the last minute to submit your application on Grants.gov. Applicants who have done so in the past and experienced technical difficulties were not able to meet the deadline. We recommend that organizations, particularly first-time applicants, submit applications via Grants.gov at least one week before the deadline to avoid last-minute technical difficulties that could result in your application not being considered.
Proposed Program Start Dates: October 1, 2011
Duration of Activity: October 1, 2011 through September 30, 2012
Applicants with multi-year programs must continue to re-compete for PRM funding each year. Furthermore, 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.
Reports and Reporting Requirements:
- Program reporting: PRM requires quarterly and final program reports describing and analyzing the results of activities undertaken during the validity period of the agreement.
- Financial Reports: Financial reports are required within thirty (30) days following the end of each calendar year quarter during the validity period of the agreement; a final financial report covering the entire period of the agreement is required within ninety (90) days after the expiration date of the agreement.
Sample Attachment Formats:
Sample formats of the following documents are available on Grants.gov. The Excel documents are included in a single Excel workbook.
Appendix A: Sample Budget Format
Appendix B: Abstract Completion Instructions
Note: As in prior years, the Bureau of Population, Refugees, and Migration has updated the fiscal year (FY) 2012 Reception and Placement (R&P) Program Request for Grant Proposal (RFGP) from earlier RFGPs in order to clarify some provisions and ensure that proposals from applicants have all relevant information. Language from the current Cooperative Agreement (CA) between PRM and participating agencies and language from current program policy documents has been included to clarify the requirements of the program and assist applicants in preparing adequate responses.
Other changes include:
I. PURPOSE OF THE RECEPTION AND PLACEMENT PROGRAM
The Reception and Placement (R&P) Program for the initial reception and placement of refugees in the United States is managed by the Bureau of Population, Refugees, and Migration of the Department of State (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 that enable refugees to be successfully resettled.
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, 2011 through September 30, 2012. The R&P service period is defined as an initial 30-day period that can be extended up to 90 days should more than 30 days be required to complete delivery of R&P services.
II. PROGRAM OBJECTIVES FOR FY 2012
A. To ensure that R&P core services and basic needs support are made available in an appropriate language to refugees through nationwide networks of affiliated offices;
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 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;
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 service programs, and English language instruction; assistance registering children in school; and transportation to job interviews and job training;
5. At least two home visits, in addition to the initial housing orientation visit, 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 resettlement plans during the initial 30-day period;
7. Community, health, and other orientation;
8. Assistance with enrollment in employment services;
9. Assistance to refugee minor children 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 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 and its attachments.
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 how to file paperwork to bring family members to the United States
h. Refugee can access interpretation as needed
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 American laws and cultural practices
I. To ensure that R&P program and performance information is accessible to the public.
III. ELIGIBLE APPLICANTS
The Bureau intends to award Cooperative Agreements (CA) for FY 2012 to well-qualified non-profit organizations able to offer a range of services in 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 capacity to provide required services. Applicants should understand that participation in the FY 2011 R&P Program is neither a pre-condition for nor a guarantee of continued participation in FY 2012.
In order to be considered for participation in the program, applicants must:
A. 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;
B. Have been in operation for at least three full years in 501(c)(3) non-profit status;
C. Document the availability of private financial resources to contribute to the program; and
D. 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.
IV. FUNDING PROCEDURES
Under current funding procedures, each agency with which the Bureau enters into a Cooperative Agreement (CA) is provided $1800 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 the private resources available to the applicant and may be used only at the local affiliate at which the refugee is 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 FY 2011. The FY 2012 appropriation and refugee ceiling have not yet been determined. For planning purposes, applicants should use the FY 2011 admissions ceiling as a baseline, although that may not necessarily be the ceiling that will be set by the President for FY 2012. As in previous years, applicants should base their placement plans provided to PRM in response to this RFGP 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 FY 2012 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.
V. 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 700, 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 FY 2012 Presidential Determination; the capacity of the applicant and its affiliates; placement recommendations of the Office of Refugee Resettlement, state, and local officials; the applicants’ 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 acknowledged placement capacity of the applicant. The Iraqi and Afghan Special Immigrant Visa (SIV) cases 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 placement capacity for new refugee arrivals.
VI. PROPOSAL EVALUATION PROCESS
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 below-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.
In order to provide NGOs with timely feedback, PRM may request revised proposals and/or budgets based on feedback from the panel and will inform applicants of the panel’s decision to recommend or not recommend funding proposed activities. PRM will follow up with formal notifications to NGOs of final decisions taken by Bureau management.
The panel will evaluate eligible proposals according to the following ranking factors (100 points possible):
Section 1 - Organizational Management - Documented headquarters organizational capacity to manage a network of affiliates in multiple locations. Demonstrated coordination and established relationships between headquarters and affiliates. Explanation of how the R&P agency will respond to an increased or decreased resettlement need while ensuring the required level of service to all refugees. Demonstrated accountability for performance outcomes. (20 points)
Section 2 - Placement - Proposed placement plan which is well-supported by documented local affiliate capacity to provide quality, language-appropriate reception and placement services for arriving refugees of diverse backgrounds and which reflects the affiliate’s ability to shift program and staff resources in response to changing refugee populations, arrival patterns, and changing capacity. Evidence of coordination and consultation with community-based organizations and state and local public agencies providing services to refugees. Evidence of community support for the local affiliates and for the refugee program. Documented capacity to contribute significant private resources to the R&P Program at the local level. (40 points)
Section 3 - Network Training and Monitoring - Documented headquarters capacity to train and monitor affiliate offices in accordance with established program requirements and performance standards. (20 points)
Section 4 - Financial Documentation - Documented capacity to contribute significant private resources to the R&P Program at headquarters. Detailed and cost-effective headquarters budget. (20 points)
VII. PROPOSAL REQUIREMENTS AND FORMAT
Applicants should report all data in terms of the federal fiscal year (i.e., October 1 through September 30).
Applicants should adhere to the following guidelines when preparing proposals:
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 and Budget Narrative
B. Budget (National Management Budget)
C. Affiliate/Sub-office Abstracts
D. FY 2012 Proposed Consolidated Placement Plan
E. Three-year Affiliate Monitoring Plan
F. R&P Headquarters Staff
G. Headquarters Organizational Chart
H. Supporting documentation for new sites as attachments, if applicable
I. Letters of Support for Out-of-State Placement Exceptions, if applicable
J. Current U.S.G. Negotiated Indirect Cost Rate Agreement
K. 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 Central Contractor Registry (CCR) and/or does not have a Data Universal Numbering System (DUNS) number you will need to get a DUNS number and then register with CCR before you can submit a proposal to Grants.gov. The CCR 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. Please note that the format used in each of these samples is suggested, not mandatory. There will not be a penalty for submissions prepared in alternate formats, as long as all required information is provided.
A. Project and Budget Narrative
The Project Narrative must contain the following sections and should adhere to the requirements listed:
Section 1 - Organizational Management (2 pages maximum)
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, 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. List all affiliate and sub-office sites opened and closed during FY 2011 as well as proposed new sites and sites planned for closure in FY 2012. Current participants should follow program requirements for closing affiliates and sub-offices.
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 in Grants.gov.
Applicants with existing programs should include a narrative description of how they actively manage affiliate network capacity to meet fluctuations in arrivals and respond to increased or decreased need while ensuring the required level of service to all refugees. State the applicant’s grievance policy.
Describe how the applicant manages resources to meet program outcomes.
Section 2 - Placement (4 pages maximum)
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.
All proposals should contain a description of how new refugee groups and refugees with special needs (e.g., victims of torture, women-headed households, Class A medical cases, refugees with significant medical or mental health conditions, unaccompanied or attached minors, or lesbian, gay, bisexual, transgendered, or intersex refugees) will be accommodated within the proposed network.
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.
· 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 2012, the proposal should describe headquarters procedures for placing and assuring such cases during FY 2012 and list participating affiliates. Applicants should also provide Affiliate Abstracts for each foster care site and include such sites in their consolidated placement plan.
Section 3 - Network Training and Monitoring (4 pages maximum)
The applicant should describe how headquarters staff assess and monitor local capacity and perform oversight of their affiliates’ delivery of services. Applicants should describe monitoring practices, procedures, and how problems identified during applicant or PRM monitoring are addressed and resolved.
Provide a brief description of network training events related to R&P conducted during FY 2011 and planned for FY 2012, including the purpose of each training, the desired outcome(s), and mechanisms for ensuring appropriate staff receive(d) the training.
Include a brief description of the applicant’s fraud prevention strategies and activities, including how the applicant informs refugees about the importance of combating fraud and how the applicant responds to alleged or possible fraud (including, but not limited to, immigration and welfare benefit fraud).
Section 4 – Financial Documentation
Applicant should document the capacity to contribute significant private resources to the R&P Program at headquarters. Applicant should provide a detailed and cost effective budget
-- Budget Narrative (4 pages maximum)
The Budget Narrative should describe in full detail each of the items included in the National Management Budget for FY 2012. The Budget Narrative should thoroughly and clearly: describe each item; correspond with the information, comments, and figures provided on the Excel budget format; be easy to understand; demonstrate cost reasonableness; and reflect calculations that are mathematically correct and comply with guidelines and limitations.
-- Loan Collection (2 pages maximum)
Applicant should describe how its system for collection of 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 the International Organization for Migration (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 collection 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 collection files? Are past due loan notes transferred to IOM in accordance with the steps set forth in Annex II of the IOM contract? Confirm the number of full and part-time staff devoted to the loan collection effort during the current year and the number expected to be devoted under a new agreement.
Note: Only applicants approved for loan collection may be assigned loans for collection; 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 collection program.
New Applicants Only
Please provide all information required above as well as:
B. Budget (National Management Budget FY 2012)
The R&P Program represents a long-standing public-private partnership, and is funded from a combination of public and private resources. A sample budget format is provided as an appendix to this announcement. 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 should follow the suggested budget format listed in appendix A. The applicant shall comply with the provisions of OMB Circular A-122, “Cost Principles for Non-profit Organizations”, the Bureau “General Conditions for Grants and Cooperative Agreements Awarded for Activities Performed Domestic,” and the Department of State Standard Terms And Conditions For Domestic Federal Assistance Awards.
C. Affiliate and Sub-Office Abstracts (Maximum 4 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 here. 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 FY 20010 and FY 2011.
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 abstract for each URM site, clearly labeling the R&P Program "URM" and including information related solely to URM resettlement.
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 (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.
Please interfile the abstracts as a single electronic document in this fashion.
D. FY 2012 Proposed Consolidated Placement Plan
Applicants are asked to submit a proposed consolidated placement plan for FY 2012 that describes each affiliate or sub-office’s proposed arrivals based on its capacity to resettle refugees. Applicants are urged to submit the proposed placement plan as a Microsoft Excel Spreadsheet similar to that of the sample format provided.
E. Three-Year Affiliate Monitoring Plan
Applicants are asked to provide their three-year onsite affiliate monitoring plan, beginning with sites monitored in FY 2011 (including those proposed for the remainder of the fiscal year) and continuing through FY 2013. Applicants are encouraged to submit the three-year onsite monitoring plan as a Microsoft Excel Spreadsheet similar to that of the sample provided.
F. 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. 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).
G. Headquarters Organizational Chart
Applicants should submit an organization chart that diagrams the structure of the organization and the positions within, clearly distinguishing all staff paid by or contributing to R&P.
H. Supporting documentation for new sites as attachments, if applicable
All applicants should provide a statement of rationale for new sites. The rationale should include justification for placement of the proposed refugee groups including employment opportunities, available low-cost housing, existing ethnic communities, staff and community language capacity, and available English language resources. 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 refugee 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.
I. 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.
VIII. Proposal Submission Requirements:
Proposal Submission Requirements:
See “How to Apply” (http://www.grants.gov/applicants/applicant_faqs.jsp#applying) on Grants.gov for complete details on requirements, and note the following highlights:
IX. PRM Point of Contact:
Should NGOs have technical questions related to this announcement, they should contact the PRM staff listed below prior to proposal submission. (Note: Responses to technical questions from PRM do not indicate a commitment to fund the program discussed.):
PRM Program Officer Irving Jones at JonesJI2@state.gov or 202-453-9248.
Appendix A: Sample Budget Format
The following provides guidance for the preparation of the national headquarters budget submissions using the sample Excel format available at Grants.gov.
Note that in the sample summary format some basic program information is requested in addition to the summary budget figures (on two separate tabs in the sample Excel workbook). Budget information is required by quarter, and applicants should provide real quarterly budgets, factoring in special events such as conferences or training.
Applicants with current R&P Cooperative Agreements with the Bureau should include the FY 2011 estimated spending per line item and provide a rationale in the budget narrative supporting the difference between FY 2011 estimated expenditure and FY 2012 proposed amount.
The FY 2012 Request for Grant Proposals (RFGP) for the Reception and Placement (R&P) Program includes the requirement that each proposing applicant submit a line item budget for FY 2012 national headquarters costs by quarter.
Applicants should submit a detailed budget of proposed FY 2012 national management costs, by quarter, following the instructions below.
Personnel and Fringe Benefits
This section of the budget should list individuals whose responsibility it is to oversee the provision of authorized R&P basic needs support and core services. Costs should include salaries and benefits of full-time and part-time program staff and administrative personnel associated with supervising the provision of R&P basic needs support and core services. Provide salary and Full-time Equivalent (FTE) for each individual. Fringe benefits should be provided as a single line item, representing total cost for all R&P staff listed. Personnel whose costs are included in an applicant's overhead base may not be included here.
If an employee works 100% of the time on the R&P Program, that employee should be listed as 1.0 FTE. If an employee works less than 100% of the time on the R&P Program, the FTE and funding level for the employee should be prorated appropriately. Applicants are reminded that any employee charged directly to the R&P program must complete time sheets demonstrating that the claimed amount of time was actually devoted to working on the R&P Program versus other responsibilities.
This section of the budget should include travel costs related to the R&P Program for the purposes of attending allocations meetings, travel to affiliate offices to conduct R&P monitoring or training, and attending the applicant’s national R&P conferences and relevant Bureau meetings. Relevant Bureau meetings are convened by the Bureau, and may include, but are not limited to, R&P Program meetings, workshops, and Regional, Minors, Allocations, and Cultural Orientation Working Groups. Estimate 24 relevant Bureau meetings. Travel costs for applicant advisory committee meetings and/or RCUSA meetings may not be included. No international travel costs may be included in this budget. Provide a brief description of the travel in the comments section (for example, number of trips for what purpose at a cost of $xx per trip). For each trip, include purpose of trip, departure and arrival cities, number of travelers, and duration of trip/number of days. Travel costs listed should include local taxi fares, POV mileage, airfares, per diem and lodging (when required for overnight trips).
This section of the budget should include equipment costs directly attributable to the R&P Program. Provide separate estimates for expendable and non-expendable equipment and furnishings, with explanation in the comments section. Non-expendable equipment is that which has a useful life of one year or more and an acquisition cost of $5000 or more per unit.
This section of the budget should include supply costs directly attributable to the R&P Program. Items listed in this section would include (as examples) stationery, copier paper, envelopes, paper clips, pens, pencils, file folders, or other small items generally used within one (1) year or less.
This section of the budget should include contractual costs directly attributable to the R&P Program. Provide and delineate the information according to appropriate category (e.g. computer consultant, program consultants, services of certified public accountants, etc. whose work is directly related to R&P). Applicants are reminded that contracts not dedicated entirely to the R&P Program may not be charged to the program.
This section of the budget should include space and utilities costs directly attributable to the R&P Program. Provide estimated costs for such items as rental or lease of office space, telephone service, postage and courier service, electricity, heat, water, and custodial and maintenance services – all for the appropriate share of the applicant’s costs in these categories devoted to the R&P Program.
This section of the budget should include costs directly attributable to the R&P Program not covered by any of the previous categories. Such costs must be individually itemized and explained. Some examples of costs that might appear in this section include subscriptions, briefing and orientation materials, and conference registrations.
This section should include only those charges resulting from the application of a U.S. Government (U.S.G.) approved indirect cost rate to recover an appropriate portion of an applicant’s indirect costs. Applicants with an approved negotiated indirect cost rate should submit via PDF attachment a copy of the most recent approved U.S.G. negotiated indirect cost rate agreement to support the rate reflected in this category.
Applicants are reminded that headquarters costs not dedicated entirely to the R&P Program may not be charged to the program.
Appendix B: Abstract Completion Instructions
Successful applicants will be required to submit additional affiliate and sub-office contact information during the post-award process. Applicants will be required to inform the Bureau throughout the year of any address or leadership changes.
National Agency: The name of the national agency.
Affiliate Code: For existing affiliates and sub-offices, enter the PRM affiliate code assigned by the Refugee Processing Center.
Office State: The state in which the affiliate is located.
Office City: The city in which the affiliate is located; the same city as in the Address field below.
Office Name: The name of the office where R&P services are provided.
Office Address: The street address of the office where R&P services are provided and files maintained.
Joint Sites: If the office operates as a joint site, provide the acronym of the other R&P agency or agencies that co-manage the office. Please consult with the co-managing agency or agencies to ensure that caseload and FTE statistics are well-coordinated and not double-counted. Information on Abstracts for jointly-operated affiliates must reflect only the sponsoring agency’s activities; it should not represent a combination of partner agencies’ information.
Sub offices/Administering Offices: The Abstract should clearly indicate whether the office is an administering or sub-office and identify management relationships with administering or sub-offices. The Bureau defines a sub-office as an office, operating under management supervision of an affiliate office, that provides R&P services and stores client case files during the R&P period.
R&P Program Affiliate Staffing: Staff information should be expressed in full-time equivalents (FTE). A full-time equivalent is determined by adding the number of hours each person devotes to R&P activities each week and dividing by 40. Thus, if four people each devote five hours per week to R&P, the resulting FTE is 0.5. Provide information on FY 2011 and FY 2012.
R&P Staff Paid by R&P Funds (FTE): The number of FTEs working on R&P who are paid from R&P funds (calculated according to example above).
R&P Staff Paid by Other Funds (FTE): The number of FTEs working on R&P who are paid from other (normally private) funding sources.
Refugee Client to R&P Staff Ratio: The ratio of the projected number of arrivals for FY 2011 and for FY2012 to the number of FTEs working on R&P.
Caseload Statistics: Provide statistics for the number of individuals according to the following instructions. The regional categories are defined as: AF-Africa; EA-East Asia; ECA-Europe and Central Asia; WH-Western Hemisphere; NE/SA-Near East/South Asia.
FY 2010 R&P Period Employment Outcome (All cases): The applicant must provide FY 2010 R&P period employment outcomes for all employable refugees at this site.
FY 2010 R&P Period Out-migration Outcome (All cases): The applicant must provide FY 2010 R&P period out-migration outcomes for all refugee arrivals at this site.
FY 2011 R&P Period Report Outcomes (all cases): The applicant must provide FY2011 R&P period report outcomes regarding refugees at this site being placed in a safe, stable environment. First state the total number of R&P period reports submitted at the time of completion of this abstract. Then for each item state the number of reports showing incomplete outcomes.
Narrative: The narrative portion of the abstract should include answers to the following questions. Please number each response. The questions below should not be repeated in your response.
1. Office History/Caseload:
2. Site Rationale: For existing or proposed sites, briefly describe why the community is a good location for resettling refugees. Include an assessment of availability of employment opportunities, appropriate housing and public transportation. Provide the approximate population of the city or metro area and the number of other affiliates there. List other short- and long-term resettlement and integration services available at this site and in this community. If this site is able to serve refugees with special needs, describe what type of special needs it can serve and how it is able to do so. If the site expects to resettle refugee groups from nationalities/ethnicities new to the resettlement location, please provide an assessment of the site’s capacity for resettling the anticipated new groups.
3. Health and Mental Health Programs: Describe the health and mental health programs that are unique and how that affects your ability to accept refugees with certain special needs. Describe how you share refugee medical information with state and local public health officials, both at time of placement decision and after arrival.
4. Consultations: Describe the date, content, and result of consultative discussions undertaken by the affiliate with state and local officials and stakeholders (e.g. state refugee coordinator, state refugee health coordinator, elected or appointed local officials, public service, health or education officials) in preparing this proposal. Include any concerns raised and compromises reached. For new sites, include evidence of the above consultations as well as support of other local affiliates, refugee and community service providers, and the state refugee coordinator.
5. Language Resources: Describe how the site will have available, through staff or within the community of resettlement, persons who can communicate with the refugees in an appropriate language and who can assist with the provision of services as needed on a daily basis during the R&P period.
6. Financial Resources: Enumerate in the chart below the financial contributions from all sources developed by the affiliate in FY 2011 and proposed for FY 2012 to support the R&P Program. Information on Abstracts for jointly-operated affiliates must reflect only the applicant agency’s activities; it should not represent a combination of partner agencies’ information. Include only those resources to be used for R&P activities. Describe the use of those resources for specific R&P purposes.
Projected Contributions to the R&P Program
Type of Donor
FY 2011 Estimated Cash
FY 2011 Estimated
FY 2012 Projected Cash
FY 2012 Projected In-kind Value
Fees for Service
TOTALS PER CAPITA
7. Per Capita: State the affiliate’s policy for spending a minimum of $1100 in per capita funding for meeting refugees’ needs.
8. Co-Sponsorship Program: If official co-sponsors are involved in R&P services, provide the number of co-sponsors and how many cases they assisted in FY 2010, how many cases they plan to assist in FY 2011 and FY 2012.
9. Volunteer Program: If volunteers are used, describe how volunteers support the delivery of R&P services, including the number of volunteers and role of volunteers. All data must be R&P specific.
10. Employment: Describe how the affiliate orients refugees to employment in the U.S., assists them in accessing employment services, and who provides those services.
11. Self-Sufficiency: Describe how the affiliate ensures that refugee household income from all sources exceeds expenses when the R&P period ends. If income does not exceed expenses, describe how the affiliate helps the refugee obtain the support necessary to pay for expenses until all sources of income exceed expenses.
12. On-Going Services: Describe how the affiliate ensures that each refugee is firmly connected with appropriate on-going services when the R&P period ends.
13. Flexibility: Describe how resources, including staffing, are utilized to accommodate fluctuations in arrivals.
14. Grievance: Briefly describe the affiliate’s policy for handling complaints and grievances.
For agencies that also hold contracts with the Office of Refugee Resettlement to provide foster care services to unaccompanied refugee minor (URM) children: Answer questions 1-7 above in reference to the URM foster care program. Do not answer questions 8-13. Instead, briefly describe how foster care families are selected, trained, and supported.
 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.”