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FY 2011 Funding Opportunity Announcement for proposals for the Overseas Processing Entity (OPE) in Nairobi, Kenya

Funding Opportunity Announcement
Bureau of Population, Refugees, and Migration
March 16, 2010


Announcement issuance date: Tuesday, March 16, 2010


Proposal submission deadline: Monday, May 17, 2010 at 12:00 p.m. (noon) (EDT).

Proposals must be submitted through Proposals submitted after this deadline will not be considered.


Proposed Program Start Date: October 1, 2010.


Duration of Activity: An initial period beginning October 1, 2010, through September 30, 2011, subject to the availability of funds. This agreement may be renewable for up to two additional fiscal years based upon budget submissions on an annual basis, as long as there remains a need for the OPE and the organization operating the OPE provides satisfactory service, and subject to the availability of funds.


I. Purpose of the Overseas Processing Entity


The admissions process for refugee applicants seeking resettlement in the United States is overseen by the Bureau of Population, Refugees and Migration of the Department of State (the Bureau).


The purpose of the Nairobi Overseas Processing Entity (OPE) is to assist the Bureau in preparing the necessary casework for persons in sub-Saharan Africa eligible for interview by United States Citizenship and Immigration Services (USCIS) of the Department of Homeland Security (DHS) under the U.S. Refugee Admissions Program and, for those approved, to provide assistance in completing the additional requirements for refugee admission under Section 207 of the Immigration and Nationality Act. In addition, the OPE forwards the necessary data on all DHS-approved cases to the Refugee Processing Center (RPC) for distribution to Reception and Placement agencies according to procedures established by the Bureau.


International organizations (IOs) that apply for funding opportunities on are subject to PRM administrative authorities and procedures for voluntary contributions to IOs.


The organization selected to operate the OPE is expected to:


1) Provide regional refugee processing services for all U.S. Refugee Admissions Program applicants in sub-Saharan Africa, regardless of nationality or ethnicity, beginning on October 1, 2010.


2) Relate equitably to all domestic resettlement agencies. (This includes sharing relevant biographic and other background information with domestic resettlement agencies working in the Reception and Placement program (to facilitate their provision of required sponsorship assurances).


II. Program Objectives


The Bureau has established the following objectives for the organization serving as OPE in Kenya:


1. To provide refugee processing services in support of the U.S. Refugee Admissions Program using the Worldwide Refugee Admissions Processing System (WRAPS) and in accordance with procedures established by the Bureau, as needs arise, throughout sub-Saharan Africa.


2. To ensure that each potential refugee applicant is screened to determine if he/she is eligible for interview under the processing priorities established for his/her nationality.


3. To conduct pre-screening interviews and casework for refugees in their countries of first asylum throughout sub-Saharan Africa so as to capture all relevant information pertaining to the case, e.g. cross-referencing information, special medical needs, information about victims of torture, etc. To ensure that all necessary security name-checks are completed. To prepare the case file, including completion of all forms necessary for presentation of the case to USCIS for adjudication.


4. To enter all required information into WRAPS on a timely basis and to remain in close contact with the Refugee Processing Center (RPC), cooperating fully and at all times to ensure that the WRAPS system and related equipment remains functional and up to date.


5. For applicants approved by USCIS, to assist the refugees in completing all post-adjudication steps required for admission to the United States. This includes: coordinating with the Refugee Processing Center (RPC) to obtain sponsorship assurances from Reception and Placement agencies working under cooperative agreements with the Bureau; preparing travel packets; coordinating medical screening, conducting cultural orientation training, and coordinating with the International Organization for Migration on travel arrangements.


III. Refugee Processing Caseload


While it is impossible to predict what the precise number of refugee applicants processed by OPE Nairobi will be, as the FY 2011 regional refugee admissions ceilings have not yet been established, proposals and budgets should be prepared based on a projection of 14,000 departures from sub-Saharan Africa. If before or during the agreement period the projected number of individuals to be processed either dramatically falls short of or exceeds the level anticipated in this announcement and the approved proposal, the Bureau will negotiate an amended budget for the OPE.


The following information regarding caseloads and circuit rides in FY 2010 may be helpful in formulating an organization’s proposal and budget for OPE Nairobi for FY 2011: (Note that the OPE sub-office in Accra will close in FY 2010, and OPE Nairobi will handle the entire sub-Saharan African caseload beginning in FY 2011.)


The Bureau projects that the U.S. will admit some 14,000 individuals as refugees who will be processed in the countries currently covered by OPEs Nairobi and Accra in FY 2010, including some 5,000 in Kenya, 5,000 in Ethiopia, 2,000 in Tanzania, 600 in South Africa, 400 in Uganda, and the remainder from other locations in sub-Saharan Africa.


In order to admit these 14,000 individuals in FY 2010, OPE Nairobi and a sub-office in Accra will conduct some 60 prescreening circuit rides to 20 locations in sub-Saharan Africa, with each circuit ride averaging 12 staff and 12 days in duration. Of these, it is anticipated that approximately 18 circuit rides will be within Kenya and 20 will be to locations in Ethiopia; the remaining 22 circuit rides will be to locations throughout sub-Saharan Africa including Chad, Ghana, Tanzania, Uganda, Djibouti, Malawi, Rwanda, South Africa, Botswana, Mozambique, Zambia, Ivory Coast, Senegal, Cameroon, Central African Republic, Botswana and Namibia.


IV. Funding and Funding Procedures


The Bureau intends to award a single Cooperative Agreement to a single qualified organization to provide the required services to sub-Saharan Africa from a base located in Nairobi. The organization with which the Bureau enters into a Cooperative Agreement for this OPE will be funded for all approved costs associated with providing the required processing services according to a budget submitted as part of this proposal. (See Attachment B for budget preparation instructions) and based on the proposal submitted in response to this request. This financial support may be renewable for up to two additional fiscal years based upon budget submissions on an annual basis, as long as there remains a need for the OPE and the organization operating the OPE provides satisfactory service, and subject to the availability of funds. At the end of three years, if the need to operate the OPE continues, the Bureau will re-compete the project, and the recipient of this award may participate in that process.


V. Eligibility Requirements


Organizations eligible to submit proposals include entities that have demonstrated satisfactory performance working as a U.S. Department of State-funded organization with the United State Refugee Admissions Program, domestically or overseas, within the last five years.


Organizations must also meet the following requirements in order to be considered as candidates to operate the OPE:


A. Be authorized by the Government of Kenya (GOK) to conduct activities relating to the welfare, protection, or maintenance of refugees in Kenya, as evidenced for non-governmental organizations by a Certificate of Registration issued by the NGO Coordination Bureau of the Ministry of Home Affairs and National Heritage under Section 10 of the Non-Governmental Organizations Co-Ordination Act prior to May 17, 2010, or for international organizations by confirmation by the Ministry of Foreign Affairs that the organization is authorized by the government to conduct such activities as of May 17, 2010.


B. Have evidence of effective coordination with U.S. Government agencies, Non-Governmental Organizations and International Organizations involved with the refugee admissions program.


C. Possess management capacity at the agency’s headquarters sufficient to oversee the operation of the OPE.


Failure to satisfy the above requirements will preclude any further consideration of a proposal.


VI. WRAPS Requirements


The Worldwide Refugee Admissions Processing System (WRAPS) is deployed in all refugee processing sites. The use of WRAPS is mandatory, and the OPE must therefore establish itself as WRAPS-ready. Equipment that will be procured by the OPE and related costs must be included in the proposal. (See Attachment C for the required qualifications for the OPE’s information technology personnel required to maintain WRAPS including the qualifications for the OPE Network Administrator as well as a list of hardware and software items that are currently needed to operate WRAPS, including the equipment to operate the Circuit Ride functionality.)


VII. Application and Submission Procedures


Application Procedures:


Each organization requesting consideration for entering into a Cooperative Agreement with the Bureau must submit all information as requested in Attachment I. All pages including appendices should be numbered in a single, consecutive numbering system.


Proposals that are incomplete and/or fail to respond to all required elements of this program announcement may not be found competitive. If the Bureau requests clarifications regarding information included in the proposal, failure to provide this information by the date specified may also preclude further consideration of the proposal.

If your application consists of multiple files you should pay careful attention to's guidance for file naming conventions:

A few tips:

  • Limit file attachment name. File attachment names longer than approximately 50 characters can cause problems to processing the application package.
  • Use numbers to indicate correct sequence. ( example, 1_proposal.doc; 2_budgetnarrative.doc)
  • Do not use any special characters (example: %, /, #) or spacing in the file name or for word separation. The exception is an underscore which says can be used in naming attachments. (example: my_Attached_File.pdf)

If these guidelines are not followed, may reject your proposal.

VIII. Submission Procedures:


Proposals must be submitted electronically via by 12:00 p.m. (EDT), Monday, May 17, 2010.


Organizations not registered with should sign up well in advance of the May 17, 2010 deadline as it can take up to two weeks for a registration to be finalized (and sometimes longer for non-U.S. based NGOs to get the required registration numbers). To register with, organizations must first receive a DUNS number and register with the Central Contract Registry (CCR) which can take weeks and sometimes months. See “Applicant FAQs” section on ( for complete details on registering.


Do not wait until the last minute to submit your application on 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 at least one week before the deadline to avoid last-minute technical difficulties that could result in your application not being considered.


If you encounter technical difficulties with, please contact the Help Desk at or by calling 1-800-518-4726. Applicants who are unable to submit applications via due to technical difficulties and who have reported the problem(s) to the help desk and received a case number and had a service request opened to research the problem(s), should contact PRM/A Overseas Section Chief Kelly Gauger at (202) 663-1055 or immediately to determine whether an alternative method of submission is appropriate.


The Bureau will fax each agency a letter confirming receipt of the documents. An agency not receiving this acknowledgement within five days after submitting its request should immediately notify Ms. Delicia Spruell at 202-663-1006.


IX. Proposal Evaluation Process


The Bureau will conduct formal competitive reviews of the submitted proposals, which meet the aforementioned requirements and which are submitted by an eligible organization. Review panels will evaluate submissions based on the above-referenced proposal evaluation criteria, the overall refugee processing experience of the proposing organization and the proposal’s cost effectiveness for providing comprehensive service provision to applicants of all ethnic groups.


In order to provide timely feedback, the Bureau will inform applicants of the panel’s decision to recommend or not recommend funding respective proposal submissions, and may request revised proposals and/or budgets based on feedback from the panel. PRM will follow up with formal notifications to applicants of final decisions taken by Bureau management.


X. PRM Points of Contact:


Should NGOs have technical questions related to this announcement, they should contact the PRM staff listed below prior to proposal submission. (Note: Informal feedback from PRM does not indicate a commitment to fund the program discussed.):


· PRM/A Overseas Section Chief Kelly Gauger ( 202-663-1055), Washington, D.C.



A. Required Information

B. Budget Preparation Instructions

C. WRAPS Requirements

D. Sample Budget Format

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