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FY 2015 Funding Opportunity Announcement for Proposals for the Resettlement Support Center (RSC) Eurasia in Moscow, Russia


Funding Opportunity Announcement
Bureau of Population, Refugees, and Migration
March 10, 2014

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Funding Opportunity Number: PRM-PRMOPERR-15-001-049220 / PRM-PRMOPERR-15-001

Catalog of Federal Domestic Assistance (CFDA) number:

19.018 - Resettlement Support Centers (RSCs) for U.S. Refugee Resettlement

Announcement issuance date: March 10, 2014

Proposal submission deadline: May 9, 2014 at 12:00 p.m. (EDT).

Proposals must be submitted through Grants.gov. 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 Date: October 1, 2014.

Duration of Activity: An initial period beginning October 1, 2014, through September 30, 2015, 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 RSC and the organization operating the RSC provides satisfactory service, and subject to the availability of funds. At the end of three years, if the need to operate the RSC continues, the Bureau will re-compete the project, and the recipient of this award may participate in that process. In funding a project one year, PRM makes no representations that it will continue to fund the project in successive years.

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.

Attachments:

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

  • Attachment A: Budget Detail & Summary Template

Appendix A: Budget Detail Instructions

Appendix B: Budget Narrative Instructions

Appendix C: WRAPS Equipment/Software Requirements

Note: As in prior years, the Bureau of Population, Refugees, and Migration has updated the fiscal year (FY) 2015 Resettlement Support Center (RSC) Request for Proposal (RFP) from earlier RFPs in order to clarify some provisions and ensure that proposals from applicants have all relevant information.

I. Purpose of the Resettlement Support Center

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 Resettlement Support Center (RSC) Eurasia is to assist the Bureau in preparing the necessary casework for persons in selected locations in Europe and Central Asia 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 (USRAP). For those persons approved, RSC Eurasia provides assistance in completing the additional requirements for refugee admission under Section 207 of the Immigration and Nationality Act. These requirements include, but are not limited to, completing a medical exam and attending cultural orientation. In addition, the RSC forwards the necessary data on all DHS-approved cases to the Refugee Processing Center (RPC) in Virginia for distribution to U.S. Reception and Placement agencies according to procedures established by the Bureau.

The Bureau will make one award for RSC Eurasia based in Moscow for an initial period beginning October 1, 2014, through September 30, 2015, subject to the availability of funds. Through the award, the Bureau will provide full financial support to the selected organization, based on the proposal submitted in response to this request.

The organization selected to operate the RSC is expected to:

1) Provide regional refugee processing services for all U.S. Refugee Admissions Program applicants in Europe and Central Asia, except Austria, regardless of nationality or ethnicity, beginning on October 1, 2014. The primary office for the RSC shall be located in Moscow, Russia.

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 RSC Eurasia:

A. 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, in Europe and Central Asia, except Austria. [Countries include those in Europe except for Austria, the two Emergency Transit Centers (ETCs) in Romania and Slovakia, and countries in Central Asia including Kyrgyzstan, Tajikistan, Uzbekistan, Kazakhstan and Turkmenistan.]

B. 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.

C. To conduct pre-screening interviews and casework in the countries listed in section II.A 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.

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

E. 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 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.

F. To provide cultural orientation to approved refugees aged 15 and above in accordance with guidelines developed in conjunction with the Bureau by the Center for Applied Linguistics (CAL) and described in the publication “Welcome to the United States--A Guidebook for Refugees” (CAL, 2004) and other CAL materials (see www.culturalorientation.net).

G. To develop a formal curriculum, in consultation with the Bureau, for cultural orientation training for refugees that will prepare them for travel and initial adjustment to life in the United States. To develop a training and management plan, in consultation with the Bureau, for RSC staff who will conduct cultural orientation training. To conduct cultural orientation in such a way as to achieve performance outcomes as delineated by the Bureau.

The cultural orientation training will be for a period of three days and at a minimum address the following subjects:

  • Role of the Resettlement Agency
  • Rights and Responsibilities of Refugees
  • Transit
  • Early Employment Priority
  • Work plus English Study
  • Public Assistance Benefits
  • Cultural Adjustment
  • Education
  • Health Care
  • Housing

H. To provide quarterly financial and programmatic reports to PRM/Admissions on RSC processing activities and cultural orientation.

III. 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 RSC:

A. Be one of the following types of organization:

a. Nonprofits having a 501(c)(3) status with IRS, other than institutions of higher education; or

b. Nonprofits without 501(c)(3) status with IRS, other than institutions of higher education; or

c. 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.

B. Be authorized by the Government of Russia (GOR) to conduct activities relating to the welfare, protection, or maintenance of refugees in Russia, as evidenced for non-governmental organizations by a Certificate of Registration issued by the Federal Government per the Federal Laws Governing Non-Profit Organizations prior to May 9, 2014, or, for international organizations by accreditation by the Ministry of Foreign Affairs that the organization is authorized by the government to conduct such activities as of May 9, 2014.

C. Have evidence of effective coordination with U.S. government agencies, non-governmental organizations and international organizations involved with the refugee admissions program.

D. Possess management capacity at the agency’s headquarters sufficient to oversee the operation of the RSC.

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

IV. Funding and Funding Procedures

The Bureau intends to award a single Cooperative Agreement to a qualified organization to provide the required services in the countries in Europe and Central Asia, except Austria, from a base located in Moscow. The organization with which the Bureau enters into a Cooperative Agreement for this RSC will be funded for all approved costs associated with providing the required processing services according to a budget agreed upon between the Bureau and the organization (see Appendix A and B for budget preparation instructions) and based on the proposal submitted in response to this request.

V. Refugee Processing Caseload

As the FY 2015 regional refugee admissions ceilings have not yet been established, it is impossible to predict the precise number of refugee applicants to be processed by RSC Eurasia. However, proposals and budgets should be prepared based on a projection of 1,500 departures from the countries covered by RSC Eurasia. 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 RSC.

The following information regarding caseloads and circuit rides in FY 2014 may be helpful in formulating an organization’s proposal and budget for RSC Eurasia for FY 2015:

In FY 2014, the Bureau projects that the U.S. will admit some 1,600 individuals as refugees who will be processed in the countries covered by RSC Eurasia, including some 250 in Ukraine, 200 in Russia, 350 in Malta, 150 in Moldova and 250 in each ETC location, i.e. from Romania and Slovakia. In order to admit these individuals in FY 2014, RSC Eurasia will conduct circuit rides to Almaty (one), Baku (one), Bishkek (one), Kyiv(one), Malta(four), Romania and Slovakia (three in each ETC location), and Western Europe (two).

VI. Proposal Review Process

PRM will conduct a formal competitive review of all proposals submitted in response to this funding announcement. A review panel will convene from various PRM offices to evaluate proposals and determine whether and to what extent the applicant's plan for refugee processing and cultural orientation meets the RSC objectives outlined above; 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.

PRM may request revised proposals and/or budgets based on feedback from the review panel. Upon completion of the panel review and resolution of any outstanding issues, PRM will provide formal notifications to applicants of final decisions taken by Bureau management.

VII. Proposal REquirements and Format

Each organization requesting consideration for an award from the Bureau must submit all information as requested below. 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. Sections within each narrative should be sequential.
  • No attachments other than those specifically requested will be accepted or considered.

Proposals that are incomplete and/or fail to respond to all specific required elements as outlined in this proposal 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.

Required Documents:

Each agency interested in applying to operate RSC Eurasia from October 1, 2014, through September 30, 2015, must submit the information specified below. Responses should be presented in the same order as the requirements listed below, with each section numbered to reflect the corresponding section under Required Information. If any individual requirement is not applicable, that should be specifically stated and explained in the proposal:

A. Proof of Eligibility per section III above

B. Project Narrative for the first year of the program period (details below)

C. Proposed organization chart for the RSC

D. Budget summary and budget detail for the first year of the program period (using suggested format provided in Attachment A and instructions in Appendix A).

E. Budget narrative for the first year of the program period (see Appendix B for instructions)

F. Signed Completed Form SF-424

G. Copy of the organization’s Code of Conduct (required before an award can be made). 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.

H. Copy of the organization’s Security Plan (required before an award can be made).

I. Most recent Negotiated Indirect Cost Rate Agreement (NICRA), if applicable.

J. 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.

K. Organizations that received PRM funding in FY 2013 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.

Project Narrative

The Project Narrative must contain the following sections and should adhere to the requirements listed below:

  • 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.
  • 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.

i) Organizational Structure & Management

  • Its organizational structure, including the number of headquarters staff (to be described in terms of “Full Time Equivalent” positions) that will be assigned to oversee RSC Eurasia.
  • The number of local and international staff to be assigned to the RSC and staffing patterns.
  • Local and headquarters management and oversight.

ii) Processing

  • How the organization will establish an operation to handle the processing of the caseload described above. This includes the implementation of Standard Operating Procedures at every stage of processing.
  • Its communication strategy for disseminating information to refugees, while adhering to privacy and confidentiality guidelines. How it will respond to PRM inquiries about specific cases.
  • How it will collaborate with UNHCR, NGOs, IOM and others that work on resettlement issues.

iii) Cultural Orientation

  • How it will develop and implement a formal curriculum for cultural orientation training for refugees that will prepare them for travel and initial adjustment to life in the United States.

iv) Training, Monitoring & Oversight

  • How it will develop and implement a training and management plan for RSC staff who will conduct processing activities and cultural orientation training.
  • How it proposes monitoring its processing and cultural orientation activities under the Cooperative Agreement.
  • The Agency should identify the Bureau’s point of contact at the headquarters office and at the RSC.

VIII. WRAPS Requirements

The Worldwide Refugee Admissions Processing System (WRAPS) is deployed in all refugee processing sites. The use of WRAPS is mandatory, and the RSC must therefore establish itself as WRAPS-ready. Equipment that will be procured by the RSC and related costs must be included in the proposal. (See Appendix C for a list of hardware and software items that are currently needed to operate WRAPS, including the equipment to operate the Circuit Ride functionality.)

Processing staff must be proficient in using WRAPS, e-mail, PC’s and Windows applications. Note that the plan for staffing must include information technology staff qualified to maintain WRAPS. The network administrator should be competent in Windows Server 2008 R2, Windows 7, IIS, SQL Server 2008 R2, Microsoft Exchange 2010, Microsoft Office 2010, router/firewall configuration and management.

IX. Branding and Marking Strategy:

Unless exceptions have been approved by the designated bureau Authorizing Official, 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, podium signs, etc. 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. Subrecipients and subsequent tier sub-award agreements are subject to the marking requirements and the recipient shall include a provision in the subrecipient agreement indicating that the standard, rectangular U.S. flag is a requirement.

    The Recipient shall state in all appropriate publications and printed descriptions, including press releases, annual reports and financial statements, that activities conducted under this agreement are financed by the United States Department of State's Bureau of Population, Refugees, and Migration. The Recipient shall also comply with the “Style Guidelines for Resettlement Support Centers” dated April 2, 2012. Exemptions from this branding and marking requirement may be allowable but must be agreed to in writing by the Bureau. In the event the recipient does not comply with the branding and marking requirements as established in the approved assistance agreement, the Grants Officer Representative and the Grants Officer must initiate corrective action.

X. Proposal Submission Requirements

Proposals must be submitted via Grants.gov. See “Applicant Resources” page on Grants.gov for complete details on requirements (http://test.grants.gov/web/grants/applicants/applicant-resources.html ). 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) at www.sam.gov 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 to the Grants.gov help desk, received a case number, and had a service request opened to research the problem, should contact the relevant PRM Program Officer to determine whether an alternative method of submission is appropriate.
  • 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 stated below) on or before the closing date of the funding announcement.
  • 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: https://www.statebuy.state.gov/fa/Documents/Listofoverseascertsandassurances.pdf
  • A few tips:
    • Limit file attachment name. File attachment names longer than approximately 50 characters can cause problems to Grants.gov 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 Grants.gov says can be used in naming attachments. (example: my_Attached_File.pdf)

If your application consists of multiple files you should pay careful attention to the guidance on Grants.gov for file naming conventions.

XI. 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. Please note that responses to technical questions from PRM do not indicate a commitment to fund the program discussed.

PRM Program Officer: Maha Armush, 202-453-9255, ArmushMA@state.gov, Washington, D.C.

 

Appendix A: Budget Detail Instructions

The following provides guidance for the preparation of a proposal’s budget detail using PRM’s recommended budget template.

The use of the PRM budget detail template is strongly recommended and estimates should be rounded to the nearest dollar. (Note: Information included in the budget detail should correspond to information in the budget summary and be explained in greater detail in the budget narrative.)

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 RSC Cooperative Agreements with the Bureau should include the FY 2014 estimated actual spending per line item and provide a rationale in the budget narrative supporting the difference between FY 2014 estimated expenditure and FY 2015 proposed amount.

For policy guidance concerning U.S. Government regulations or admissible expenditure limits, etc., please refer to OMB circulars A-122 and A-110. The suggested budget template is provided as Attachment A.

Note: Unlike in previous years, do not list Cultural Orientation expenses in different budget categories. Instead, please place Cultural Orientation expenses as a separate line item within the appropriate budget category (example: Cultural Orientation employees should be listed within the overall Personnel Category, but noted separately).

Personnel:

This category includes annual salaries/wages, stipends, consultant fees, allowances, differentials, bonuses or extra month’s salary and any anticipated termination/severance pay for any personnel to be charged to the proposed agreement. (Note: Headquarters personnel should not be included here, but under Headquarters expenses below)

All positions listed should indicate the amount of time (expressed as a percent), the rate of pay, and the associated unit measurement (hour/month/year) anticipated to fulfill project implementation. For consultants, the proposed daily rate to be paid as compensation and the number of consultant days that are anticipated to be paid must be shown.

The Bureau will not authorize personnel positions to be charged based on a flat monthly fee that includes salaries, benefits, travel costs, etc.

If your organization anticipates the payment of employee termination and/or severance pay during the proposed funding period, the Bureau will consider such costs an allowable charge to the agreement to the extent of the Bureau's responsibility in accordance with each employee's direct relation to the Bureau's funded activities. For example, an employee charged to Bureau activities for one-half of their employment with the organization shall have only one half of their termination or severance costs charged to the agreement.

Other types of allowances such as housing and education or differentials must be shown separately and identified against the position to be charged. They should be based on established policies and should be made available to all employees of the organization in similar situations or positions, not just to employees funded by the U.S. government. The Bureau's policy is to limit the payment of allowances to amounts which do not exceed the rates approved for government employees in similar situations.

Additionally, attach a staff roster with the above information, indicating existing and proposed positions, an organizational chart, and show total FTE (full-time equivalency) for each type of position in the designated column and actual number of employees occupying each position in the comments column. Attach a copy of your organization's established salary schedule showing different pay levels and step increases on which the budget is based.

Information on COLA and proposed salary increase or adjustment should be noted in the budget narrative accompanying the budget worksheet.

The comments column of the budget worksheet should specify the number of employees being given each service; i.e., housing for 3 employees; education allowance for 2 children of 2 employees, etc.

Explain anticipated termination or severance expenses in the budget narrative section.

As noted above, indicate separately, but within this category, which personnel and which allowances support Cultural Orientation.

Fringe Benefits:

This category should identify the total cost of fringe benefits provided to International Hire and Local Hire employees for which the Bureau will be charged under the agreement. While the cost of individual benefits need not be specified, the total cost, including the percentage of salaries, if appropriate, should be shown. The benefits must be consistent with the organization's established personnel policies and practices for all of its employees, not just for those employees who may be funded by the government.

Travel:

List local program travel in this category (headquarters staff travel should be included in the Headquarters Expenses category below). Provide one total for in-country project travel and one total for furlough/home leave travel. All anticipated international trips must be listed individually. Show only the total cost of each trip. Do not itemize by category; rather, list general categories included in the trip total (airfare, per diem, etc.) in the comments column.

As noted above, indicate separately, but within this category, which trips support Cultural Orientation.

It is the Bureau's policy not to reimburse organizations for per diem allowances, both overseas and domestic, which exceed the rates approved for government employees. Current rates can be found at the following link: http://aoprals.state.gov/web920/per_diem.asp.

Equipment:

This category must include a complete and detailed listing of all non-expendable equipment anticipated to be purchased for program activities and to be charged to the agreement. Non-expendable equipment is that which has: 1) a useful life of one year or more and an acquisition cost of $5,000 or more per unit. However, consistent with your policy, lower limits may be used. Your budget must identify which of the above is followed and must be consistently applied to all U.S. government funding arrangements. PRM’s Office of the Comptroller must be informed, in writing, of recipient’s policy and the threshold amount if less than $5,000. Any equipment that may be determined, after the initial budget approval, to be required to meet the program objectives must be specifically approved by the Bureau in writing prior to the purchase. Equipment not included in the approved budget will be considered an unallowable cost under the agreement.

Consolidate like items of lesser value by type of equipment (i.e., telephones, office furniture) with quantities or types to be purchased noted in the comments column. See Attachment C for WRAPS requirements.

List all equipment that will be leased, including vehicles.

For organizations that have not previously received Bureau funding: Include a summary description of your property management procedures that are currently in place. This will be incorporated into the Bureau's funding arrangements with your organization.

As noted above, indicate separately, but within this category, which equipment only supports Cultural Orientation.

Supplies:

Show all tangible personal property by appropriate category (office supplies, classroom supplies, medical supplies, etc.) that may be purchased and charged under the agreement. The budget narrative should describe the types of items included in each of the categories and the proposed use.

As noted above, indicate separately, but within this category, which supplies support Cultural Orientation. Please only separate out those supplies that are specific to Cultural Orientation, like classroom books, but not those that the whole RSC shares, such as copier paper.

Contractual Services:

List all proposed sub-contracts or sub-recipients that are anticipated to carry out the proposed program, i.e., security guards, additional personnel, sub-agreements with an implementing partners etc. These agreements are subject to the regulations set forth in 22 CFR 145.

As noted above, indicate separately, but within this category, which contractual services support Cultural Orientation.

Other Direct Expenses:

Any other direct cost not clearly covered herein. Examples are computer use, telephone, postage, space rental (list projected rental items), audit fees, insurance, printing/duplicating, utilities, etc. Each item must be listed separately showing an estimated cost.

As noted above, indicate separately, but within this category, which direct expenses support Cultural Orientation. Please only separate out those expenses that are specific to Cultural Orientation, like printing cultural orientation materials, but not those that the whole RSC shares, such as the RSC telephone costs.

Headquarters Expenses:

Include any anticipated U.S. domestic or international travel of headquarters staff in support of this program as well as any personnel costs or other expenses to be directly charged by the organization to the program (for personnel, include percentage of time dedicated to this program).

Other Refugee Processing Expenses:

Include any anticipated costs related to refugee processing which do not fit in any other category, such as medical exam fees for panel physicians.

As above, indicate separately, but within this category, any other expenses that support Cultural Orientation but do not fit into any other category.

Indirect Costs:

Show the amount of indirect costs and the base amount on which it is determined. It should be indicated whether the rate has been approved by a government cognizant agency and the type of rate (provisional, predetermined or fixed). A copy of the current Negotiated Indirect Cost Rate Agreement must be submitted for the recipient and sub-recipient(s), if applicable. (The Bureau does not recognize indirect costs unless they have been determined by an audit and formally approved by the U.S. government cognizant agency).

Comments:

Comments are not required for every budget line item. This column provides space for further identification of items included in the budget categories. For example, under travel, each individual trip should be identified and total cost for each trip provided under the “Proposed Budget” column, with items included in the costs, e.g., airfare, per diem, taxis, etc., specified under “Comments.” The Comments column is not intended to replace the Narrative section.

 

Appendix B: Budget Narrative Instructions

 The purpose of the budget narrative is to explain the costs that PRM expects an organization to include in each budget category. Please include all information in the budget narrative that is included in the budget detail spreadsheet. As in the budget detail spreadsheet, please place Cultural Orientation expenses as a separate line item within the appropriate budget category

The budget narrative should include the following:

Personnel:

Identify each position and indicate its support of the project and/or sector(s). If not provided in the budget detail, indicate the numerical justification for the total cost.

For example, RSC Director – This individual is responsible for the overall management of the RSC. He/she is responsible for compliance with all the terms and conditions of the agreement including implementation, program and financial reporting. $85,000/year x 100% of time = $85,000.

Identify consultants separately, from other permanent staff. If possible, include anticipated position title(s), the proposed daily rate to be paid as compensation, and the number of consultant days that are anticipated.

Fringe Benefits:

If an established NICRA includes a rate for fringe benefits, please ensure that you utilize and/or adjust the rate appropriately.

If the fringe benefit rate is not included in the NICRA, please provide a copy of the company policy and/or rates (as a percentage) that are being charged per category of benefits.

Travel:

All travel must be identified via mode of travel, departure and arrival city, purpose, unit of measurement, and duration of trip. Please note that the movement of project participants and supplies is a separate transportation line item.

For example, 10 in-country trips will be conducted to conduct case processing. Roundtrip airfare from Kinshasa to Goma for 5 employees is anticipated. Each trip will include 5 days of per diem per employee.

In-country Airfare – 10 trips x 5 employees x $200 = $10,000
Lodging - 10 trips x 5 employees x 5 days x $161/day = $40,250
Per diem - 10 trips x 5 employees x 5 days x $57 = $14,250

Equipment:

Include a detailed listing of all non-expendable equipment anticipated to be purchased for program activities including justification.

Land Rover – Due to the challenging road conditions, inclement weather, terrain conditions, and geographical location(s) of project sites, it is deemed reasonable and necessary to purchase a new vehicle. Vehicle x 1 quantity = $40,000

Supplies:

General Office supplies include the following items: pens, pencils, notebooks, printer paper, ink cartridges, etc.

12 months x $100/month x 3 project offices = $3,600

Due to the opening of a new project office to support Sector “X” activities, project supplies include the following items: 2 laptop computers, 3 desktop computers, 2 printers, etc.

2 laptop computers x $700 = $1,400
3 desktop computers x $1,200 = $3,600
2 printers x $400 = $800

Contractual:

Detailed budgets should be included for sub-grantees.

XYZ Organization will provide security services via a contract. $50,000 detailed budget is attached.

Other:

The following direct project expenses are related to the implementation of all sector activities and are proportionate based on actual use.

Rent of Office space in three locations - 12 months x 3 offices x $400 = $14,400
Utilities - 12 months x 3 offices x $100 = $3,600
Postage - 12 months x 3 offices x $50 = $1,800
Courier – 25 trips x 2 offices x $25 = $1,250
Communication (phone, fax, internet) = 12 months x 3 offices x $200 = $7,200
Transportation cost of medical supplies via ground freight = 2 trips x $3,000 = $6,000

Indirect Costs:

Show the amount of indirect costs and the base amount on which it is determined. A copy of the current Negotiated Indirect Cost Rate Agreement must be submitted for recipient and sub-recipient(s). The Bureau does not recognize indirect costs unless they have been determined by an audit and formally approved by the U.S. government cognizant agency.

Headquarters Expenses:

As in the budget detail spreadsheet, please separate out Headquarters Expenses from other expenses, into its own category.

Include any anticipated U.S. domestic or international travel of headquarters staff in support of this program as well as any personnel costs or other expenses to be directly charged by the organization to the program (for personnel, include percentage of time dedicated to this program).

Other Refugee Processing Expenses:

As in the budget detail spreadsheet, please include in this category all expenses related to refugee processing that do not fit in any other category.

  

Appendix C: WRAPS Equipment/Software Requirements

Hardware/Software

Servers

WRAPS requires four servers: one Domain Controller, one Domain Controller/Exchange, one Application Server, and one Database Server. Server configuration availability changes as the manufacturer upgrades equipment. If the listed versions are not available, the current comparable versions should be substituted. The following are the minimum configurations for each server:

Server Hardware

Domain Controller

1 Dual Core Processor 64-bit
8 GB RAM
2 – 80 GB SATA Disk Drives
CD-RW/DVD-ROM

Domain Controller/Exchange & Application Server (2 Servers)

2 Dual Core Processors 64-bit
Minimum 16 GB RAM
Minimum 2TB Storage
CD-RW/DVD-ROM
RAID Controller
Tape Drive for backups
Redundant Power Supply
Redundant Fan Kit

Database Server

4 Dual Core Processors 64-bit
Minimum 32 GB RAM
Minimum 3TB storage
CD-RW/DVD-ROM
RAID Controller
Tape Drive for backups
Redundant Power Supply
Redundant Fan Kit

Server Software

All Servers

Windows Server 2008 R2
Anti-Virus Software
Microsoft .Net 3.5 SP1
Remotely Anywhere 10.0
Adobe Acrobat Reader
WinRAR
WinZip 17
Backup Software

Application

Microsoft SQL Server 2008 R2 Enterprise
MSXML 6.0
PKZip Command Line

Exchange Server

Microsoft Exchange 2010 SP1

Database Server

Microsoft SQL Server 2008 R2 Enterprise
MSXML 6.0

Server Rack

Standard 22U Rack
R5500 UPS
4 Port KVM Switch
Rack Mount Keyboard/Monitor/Mouse

Network Components

Any standards compliant components will work, but the Refugee Processing Center supports Cisco as a networking platform. Following are the minimum configurations for the networking components:

Router

Cisco 1941 with rack mount kit and 3DES/AES encryption license, or
Cisco 2901 with 3DES/AES encryption license

Firewall

Cisco ASA 5505 for sites with 10 or less concurrent users and 3DES/AES encryption license
Cisco ASA 5510 with 3DES/AES encryption license

Switch

Cisco Catalyst 2960 10/100/1000 Ethernet Switch

Note: Number of switches and port density are locally determined.

All networking components listed above have a single power supply, so an adequate battery backup is recommended.

Required Peripherals (for WRAPS operation)

Network Printer(s)
Network Label Printer (Zebra LP2844 is utilized at the RPC)
Digital Camera
Double-sided Image Scanner

Workstation Desktops

Each caseworker and each supervisor at the RSC must have at least a 64-bit capable Intel or AMD desktop computer with the following minimum requirements:

Workstation Hardware

Minimumu 4 GB RAM
Minimum 80 GB Hard Disk
CD/DVD-ROM Drive
4 USB Ports
17-in Monitor

Workstation Software

Windows 7 Professional or Enterprise
Microsoft Office 2010
Microsoft Internet Explorer 9.0
Adobe Acrobat Reader
Anti-Virus Software

Structured Cabling

Cat 5E/6 UTP (plenum or low smoke)
Cable run from wall jacks to patch panel in wiring closet
RJ45 patch cables to connect PC to wall jacks
RJ45 patch cables to connect patch panel to LAN switches

Security

Servers, routers, firewall, and switches should be installed in a secure area to prevent unauthorized access to the server consoles

Power

A minimum of two 15 Amp circuits for the servers

Telecommunications

The RSC must have an Internet Service Provider (ISP) with a minimum of:
1024 Kbps dedicated link
IP subnet with at least 14 usable host addresses

Personnel

RSC must supply personnel with the following minimum qualifications:

Network Administrator

Microsoft Windows Server 2008 R2
Microsoft Windows 7 Professional
IIS 7.5
Microsoft SQL Server 2008 R2
Microsoft Exchange 2010
Microsoft Office 2010
Cisco Router/Switch/Firewall configuration and management

Caseworkers

Must be proficient in using e-mail, PCs, and Microsoft Windows applications

Circuit Rides

The following equipment is needed to support the Circuit Ride functionality of WRAPS. One set of equipment is needed to support a single circuit ride.

Hardware – minimum of 2 laptops per Circuit Ride

64-bit capable Intel or AMD processor
Minimum 16 GB RAM
Minimum 500 GB Hard drive – must be at least 4 times the size of the RSC database
4 USB Ports
Workstations and switches for circuit ride processing are determined by local circuit ride requirements.
Wi-Fi is an acceptable networking solution provided that a minimum of Wi-Fi Protected Access (WPA) security is enabled.

Not required, but recommended for system backups is a 500 GB USB External Disk Drive – only 1 needed per circuit ride

Software – one copy per laptop

Microsoft Windows Server 2008 R2
Microsoft Office 2010
Microsoft SQL Server 2008 R2 Standard
Anti-Virus Software
PKZip Command Line
Microsoft .Net 3.5 SP1
MSXML 6.0
Remotely Anywhere 10.0
Adobe Acrobat Reader
WinRAR
WinZip 17
Backup Software

Additional Information:

The RPC utilizes HP equipment for servers, desktops, and network printers. Intel Xeon-based processors are preferred for server systems. Both AMD and Intel-based processors are acceptable for desktops. Also, Cisco is the preferred manufacturer for the networking/security infrastructure. Any subscription-based anti-malware/anti-virus products should be sufficient. Symantec is utilized at the RPC and has been verified to not interfere with WRAPS operations.

A virtualized infrastructure is acceptable for WRAPS operations. The RPC supports servers running VMware vSphere 4.x/5.x on rack-mount and HP blade infrastructures. If implementing WRAPS in a virtualized environment, shared storage will be required such as a Fibre Channel or iSCSI SAN.

**Special Note**

In our ongoing effort to streamline the WRAPS infrastructure to improve data protection and gain more efficient resource utilization by leveraging newer technology, RPC has been evaluating the Riverbed Granite product to consolidate and manage all WRAPS RSC servers in the data center. Storage is decoupled from its server over thousands of miles of distance—and actually work as if the storage is local to the server. End users are the RSC get uncompromised performance, while the RPC is able to manage, backup, provision, patch, expand, and protect the data all within the four walls of the RPC.

The Riverbed Steelhead appliances that the RSC should consider are: EX1260 (2 TB), EX1260 (4 TB), or EX1360 (10 TB). Please contact the RPC before any hardware purchases are made so that we may appropriately provide guidance for your site.



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