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FY 2014 Funding Opportunity Announcement for Reception and Placement Program


Funding Opportunity Announcement
Bureau of Population, Refugees, and Migration
May 1, 2013

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Funding Opportunity Number: PRM-PRMUSRAP-14-001

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

Announcement issuance date: Wednesday, May 1, 2013

Proposal submission deadline: Monday, July 1, 2013 at 12:00pm (noon) EDT. Proposals submitted after this deadline will not be considered.

**ADVISORY: PRM strongly recommends submitting your proposal early to allow time to address any difficulties that may arise.**

Proposed Program Start Dates: October 1, 2013

Duration of Activity: October 1, 2013 through September 30, 2014

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.

• National Management Budget Summary, FY 2014 (Excel Document)

• National Management Budget Detail, FY 2014 (Excel Document)

• Affiliate/Sub-office Abstract (Word Document)

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

• FY 2014 Proposed Consolidated Placement Plan (Excel Document)

• Three-year Affiliate Monitoring Plan (Excel Document)

• R&P Headquarters Staff (Excel Document)

Appendix A: Sample Budget Format

Appendix B: Abstract Completion Instructions

Appendix C: URM Abstract Completion Instructions

Note: As in prior years, the Bureau of Population, Refugees, and Migration has updated the fiscal year (FY) 2014 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.

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 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, 2013 through September 30, 2014. 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 FY 2014

A. To ensure that R&P core services and basic needs support are made available in an appropriate language[1] 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, 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, 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 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 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 2014 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 capacity to provide required services. Applicants should understand that participation in the FY 2013 R&P Program is neither a pre-condition for nor a guarantee of continued participation in FY 2014.

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 $1875 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 FY 2013. The FY 2014 appropriation and refugee ceiling have not yet been determined. For planning purposes, applicants should use 70,000 refugee admissions as a baseline, although that may not necessarily be the ceiling that will be set by the President for FY 2014. Projections by region based on a 70,000 ceiling are as follows:

Africa 13,000

East Asia 14,000

Europe and Central Asia 1,000

Latin America and the Caribbean 5,000

Near East and South Asia 35,000

Unallocated Reserve 2,000

In addition, applicants should include 4,000 Special Immigrant Visa recipients in their planning.

As in previous years, applicants should base their placement plans provided to PRM in response to this funding opportunity announcement 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 2014 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 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 FY 2014 Presidential Determination; the capacity of the applicant and its affiliates; placement 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 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.

PRM may request revised proposals and/or budgets 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):

Organizational Management - Documented headquarters organizational capacity to manage a network of affiliates in multiple locations. Demonstrated coordination and established relationships between headquarters and affiliates. 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. 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. (25 points)

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. Demonstrated strategy for selecting and maintaining resettlement sites in the placement network. Documented multi-directional communication flow for the distribution of information that affects placement in local communities. Evidence of coordination and consultation with, at minimum, community-based organizations and state and local public agencies providing services to refugees. Evidence of community support for local affiliates and for the refugee program. Documented capacity to contribute significant private resources to the R&P Program at the local level.

All proposals should contain a description of how new refugee populations 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, or transgender refugees) will be accommodated within the proposed network. (30 points)

Network Oversight, Training, and Monitoring - 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 FY 2014. Documented fraud prevention strategies and activities. (25 points)

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).

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. Applicants are strongly urged to adhere to stated page limitations.
  • 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 (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.

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. FY 2014 Proposed Consolidated Placement Plan

G. Three-year Affiliate Monitoring Plan

H. R&P Headquarters Staff

I. Headquarters Organizational Chart

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

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

L. Codes of Conduct

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

N. 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. 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, FY 2014 (Excel Document)

• National Management Budget Detail, FY 2014 (Excel Document)

• Affiliate/Sub-office Abstract (Word Document)

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

• FY 2014 Proposed Consolidated Placement Plan (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 15 pages. If applicable, include 1 additional page to describe the Unaccompanied Refugee Minor (URM) program and 2 additional pages to describe 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.

Applicants with existing programs should include a narrative description of how they actively manage affiliate network capacity. Describe how the applicant manages resources to meet, and demonstrates accountability for, program outcomes. 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 issues that arise as a result of federal policy changes. Describe how the applicant assists in resolving local and state challenges to the resettlement program. Describe your public outreach strategies for FY 2014 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.

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 FY 2013 as well as proposed new sites and sites planned for closure in FY 2014. Current participants must 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 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 FY 2014. Describe multi-directional communication flow for the distribution of information that affects placement in local communities and support of local and state government for refugee resettlement. Describe how fluctuations in arrivals are addressed and how they respond to increased or decreased need while ensuring the required level of service to all refugees. Describe a coherent strategy or rationale for selecting and maintaining resettlement sites in the placement network. Describe your outreach strategy to stakeholders and the refugee receiving communities and how you assist your local affiliates in local outreach.

All proposals should contain a description of how new refugee populations 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, or transgender 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 overseas into foster care and wishes to continue these placements in FY 2014, the proposal should describe headquarters procedures for placing and assuring such cases during FY 2014 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 capacity 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 FY 2012 and FY 2013 and how corrections were achieved and best practices shared. Applicants should describe the link between monitoring results and training plans for FY 2014.

Describe network training events related to R&P planned for FY 2014, including the purpose of each event, the desired outcomes, mechanisms for ensuring appropriate staff receives 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 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 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.

• Letters of support from refugee service providers and state refugee coordinators in the proposed locations.

• Copies of recent evaluations of other federal or state-funded programs may be requested by the Bureau as evidence of capacity to provide required services.

B. FY 2014 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 the capacity to contribute significant 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:

• FY 2014 National Management Budget Summary

• FY 2014 National Management Budget Detail

A sample excel format for the National Management Budget Summary and Detail 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 Summary and Budget Detail should follow the suggested 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. FY 2014 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 FY 2014 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 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 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 (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 4 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 here. 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 (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 4 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. FY 2014 Proposed Consolidated Placement Plan

Applicants are asked to submit a proposed consolidated placement plan for FY 2014 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 the Microsoft Excel Spreadsheet sample format provided.

G. Three-Year Affiliate Monitoring Plan

Applicants are asked to provide their three-year onsite affiliate monitoring plan, beginning with sites monitored in FY 2013 (including those proposed for the remainder of the fiscal year) and continuing through FY 2015. Applicants are encouraged to submit the three-year onsite monitoring plan as a Microsoft Excel Spreadsheet similar to that of the sample provided.

• When submitting this information, the applicant should list all affiliates and sub-offices. Sites should be listed by state 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 FY 2013 need not be scheduled for monitoring in FY 2014. 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.

H. 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).

I. 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.

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

All applicants should provide a statement of rationale for proposed new sites. 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.

K. 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:

Proposals must be submitted via Grants.gov. See “Applicant Resources” page on Grants.gov for complete details on requirements (http://www.grants.gov/applicants/app_help_reso.jsp). Please also note the following highlights:

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). To register with Grants.gov, organizations must first receive a DUNS number and register with the System for Award Management (SAM) which can take weeks and sometimes months. 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. 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.

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.

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(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 Kiera Berdinner at (202) 453-9259 or BerdinnerKR@state.gov to determine whether an alternative method of submission is appropriate.

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) non-profit tax status under IRS 501 (c)(3), 3) a Data Universal Numbering System (DUNS) number, and 4) an Employer ID (EIN)/Federal Tax Identification number.

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: http://fa.statebuy.state.gov/content.asp?content_id=161&menu_id=68

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 Kiera Berdinner at BerdinnerKR@state.gov or 202-453-9259.

The following attachments are available on www.grants.gov under this funding opportunity announcement:

Attachments:

A. FY 2014 R&P RFP Synopsis

B. FY 2014 R&P RFP Application Instructions

C. FY 2014 R&P RFP Sample Abstract

D. FY 2014 R&P RFP Sample URM Abstract

E. FY 2014 R&P RFP Excel Samples

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 2013 estimated actual spending per line item and provide a rationale in the budget narrative supporting the difference between FY 2013 estimated expenditure and FY 2014 proposed amount.

The FY 2014 Funding Opportunity Announcement for the Reception and Placement (R&P) Program includes the requirement that each proposing applicant submit a line item budget for FY 2014 national headquarters costs by quarter.

Applicants should submit a detailed budget of proposed FY 2014 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.

Travel

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 various working groups. Estimate 20 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).

Equipment/Furniture

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.

Office Supplies

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.

Professional Fees

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.

Space/Utilities

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.

Other

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.

Overhead

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 2013 and FY 2014.

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. Do not include unpaid volunteers.

Refugee Client to R&P Staff Ratio: The ratio of the projected number of arrivals for FY 2013 and for FY2014 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 for FY 2014 are defined as: AF-Africa; EA-East Asia; ECA-Europe and Central Asia; LAC-Latin America and the Caribbean; and NE/SA-Near East/South Asia.

FY2013 Acknowledged Capacity: If the affiliate was a participant in the FY2013 R&P program, provide the capacity acknowledged by PRM as of the date this proposal is submitted.

FY 2013 Anticipated Arrivals: Provide the total number of actual arrivals projected for the entirety of the fiscal year. The number projected is not necessarily the number proposed or capacity acknowledged last year. Include SIVs in the NE/SA numbers.

FY 2014 Proposed Capacity: The affiliate’s proposed arrivals based on its capacity to resettle refugees. Include SIVs in the NE/SA numbers.

FY 2012 R&P Period Employment Outcome (All cases): The applicant must provide FY 2012 R&P period employment outcomes (expressed as a % and fraction – employed over employable) for all employable refugees at this site.

FY 2012 R&P Period Out-migration Outcome (All cases): The applicant must provide FY 2012 R&P period out-migration outcomes (expressed as a % and fraction – out-migrated over arrived) for all refugee arrivals at this site.

FY 2012 R&P Period Report Outcomes (all cases): The applicant must provide FY2012 R&P period report outcomes regarding refugees at this site. First state the total number (noting both cases and individuals) of R&P period reports submitted at the time of completion of this abstract. Then for each item state the number of reports (for cases and/or individuals as indicated) showing outcomes that are not fully compliant.

Narrative: The narrative portion of the abstract should include answers to the following questions. Please number each response and include the question topic in bold. The questions below should not be repeated in your response.

1. Office History/Caseload:

Proposed sites: Provide a brief history of the proposed affiliate/sub-office, including how long it has provided refugee or related social services, and recent caseload by nationality/ethnicity.

Existing sites: Provide information on proposed caseload by nationality/ethnicity, and any recent or anticipated changes in leadership.

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, as related to proposed nationality/ethnicity.

2. Site Rationale: For existing or proposed sites, briefly describe why the community is an optimal location for resettling refugees. Include an assessment of the community’s economic growth, jobless rate, unemployment rate, high demand jobs, housing affordability and accessibility, availability of English language training, and public transportation. Describe the availability of employment opportunities for refugees and access to affordable housing, public transportation, and English language training. Provide the approximate population of the city or metro area and a description of refugee and other immigrant communities in the area. State the number of other affiliates already present. If the site expects to resettle refugees from nationalities/ethnicities new to the resettlement location, please provide an assessment of the site’s capacity for resettling the anticipated new populations.

3. Refugees with Special Needs: 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. Describe refugees’ access to health, dental, and mental health services and how that affects the affiliate’s ability to accept refugees with certain special needs. Describe how the affiliate shares refugee medical information with health care providers and/or state and local public health officials, at time of placement decision, pre-arrival, and after arrival.

4. Consultations: Describe the date, content, title and/or office of participants, and result of consultations with state and local governments concerning the sponsorship process and the intended distribution and placement of refugees. Recognizing the varying degrees of involvement of stakeholders in the resettlement process, local participation should include, at minimum, representation of the state refugee coordinator’s office, state refugee health coordinator’s office, local governance (city and/or county, as applicable), local and/or county public health and welfare, and public education. Keep a record of the date(s), content/agenda, and names of all stakeholders who participate in the consultation(s). Consultations may take place in person, via teleconference or videoconference, or a combination thereof. The content of the consultations should include year-to-date arrivals and projections through the end of the current federal fiscal year compared to approved placement numbers; a presentation of characteristics of proposed arriving refugees including nationality/ethnicity, average family size, family composition, language and education background, and medical conditions; and a discussion of the participant stakeholders’ abilities to adequately receive and serve the actual and projected caseload. Issues that might prevent adequate resettlement should be discussed and resolved. For new sites, include evidence of the above consultations as well as support of other local affiliates, refugee and community service providers, the state refugee coordinator, and governing board of the organization.

5. Public Outreach: Describe your outreach strategy for FY 2014. Describe current key issues or risk factors that affect resettlement and how your public outreach strategy will result in positive outcomes for refugees. Describe your FY2013 outreach activities.

6. Financial Resources: Enumerate in the chart below the financial contributions from all sources developed by the affiliate in FY 2013 and proposed for FY 2014 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. Note, other public funding (federal or state) may not supplant or comingle with R&P funds. Describe the use of those resources for specific R&P purposes.

Projected Contributions to the R&P Program

Type of Donor

FY 2013 Estimated Cash

FY 2013 Estimated

In-kind Value

FY 2014 Projected Cash

FY 2014 Projected In-kind Value

Foundations/Corporations

       

Faith-based/Community-based Organizations

       

Fees for Service

       

Individuals

       

Volunteer Hours/Miles

       

State/County/Local Government:

       

Headquarters

       

Affiliate/Sub-office

       

Other:

       

TOTALS

       

TOTALS PER CAPITA

(acknowledged capacity)

       

7. Co-Sponsorship and Volunteer Programs: If official co-sponsors are involved in R&P services, provide the number of co-sponsors and how many cases they assisted in FY 2012, how many cases they plan to assist in FY 2013 and FY 2014. 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.

8. Orientation: Describe when and how the affiliate provides orientation to refugees. Describe what measures, if any, the affiliate has in place to assess the effectiveness of orientation.

9. 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.

10. 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. List short- and long-term resettlement and integration services available at this site and in this community and how progressive engagement is facilitated. Describe how the affiliate informs other service providers about refugee arrival flows and numbers.

11. Flexibility: Describe how resources, including staffing, are utilized to accommodate both increases and decreases in arrivals and shifts in populations.

12. Grievance and Protection from Sexual Exploitation and Abuse (PSEA) policy and plan: Verify that you have a grievance policy. Verify that you have incorporated the Inter-Agency Standing Committee’s Six Core Principles for Protection from Sexual Exploitation and Abuse in your organization’s code of conduct for all staff and volunteers.

Appendix C: URM Abstract Completion Instructions

For agencies that hold contracts with states funded through Office of Refugee Resettlement to provide foster care services to unaccompanied refugee minors (URM) from overseas placements.

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 URM services are provided.

Office Address: The street address of the office where URM 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 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.

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; LAC-Latin America and the Caribbean; and NE/SA-Near East and South Asia.

Narrative: The narrative portion of the abstract should include answers to the following questions. Please number each response and include the question topic in bold. The questions below should not be repeated in your response.

1. Office History/Caseload:

Proposed Sites: Provide a brief history of the proposed affiliate/sub-office, including how long it has provided refugee or related social services, and recent caseload by nationality/ethnicity.

Existing Sites: Provide information on proposed caseload by nationality/ethnicity, and any recent or anticipated changes in leadership.

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, as related to proposed nationality/ethnicity.

2. Site Rationale: For existing or proposed sites, briefly describe why the community is an optimal location for resettling unaccompanied refugee minors. Include an assessment of overall community, resettlement services, and linkages for URMs after emancipation. Provide the approximate population of the city or metro area and a description of refugee and other immigrant communities in the area. State the number of other affiliates already present. If the site expects to resettle refugees from nationalities/ethnicities new to the resettlement location, please provide an assessment of the site’s capacity for resettling the anticipated new populations.

3. Refugees with Special Needs: 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. Describe refugees’ access to health, dental, and mental health services and how that affects the affiliate’s ability to accept refugees with certain special needs. Describe how the affiliate shares refugee medical information with health care providers and/or state and local public health officials, both at time of placement decision, pre-arrival, and after arrival.

4. Foster Care: Briefly describe how foster care families are selected, trained, and supported.

5. Placement Options: Briefly describe the range of placement options available to minors.

6. Physical Presence: Briefly describe the physical presence requirements in order for the affiliate to gain custody of the minor.

Minors Close to 18 Years of Age: Of the capacity proposed for refugee minors from overseas, what is the affiliate’s capacity to receive minors within 90 days of their 18th birthday?

7. Major/Minor Cases: Briefly describe the affiliate’s capacity to serve major/minor cases.

8. Flexibility: Describe how resources, including staffing, are utilized to accommodate both increases and decreases in arrivals and shifts in populations.

9. Consultations: Describe the date, content, title and/or office of participants, and result of consultations with state and local governments concerning the sponsorship process and the intended distribution and placement of refugees. Recognizing the varying degrees of involvement of stakeholders in the resettlement process, local participation should include, at minimum, representation of the state refugee coordinator’s office, state refugee health coordinator’s office, local governance (city and/or county, as applicable), local and/or county public health and welfare, and public education. Keep a record of the date(s), content/agenda, and names of all stakeholders who participate in the consultation(s). Consultations may take place in person, via teleconference or videoconference, or a combination thereof. The content of the consultations should include year-to-date arrivals and projections through the end of the current federal fiscal year compared to approved placement numbers; a presentation of characteristics of proposed arriving refugees including nationality/ethnicity, average family size, family composition, language and education background, and medical conditions; and a discussion of the participant stakeholders’ abilities to adequately receive and serve the actual and projected caseload. Issues that might prevent adequate resettlement should be discussed and resolved. For new sites, include evidence of the above consultations as well as support of other local affiliates, refugee and community service providers, the state refugee coordinator, and governing board of the organization.

10. Grievance and Protection from Sexual Exploitation and Abuse (PSEA) policy and plan: Verify that you have a grievance policy. Verify that you have incorporated the Inter-Agency Standing Committee’s Six Core Principles for Protection from Sexual Exploitation and Abuse in your organization’s code of conduct for all staff and volunteers.


[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.”



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