Request for Concept Notes Number: SFOP0005582

Assistance Listings (CFDA) number: 19.518

Announcement issuance date: Friday February 8, 2019

Proposal submission deadline: Monday March 18, 2019 at 12:00:00 p.m. noon EST. Concept Notes submitted after this deadline will not be considered.

**ADVISORY: All applicants must submit concept notes through the website Grants.gov (not SAMS Domestic). Applications that are submitted through SAMS Domestic in response to this funding opportunity will be disqualified. PRM strongly recommends submitting your concept note early to allow time to address any technical difficulties that may arise on the Grants.gov website.**

If you are new to PRM funding, the Grants.gov registration process can be complicated. We urge you to refer to PRM’s General NGO Guidelines “Application Process” section for information and resources to help ensure that the application process runs smoothly. PRM also strongly encourages organizations that have received funding from PRM in the past to read this section as a refresher.

Full Text of Notice of Funding Opportunity

  1. Project Description

Summary: This solicitation is the first step in a two-part process. After reviewing concept notes, PRM will invite selected organizations to expand their submissions into full single-year (15 page) or multi-year (20 page) proposals with objectives, indicators, and detailed budgets for each year of the project. Selected organizations will have 30 calendar days after they are notified of their selection to complete their full proposals. Organizations may apply as partners or consortia; however, one organization must be designated as the lead applicant at both the concept note and full proposal stage.

This announcement references PRM’s General NGO Guidelines which contain additional information on PRM’s priorities and NGO funding strategy with which selected organizations must comply. Please use both the General NGO Guidelines and this announcement to ensure that your concept note submission is in full compliance with PRM requirements and that the proposed activities are in line with PRM’s priorities. Concept note submissions that do not reflect the requirements outlined in these guidelines will not be considered.

(a) Concept note activities should primarily support Venezuelan refugees, asylum seekers, and migrants in Colombia, Peru, Ecuador, Brazil, the Caribbean region (defined below), or the Central American region (defined below). Because of PRM’s mandate to provide protection, assistance, and sustainable solutions for refugees, asylum seekers and other migrants in situations of vulnerability, PRM will consider funding only those projects that include a target beneficiary base of at least 51 percent refugees/asylum seekers/vulnerable migrants.

(b) Concept notes must focus on one or more of the following sectors (see PRM’s General NGO Guidelines for sector descriptions):

In Colombia:

  1. Protection
    1. Priority will be given to programs designed to:
      1. Increase access to asylum and other legal status/stay regimes;
      2. Prevent and respond to gender-based violence
      3. Promote integration and social cohesion; and/or
      4. Focus on protection issues indigenous communities.
  1. Health
    1. Priority will be given to programs designed to build the capacity and infrastructure of local health providers to provide increased access to emergency medical care, psycho-social assistance, and sexual and reproductive health care.
  1. Shelter
    1. Priority will be given to programs designed to provide sustainable shelter solutions
  1. Livelihoods
    1. Priority will be given to programs designed based on market assessments and skills recognition that seek to foster socio-economic integration and self-reliance.

 

In Peru:

 

  1. Protection
    1. Priority will be given to programs designed to:
      1. Increase access to asylum and other legal status/stay regimes;
      2. Prevent and respond to GBV?; and/or
      3. Promote integration and social cohesion.
  1. Health
    1. Priority will be given to programs designed to build the capacity and infrastructure of local health providers to provide increased access to emergency medical care, psycho-social assistance, and sexual and reproductive health care.
  1. Shelter
    1. Priority will be given to programs designed to provide sustainable shelter solutions
  1. Livelihoods
    1. Priority will be given to programs designed based on market assessments and skills recognition that seek to foster socio-economic integration and self-reliance.

In Ecuador:

(i) Protection

  1. Priority will be given to programs designed to increase access to asylum and other legal status/stay regimes.
  1. Health
    1. Priority will be given to programs designed to improve the capacity and infrastructure of health service providers to provide increased access to emergency medical care, psycho-social assistance, and sexual and reproductive health care.
  1. Shelter
    1. Priority will be given to programs designed to address gaps in shelters for persons in transit (shelter needs between 1-3 days) and short-term shelters (shelter needs between 1-2 months).

In Brazil:

  1. Local Government Capacity-Building
    1. Priority will be given to programs designed to support interiorization efforts of public institutions.
  1. Education
    1. Priority will be given to programs designed to improve girls’ and boys’ equitable access and enrollment in early childhood education, and primary education. Where possible, programs should seek to support refugee and migrant children through national schools alongside host community students.
  1. Livelihoods
    1. Priority will be given to programs designed to facilitate access to formal employment.

In the Caribbean Region:

  1. Protection
    1. Priority will be given to programs designed to:
      1. Increase access to asylum and regularize status; and/or
      2. Promote resettlement and integration options; and/or
      3. Increase prevention and response to sexual and gender based violence and human trafficking survivors, unaccompanied and separated children, and other vulnerable groups.
  1. Local Government Capacity-Building
    1. Priority will be given to programs designed to support documentation efforts by host governments.
  1. Education
    1. Priority will be given to programs designed to improve girls’ and boys’ equitable access and enrollment in early childhood education, and primary education. Where possible, programs should seek to support refugee and migrant children through national schools alongside host community students.
  1. Health
    1. Priority will be given to programs that target treatment of communicable diseases, improve the capacity and infrastructure of health service providers to provide increased access to emergency medical care, psycho-social assistance, and sexual and reproductive health care.

 

In the Central American Region:

 

  1. Protection
    1. Priority will be given to programs designed to:
      1. Increase access to asylum and regularize status; and/or
      2. Increase prevention and response to sexual and gender based violence and human trafficking survivors, unaccompanied and separated children, and other vulnerable groups.

(c) Organizations may submit only one concept note per country. Any subsequent submissions received will be disqualified.

Country-specific Provisions:

  1. For the Caribbean region, PRM will NOT accept single country proposals. PRM will accept regional proposals that include at least two of the following countries/islands:
    1. Trinidad and Tobago
    2. Aruba
    3. Curacao
    4. Bonaire
    5. Guyana
  1. For the Central American regions, PRM will NOT accept single country proposals. PRM will accept regional proposals that include the following countries:
  1. Panama
  2. Costa Rica
  1. For Colombia, Peru, Ecuador and Brazil, PRM will accept single country or combined country proposals.

 

  1. Federal Award Information

 

Proposed project start dates: September 1, 2019

Duration of Activity: Only concept notes for 12 or 24 months will be considered. Any other durations will be disqualified.

Funding Limits: Summary budgets must not be less than $1,000,000 and not more than $2,000,000 or they will be disqualified.

  1. Eligibility Information
  1. Eligible Applicants: (1) Nonprofits having a 501(c)(3) status with IRS, other than institutions of higher education; (2) Nonprofits without 501(c)(3) status with IRS, other than institutions of higher education; and (3) International Organizations. International multilateral organizations, such as United Nations agencies, should not submit concept notes through Grants.gov in response to this Notice of Funding Opportunity. Multilateral organizations that are seeking funding for projects relevant to this announcement should contact the PRM Program Officer (as listed below) on or before the closing date of the funding announcement.
  1. Cost Sharing or Matching: Cost sharing, matching, or cost participation is not a requirement of an application in response to this funding announcement.
  1. Other:

(a) Concept notes and eventually full proposals must encompass relevant international standards for humanitarian assistance, especially Sphere Standards. See PRM’s General NGO Guidelines for a complete list of sector-specific standards including new guidance on proposals for projects in urban areas.

(b) PRM strongly encourages projects that target the needs of vulnerable and underserved groups among the beneficiary population (women; children; adolescents; lesbian, gay, bisexual, transgender, or intersex (LGBTI) individuals; older persons; the sick; persons with disabilities; and other minorities) and can demonstrate what steps have been taken to meet the specific and unique protection and assistance needs of these vulnerable groups effectively.

(c) PRM will accept concept notes from any NGO working in the above mentioned sectors although, given budgetary constraints, priority will be given to concept notes from organizations that can demonstrate:

  • a working relationship with UNHCR;
  • a proven track record in providing proposed assistance both in the sector and specified location;
  • evidence of coordination with international organizations (IOs) and other NGOs working in the same area or sector as well as – where possible – local authorities;
  • an emphasis on the outcome or impact of project activities. Full objective and indicator tables will only be required if the applicant is invited to submit a full proposal; however, the concept note must generally demonstrate the ability to deliver impact.
  • an understanding of and sensitivity to conflict dynamics in the project location.
  1. Application and Submission Instructions
  1. Address to Request Application Package:

(a) Application packages may be downloaded from the website www.Grants.gov.

  1. Content and Form of Application:

(a) Organizations may submit a maximum of one concept note per country only. Any subsequent submissions received will be disqualified.

(b) Concept notes must be no more than 3 pages in length submitted in Microsoft Word or Adobe PDF, using Times New Roman, 12 point font, with one inch margins on all sides. Concept notes that are longer than 3 pages will be automatically disqualified. There is no separate template for concept note submissions.

(c) Concept notes must include the following categories, in any arrangement:

  1. Brief problem statement, description of target population with beneficiary numbers, and vulnerability criteria used to identify beneficiaries
  2. Project description, location, and duration
  3. Proposed measurable outcomes and impact of the project
  4. Summary of the organization and experience doing similar work
  5. Organizational point(s) of contact

(d) Summary budgets must be attached to the concept note and do not fall within the 3-page limit. Summary budgets must include the following categories:

  1. Personnel allowances
  2. Benefits
  3. Travel
  4. Program equipment
  5. Supplies
  6. Contractual
  7. Construction
  8. Other direct costs
  9. Indirect costs
  10. Total amount requested

(e) There should be no attachments, other than the budget, to the initial concept note submission. For selected organizations, PRM will request fully developed, 15-page/20-page, single-year/multi-year proposals with objectives, indicators, and detailed budgets for each year of the project. Organizations that are invited to submit full proposals may attach work plans, activity calendars, and/or logical frameworks as addendums to their full-length proposal at that stage.

(f) To be considered for PRM funding, organizations must submit a complete application package including:

  • 3-page concept note plus one-page summary budget clearly indicating costs per year attached for the project period.
  • Signed completed SF-424, SF-424 A, and SF-424 B (note: these documents are additional, separate documents from the 3-page concept note and 1-page budget, and not within the 3-page limit).

(g) Consortia. Organizations may apply to this call as individual organizations or consortia; however, one organization must be designated as the lead applicant at both the concept note and full proposal stage. If the applicant is applying as a consortium or partnership, a description of how the partnership will be organized and how lines of authority and decision-making will be managed across all team members and between the lead applicant and associate awardees should be included in the concept note. The concept note should discuss the governance structure of the partnership, the role of each organization, and how each partner will be utilized in implementing the overall project.

3. Dun and Bradstreet Data Universal Numbering System (DUNS) Number and System for Award Management (SAM)

(a) Each applicant is required to: (i) be registered in SAM at (www.sam.gov) before submitting its application; (ii) provide a valid DUNS number in its application; and (iii) continue to maintain an active SAM registration with current information at all times during which it has an active PRM award or an application or plan under consideration by PRM. No federal award may be made to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time the PRM award is ready to be made, PRM may determine that the applicant is not qualified to receive a PRM award and use that determination as a basis for making a PRM award to another applicant.

(b) Concept notes must be submitted via Grants.gov (not via SAMS Domestic). Grants.gov registration requires a DUNS number and active SAM.gov registration. If you are new to PRM funding, the Grants.gov registration process can be complicated. We urge you to refer to PRM’s General NGO Guidelines “Application Process” section for information and resources to help ensure that the application process runs smoothly. PRM also strongly encourages organizations that have received funding from PRM in the past to read this section as a refresher. Applicants may also refer to the “For Applicants” page on Grants.gov for complete details on requirements.

(c) Do not wait until the deadline 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 receive required registration numbers). We also 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.

(d) When registering with Grants.gov, organizations must designate points of contact and Authorized Organization Representatives (AORs). Organizations based outside the United States must also request and receive an NCAGE (https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx) code prior to registering with SAM.gov. Applicants experiencing technical difficulties with the SAM registration process should contact the Federal Service Desk (FSD) online or at 1-866-606-8220 (U.S.) and 1-334-206-7828 (International).

(e) Applications must be submitted under the authority of the Authorized Organization Representative at the applicant organization. Having proposals submitted by agency headquarters helps to avoid possible technical problems.

(f) 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.

(g) It is the responsibility of each applicant to ensure the appropriate registrations are in place and active. Failure to have the appropriate organizational registrations in place is not considered a technical difficulty and is not justification for an alternate means of submission.

(h) 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 is available upon request by emailing PRMNGOCoordinator@state.gov with the subject line, “PRM NGO Templates”. (Do not add quotation marks into the subject line.)

  1. Submission Dates and Times

Announcement issuance date: Friday, February 8, 2019

Proposal submission deadline: Monday March 18, 2019 at 12:00:00 p.m. noon EST Concept Notes submitted after this deadline will not be considered.

This solicitation is the first step in a two-part process. After reviewing concept notes, PRM will invite selected organizations to expand their submissions into full-length proposals with detailed budgets. Selected organizations will have 30 calendar days after they are notified of their selection to complete their full proposals.

  1. Intergovernmental Review – Not Applicable.
  1. Funding Restrictions. Federal awards will not allow reimbursement of Federal Award costs without prior authorization by PRM.
  1. Other Submission Requirements

(a) Applicant Vetting as a Condition of Award: Applicants are advised that successful passing of vetting to evaluate the risk that funds may benefit terrorists or their supporters is a condition of award. Applicants may be asked to submit information required by DS Form 4184, Risk Analysis Information about their company and its principal personnel. Vetting information is also required for all subaward performance on assistance awards identified by DOS as presenting a risk of terrorist financing. When vetting information is requested by the Grants Officer, information may be submitted on the secure web portal at https://ramportal.state.gov, via email to RAM@state.gov, or hardcopy to the Grants Officer. Questions about the form may be emailed to RAM@state.gov. Failure to submit information when requested, or failure to pass vetting, may be grounds for rejecting your proposal. The following clause shall be included in Section 16, Specific Conditions, or as an addendum to the solicitation, whenever assistance is awarded after vetting:

  • Recipient Vetting After Award: Recipients shall advise the Grants Officer of any changes in personnel listed in the DS Form 4184, Risk Analysis Information, and shall provide vetting information on new individuals. The government reserves the right to vet these personnel changes and to terminate assistance awards for convenience based on vetting results.

(c) Branding and Marking Strategy: Unless exceptions have been approved by the designated bureau Authorizing Official as described in the proposal templates that are available upon email request from PRM’s NGO Coordinator, at a minimum, the following provision will be included whenever assistance is awarded:

  • As a condition of receipt of this assistance award, all materials produced pursuant to the award, including training materials, materials for recipients or materials to communicate or promote with foreign audiences a program, event, project, or some other activity under this agreement, including but not limited to invitations to events, press materials, event backdrops, 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. In the event the recipient does not comply with the marking requirements as established in the approved assistance agreement, the Grants Officer Representative and the Grants Officer must initiate corrective action.
  1. Application Review Information
  1. Criteria: Eligible submissions will be those that comply with the criteria and requirements included in this announcement. In addition, the review panel will evaluate the concept notes based on the following criteria:
  1. Quality of project idea
  2. Appropriate identification of beneficiary population, including vulnerable populations
  3. Project feasibility/ability to achieve objectives
  4. Organization’s experience and capacity
  5. Cost effectiveness
  1. PRM will conduct a formal competitive review of all concept notes submitted in response to this funding announcement. A review panel of at least three people will evaluate submissions based on the above-referenced programmatic criteria and PRM priorities in the context of available funding.
  1. After reviewing the concept notes, selected organizations will be invited to submit full proposals. PRM will provide formal notifications to NGOs of final decisions within 90 days after the closing date of this announcement. Selected organizations will have 30 calendar days from notification to submit full proposals, with detailed budgets, and attachments as applicable (refer to PRM’s General NGO Guidelines for general proposal formatting and submission guidance for single-year/multi-year projects).
  1. Federal Award Administration Information
  1. Federal Award Administration. A successful applicant can expect to receive a separate notice from PRM stating that an application has been selected before PRM actually makes the federal award. That notice is not an authorization to begin performance. Only the notice of award signed by the grants officer is the authorizing document. Unsuccessful applicants will be notified following completion of the selection and award process.
  1. Administrative and National Policy Requirements. PRM awards are made consistent with the following provisions in the following order of precedence: (a) applicable laws and statutes of the United States, including any specific legislative provisions mandated in the statutory authority for the award; (b) Code of Federal Regulations (CFR); (c) Department of State Standard Terms and Conditions of the award; (d) the award’s specific requirements; and (e) other documents and attachments to the award.
  1. Reporting

Successful applicants will be required to submit:

(a) Program Reports: PRM requires project reports describing and analyzing the results of activities undertaken during the validity period of the agreement. A program report is required within thirty (30) days following the end of each three month period of performance during the validity period of the agreement. The final program report is due ninety (90) days following the end of the agreement. The submission dates for program reports will be written into the cooperative agreement. Partners receiving multi-year awards should follow this same reporting schedule and should still submit a final program report at the end of each year that summarizes the NGO’s performance during the previous year.

The Performance Progress Report (SF-PPR) is an optional cover sheet used by recipients for progress reporting on awards. Previously this form was mandatory, but has since been removed from OMB’s list of approved forms and currently is an optional form. The Bureau suggests that NGOs receiving PRM funding use the PRM recommended quarterly project report template and, if also choosing to use the SF-PPR, reference this template as being attached in block 10 at “Other.” The suggested PRM NGO reporting template is designed to ease the reporting requirements while ensuring that all required elements are addressed. The Quarterly Project Report Template, along with the optional SF-PPR, can be requested by sending an email with only the phrase “PRM NGO Templates” (without the quotation marks) in the subject line, to PRMNGOCoordinator@state.gov.

(b) 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 (January 30th, April 30th, July 30th, October 30th). The final financial report covering the entire period of the agreement is required within ninety (90) days after the expiration date of the agreement. For agreements containing indirect costs, final financial reports are due within sixty (60) days of the finalization of the applicable negotiated indirect cost rate agreement (NICRA).

Reports reflecting expenditures for the recipient’s overseas and United States offices should be completed in accordance with the Federal Financial Report (FFR SF-425) and submitted electronically in the Department of Health and Human Services’ Payment Management System (HHS/PMS) and in accordance with other award specific requirements. Detailed information pertaining to the Federal Financial Report including due dates, instruction manuals and access forms, is provided on the HHS/PMS website.

(c) Audit Reports: When a recipient-contracted audit is not required because the Federal award amount is less than the $750,000 threshold, the Department may determine that an audit must be performed and the audit report must be submitted to the responsible grants office(r) for review, dissemination, and resolution as appropriate. The cost of audits required under this policy may be charged either as an allowable direct cost to the award, or included in the organizations established indirect costs in the award’s detailed budget.

  1. PRM Contacts

(a) Applicants with technical questions related to this announcement should contact the PRM staff listed below prior to submission. Please note that responses to technical questions from PRM do not indicate a commitment to fund the project discussed.

PRM Contact: BeanJW@state.gov Washington, D.C.

 

**Disclaimer: External websites linked above may not be supported or accessible by all web browsers. If you are unable to link to a referenced website, please try using a different browser or update to a more recent one. If you continue to experience difficulties to reach external resources, please contact the PRMNGOCoordinator.

 

U.S. Department of State

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