Funding Opportunity Number: PRM-PRMOAPAF-13-002
Catalog of Federal Domestic Assistance (CFDA) number: 19.517
Announcement Issuance Date: Friday, October 26, 2012
Proposal submission deadline: Monday, November 26, 2012 at 12:00 p.m. (noon) EST. Proposals submitted after this deadline or incomplete proposal packages will not be considered (no exceptions).
ADVISORY: PRM strongly recommends submitting your proposal early to allow time to address any technical difficulties that may arise.
Proposed Program Start Dates: January 1 – March 15, 2013
Duration of Activity: Program plans from 12 to 36 months will be considered. Applicants may submit multi-year proposals with activities and budgets that do not exceed 36 months from the proposed start date. Actual awards will not exceed 12 months in duration. Continued funding after the initial 12- month award requires the submission of a noncompeting continuation application and will be contingent upon available funding, strong performance, and continuing need. 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. Please see the Multi-Year Funding section below for additional information.
Eligible Applicants: (1) Nonprofits having a 501(c)(3) status with IRS, other than institutions of higher education; (2) Nonprofits without 501(c)(3) status with IRS, other than institutions of higher education; and (3) International Organizations. International Organizations (IOs) should not submit proposals through Grants.gov in response to this Funding Opportunity Announcement. Rather IOs such as UN agencies and other Public International Organizations (PIOs) that are seeking funding for programs relevant to this announcement should contact the relevant PRM Program Officer (as listed below) on or before the closing date of the funding announcement.
Current Funding Priorities for refugees in Kenya, Ethiopia, and Yemen:
(a) PRM will prioritize funding for proposed NGO activities that best meet the Bureau’s priorities for filling programming gaps in the Horn of Africa region as identified below.
While PRM encourages activities that include host communities, because of PRM's mandate to provide protection, assistance, and durable solutions for refugees and victims of conflict, PRM will consider funding only those projects that include a target beneficiary base of at least 50% refugees. Please note that projects that do not meet one of the protection/assistance gaps below will not be considered.
For Kenya, only proposals that target protection and assistance to refugees will be considered. Proposals should focus on one or more of the following four sectors: 1. Protection (options include: prevention of and response to gender-based violence (GBV) or assistance to unaccompanied minors); 2. Nutrition (options include: support and accessibility to adequate nutrition for pregnant/lactating women, and/or persons living with disabilities, and/or elderly persons); 3. Health (options include: support for persons living with disabilities, and/or psychosocial support, including support to child soldiers); or 4. Livelihoods (options include: primary and/or vocational education/training only that ideally benefit both refugees and host nationals, and that for Somali refugees have a clear link to eventual voluntary return;). Please note the following: there will be no separate call for GBV programs in Kenya for FY 2013.
For Ethiopia, only proposals for protection and assistance to Dollo Ado, Sherkole, Tongo, or Bambasi camps accommodating Somali or Sudanese refugees will be considered. Proposals should focus on one or more of the following the four sectors: 1. Health (options include: reproductive health, maternal and child health, mental health and psychosocial support, or assistance for disabled persons only in Dollo Ado, Sherkole, or Bambasi camps); 2. Water, Sanitation, and Hygiene (WASH) in Sherkole and Bambasi camps only; 3. Protection (options include: prevention of and response to GBV and assistance to unaccompanied minors); or 4. Livelihoods (options include: primary and/or vocational education/training only that ideally benefits both refugees and host nationals, and that for Somali refugees have a clear link to eventual voluntary return; PRM will consider only vocational training activities for refugees in Tongo Camp). Please note the following: there will be no separate call for GBV programs in Ethiopia for FY 2013; funding opportunities for WASH activities in subsequent fiscal years are not planned.
For Yemen, only programs that support urban refugees in Sana’a will be considered. Proposals should focus on at least one of the following sectors: 1. Livelihoods (options include: education and/or vocational training promoting self-reliance); or 2. Protection (options include legal protection/services, community services, or programs to prevent and respond to GBV). Please note the following: there will be no separate call for GBV programs in Yemen for FY 2013.
(b) For all three countries, proposals should be shared with UNHCR in advance of submission and must be developed in full consultation with UNHCR to ensure coherence with its overall comprehensive planning for refugee operations.
(c) PRM will accept proposals from any NGO working in the above mentioned areas although, given budgetary constraints, priority will be given to proposals from organizations that can demonstrate:
· A working relationship with UNHCR, current UNHCR funding, and/or a letter of support from UNHCR for the proposed activities and/or overall country program (this letter should highlight the gap in services the proposed program is designed to address);
· A proven track record in providing proposed assistance both in the sector and specified location;
· Evidence of coordination with international organizations (IOs) and other NGOs working in the same area or sector as well as – where possible – local authorities;
· A concrete implementation plan with well-conceived objectives and indicators that are specific, measurable, achievable, relevant and reliable, time-bound and trackable (SMART), have established baselines, and include at least one outcome or impact indicator per objective; objectives should be clearly linked to the sectors in the RFP;
· Projects in protracted refugee situations and multi-year funding applications must include concrete steps that will be taken during the program period to support the eventual transition of activities to government ministries, local NGOs, or development actors;
· A budget that is appropriate for meeting the objectives and demonstrates co-funding by non-U.S. government sources;
· Appropriate targeting of beneficiaries in coordination with UNHCR and other relevant organizations; and
· Adherence to relevant international standards for humanitarian assistance. See PRM’s General NGO Guidelines for a complete list of sector-specific standards.
(d) Country Specific Instructions
· Kenya: Proposals for activities must be accompanied by a letter from the UNHCR Dadaab/Kakuma Sub Offices and/or UNHCR Nairobi Office showing endorsement of the proposed activities.
· Ethiopia: Proposals for activities must be accompanied by a letter from the UNHCR Addis Ababa Office showing endorsement of the proposed activities and inclusion on the Government of Ethiopia’s Agency for Refugee and Returnee Affairs’ (ARRA) accountability matrix.
· Yemen: Proposals for activities must be accompanied by a letter from the UNHCR Sana’a Office showing endorsement of the proposed activities.
PRM will consider projects submitted with budgets in the range of $175,000 to $1,800,000. Any submissions over $1,800,000 will automatically be disqualified.
PRM has very limited funds available for projects in this first round of funding in FY 2013 for the Horn of Africa region. Given continuing funding constraints and the uncertainty of future funding, PRM’s FY 2013 priorities for this funding opportunity announcement are only for activities in the Horn of Africa region that fill critical protection and assistance gaps for refugee communities in Kenya, Ethiopia, and Yemen as outlined above. PRM plans to release an additional funding opportunity for critical gaps in selected Horn of Africa countries in spring 2013, which will require new proposal submissions.
As stated in the General NGO Guidelines, PRM looks favorably on cost-sharing efforts and seeks to support projects with a diverse donor base and/or resources from the submitting organization.
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:
· Proposals must be submitted via 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). To register with Grants.gov, organizations must first receive a Data Universal Numbering System (DUNS) number and register with the System for Award Management (SAM) which can take weeks and sometimes months. See “Applicant FAQs” section on Grants.gov (http://www.grants.gov/help/applicant_faqs.jsp#applying) as well as the “Registration” section on Grants.gov (http://www.grants.gov/applicants/organization_registration.jsp) for complete details on registering.
· If you encounter technical difficulties with Grants.gov please contact the Grants.gov Help Desk at firstname.lastname@example.org 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(s) to the Grants.gov help desk and received a case number and had a service request opened to research the problem(s), should contact PRM Program Officer Madelina Young at (202) 453-9382 or YoungMM@state.gov to determine whether an alternative method of submission is appropriate.
· 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. PRM strongly recommends submitting your proposal early to avoid submission delays. We 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.
· All required elements of the proposal must be received. An incomplete package will not be considered.
· Applications must be submitted under the authority of the Authorized Organization Representative (AOR) at the applicant organization. Having proposals submitted by agency headquarters helps to avoid possible technical problems.
· Pursuant to U.S. Code, Title 218, Section 1001, stated on OMB Standard Form 424 (SF-424), the U.S. Department of State is authorized to consolidate the certifications and assurances required by U.S. Federal law or regulations for its federal assistance programs. The list of certifications and assurances can be found at: http://fa.statebuy.state.gov/content.asp?content_id=161&menu_id=68 )
· NGOs that have not received PRM funding since the U.S. Government fiscal year ending September 30, 2004 must be prepared to demonstrate that they meet the financial and accounting requirements of the U.S. Government by submitting copies of 1) the most recent external financial audit, 2) proof of non-profit tax status including under IRS 501 (c)(3), as applicable, 3) a Data Universal Numbering System (DUNS) number, and 4) an Employer ID (EIN)/Federal Tax Identification number.
Proposal Content, Formatting, and Template:
Please refer to the “Proposal Submission and Review Process” section in PRM’s General NGO Guidelines. PRM strongly encourages organizations applying for PRM funding to use the PRM recommended proposal and budget templates. Templates can be requested by sending an email to PRM's NGO Coordinator. You must type “PRM NGO Templates” in the subject line to receive an automated reply containing the templates. Single-year proposals using PRM’s templates must be no more than 20 pages in length. If the applicant does not use PRM’s recommended templates, proposals must not exceed 15 pages in length. Organizations may choose to attach work plans, activity calendars, and/or logical frameworks as addendums/appendices to the proposal. These attachments do not count toward the page limit total.
Multi-Year Funding: In addition to referencing the General NGO Guidelines, applicants proposing multi-year programs should adhere to the following guidance:
Applicants may submit proposals that include multi-year strategies presented in 12-month cycles for a period not to exceed 36 months from the proposed start date. Fully developed programs with detailed budgets, objectives and indicators are required for all years of activities. These can be updated yearly upon submission of continuation applications. Applicants should note that they may use PRM’s recommended multi-year proposal template for this application, which is different from the single-year template. Multi-year funding applicants may also use PRM’s standard budget template and should submit a separate budget sheet for each project year. Multi-year proposals using PRM’s templates must be no more than 30 pages in length. If the applicant does not use PRM’s recommended templates, proposals must not exceed 25 pages in length. Organizations may choose to attach work plans, activity calendars, and/or logical frameworks as addendums/appendices to the proposal. These attachments do not count toward the page limit total.
Multi-year applications selected for funding by PRM will be funded in 12- month increments based on the proposal submitted in the initial application as approved by PRM. Continued funding after the initial 12- month award requires the submission of a noncompeting continuation application and will be contingent upon available funding, strong performance, and continuing need. Continuation applications must be submitted by the organization no later than 90 days before the proposed start date of the new award (e.g., if the next project period is to begin on September 1, submit your application by June 1). Late applications will jeopardize continued funding.
Organizations can request multi-year funding and continuation application templates by emailing PRM's NGO Coordinator with the phrase “PRM NGO Templates” in the subject line.
PLEASE TAKE SPECIAL NOTE OF THE FOLLOWING REQUIREMENTS OUTLINED IN PRM’s NGO GUIDELINES:
This announcement is designed to accompany PRM’s General NGO Guidelines, which contain additional administrative information and explain in detail PRM’s NGO funding strategy and priorities. Please use both the General NGO Guidelines and this announcement to ensure that the proposed activities are in line with PRM’s priorities and that your proposal submission is in full compliance with PRM requirements. Proposal submissions that do not meet all of the requirements outlined in these guidelines will not be considered. PRM recommends using the proposal and budget templates that are available upon email request from PRM's NGO Coordinator. Please send an email, with the phrase “PRM NGO Templates” in the subject line, to PRM's NGO Coordinator.
· Proposals should outline how the NGO will acknowledge PRM funding. If an organization believes that publicly acknowledging the receipt of USG funding for a particular PRM-funded project could potentially endanger the lives of the beneficiaries and/or the organization’s staff, invite suspicion about the organization's motives, or alienate the organization from the population it is trying to help, it must provide a brief explanation in its proposal as to why it should be exempted from this requirement.
· Focus on outcome or impact indicators as much as possible. At a minimum, each objective should have one outcome or impact indicator. Wherever possible, baselines should be established before the start of the project.
· To increase PRM’s ability to track the impact of PRM funding, include specific information on locations of projects and beneficiaries. Any project involving the building or maintenance of physical infrastructure must include coordinates of site locations (place name, P-Code, latitude and longitude coordinates).
· Budgets must include a specific breakdown of funds being provided by UNHCR, other USG agencies, other donors, and your own organization. PRM strongly encourages multi-lateral support for humanitarian programs.
· Organizations that received PRM funding in FY 2012 for activities that are being proposed for funding under this announcement must include the most recent quarterly progress report against indicators outlined in the cooperative agreement. If an organization’s last quarterly report was submitted more than six weeks prior to the submission of a proposal in response to this funding announcement, the organization must include, with its most recent quarterly report, updates that show any significant progress made on objectives since the last report.
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. It is highly suggested that NGOs receiving PRM funding use the PRM-recommended program report template. To request this template, send an email with the phrase “PRM NGO Templates” in the subject line to PRM's NGO Coordinator.
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.
For more details regarding reporting requirements please see PRM’s General NGO Guidelines.
Proposal Review 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 above-referenced proposal evaluation criteria and PRM priorities in the context of available funding.
PRM may request revised proposals and/or budgets based on feedback from the panel. PRM will provide formal notifications to NGOs of final decisions taken by Bureau management.
Applicant Vetting as a Condition of Award:
Applicants are advised that successful passing of vetting to evaluate the risk that funds may benefit terrorists or their supporters is a condition of an award. Applicants may be asked to submit information required by DS Form 4184, Risk Analysis Information (attached to this solicitation) about their organization and its principal personnel. Vetting information is also required for all sub-award performance on assistance awards identified by the U.S. Department of State as presenting a risk of terrorist financing. When vetting information is requested by the Grants Officer, information may be submitted on the secure web portal at https://ramportal.state.gov, via Email to RAM@state.gov, or by hardcopy to the Grants Officer. Questions about the form may be emailed to RAM@state.gov. Failure to submit information when requested, or failure to pass vetting, may be grounds for rejecting your proposal. The following clause shall be included in Section 9, Special Award Conditions, or as an addendum to the solicitation, whenever assistance is awarded after vetting:
Recipient Vetting After Award: Recipients shall advise the Grants Officer of any changes in personnel listed in the DS Form 4184, Risk Analysis Information, and shall provide vetting information on new individuals. The government reserves the right to vet these personnel changes and to terminate assistance awards for convenience based on vetting results.
Branding and Marking Strategy:
Unless exceptions have been approved by the designated Bureau Authorizing Official as described in the proposal templates that are available upon email request from PRM's NGO Coordinator, at a minimum, the following provision will be included whenever assistance is awarded:
As a condition of receipt of this assistance award, all materials produced pursuant to the award, including training materials, materials for recipients or materials to communicate or promote with foreign audiences a program, event, project, or some other activity under this agreement, including but not limited to invitations to events, press materials, event backdrops, and podium signs must be marked appropriately with the standard U.S. flag in a size and prominence equal to (or greater than) any other logo or identity. Sub-recipients and subsequent tier sub-award agreements are subject to the marking requirements and the recipient shall include a provision in the sub-recipient agreement indicating that using the standard, rectangular U.S. flag is a requirement. In the event the recipient does not comply with the marking requirements as established in the approved assistance agreement, the Grants Officer Representative and the Grants Officer must initiate corrective action.
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: Responses to technical questions from PRM do not indicate a commitment to fund the program discussed.):
PRM Program Officer Madelina Young (YoungMM@state.gov; 202-453-9382), Washington, DC
Regional Refugee Coordinator for the Horn of Africa Lubna Khan (KhanL@state.gov), U.S. Embassy Addis Ababa, Ethiopia
Regional Refugee Assistant for the Horn of Africa Des Diallo (DialloDA@state.gov), U.S. Embassy Addis Ababa, Ethiopia
Deputy Refugee Coordinator for Kenya Kristin Alderman (AldermanKL@state.gov), U.S. Embassy, Refugee and Migration Affairs, Nairobi, Kenya