Funding Opportunity Number: SFOP0005820
Assistance Listings (CFDA) number: 19.018 – Resettlement Support Centers (RSCs) for U.S. Refugee Resettlement
Announcement issuance date: Thursday, May 2, 2019
Announcement type: Cooperative Agreement
Proposal submission deadline: Tuesday, July 2, 2019 at 12:00 p.m. noon EDT.
We are unable to consider proposals submitted after this deadline.
**ADVISORY: All applicants must submit proposals through the website Grants.gov NOT through SAMS (State Assistance Management System) Domestic. Please note that if you apply on the SAMS Domestic site, your application will be disqualified. PRM strongly recommends submitting your proposal early to allow time to address any difficulties that may arise.**
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
A. Program Description
- 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 Centers (RSC) MENA and TuME are to assist the Bureau in preparing the necessary casework for persons in selected locations in the Middle East and North Africa, and Turkey and the Middle East, respectively, 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, the RSC 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 the required security checks, 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 each for RSC MENA (based in Amman, Jordan) and RSC TuME (based in Istanbul, Turkey), for an initial period beginning October 1, 2019, through September 30, 2020, 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 each RSC is expected to:
1) Beginning on October 1, 2019, provide regional refugee processing services for all U.S. Refugee Admissions Program applicants regardless of nationality, religion, race, or ethnicity in:
- MENA: Middle East and North Africa, with the primary RSC office to be located in Amman, Jordan, with sub-offices in Cairo, Egypt and Baghdad, Iraq (U.S. Embassy Baghdad).
- TuME: Turkey and the Middle East, with the primary RSC office to be located in Istanbul, Turkey.
- MENA and TuME applicants may elect to include coverage of Beirut, Lebanon by circuit ride or by sub-office in their proposal. Depending on the strength of proposals received, Lebanon may be covered by either MENA or TuME in the final award.
2) Relate equitably to all domestic resettlement agencies (including sharing relevant biographic and other background information with domestic resettlement agencies working in the Reception and Placement program, as appropriate and in accordance with PRM confidentiality and treatment of refugee records guidelines and procedures, to facilitate their provision of required sponsorship assurances).
- Refugee Processing Caseload
As the FY 2020 regional refugee admissions ceiling has not yet been established, it is premature to predict the precise number of refugee applicants to be processed by each RSC. However, proposals and budgets should be prepared based on the projections below. If before or during the agreement period the projected number of individuals to be processed either falls short of or exceeds the level anticipated in this announcement and the approved proposal, the Bureau will negotiate an amended budget with the RSC.
- RSC MENA: 5,500 refugee departures from the Middle East, North Africa, and India. In order to process these individuals in FY 2020, RSC MENA will conduct circuit rides to Algeria, Bahrain, Egypt, India, Iraq, Jordan, Kuwait, Morocco, Oman, Qatar, Saudi Arabia, and the United Arab Emirates.
- RSC TuME: 3,000 departures from Turkey.
- An additional 500 departures may be added to proposals that include processing in Lebanon.
- Program Objectives and Indicators
In an effort to maintain the quality and integrity of the U.S. Refugee Admissions Program, the Bureau has established the following standardized objectives and indicators, which will be monitored throughout the fiscal year, for each organization serving as RSC MENA and RSC TuME. In addition to the standardized indicators below, applicants are required to propose at least one additional outcome-based indicator for each objective, including at least one indicator per year each for a) cultural orientation, b) requesting medical exams and entering required information into WRAPS upon receipt of the completed medical exam forms from the designated panel physician, and c) notification to IOM Operations of upcoming departures and completed travel packets. Applicants may include additional objectives and indicators if they choose. In addition, PRM reserves the right to add or change indicators in consultation with applicants during final negotiations prior to award. See Attachment C for the standardized Objectives and Indicators chart.
- RSC completes processing for refugee applicants in accordance with USRAP guidelines and the cooperative agreement.
- Percent of target number of refugee applicants pre-screened.
- Percent of circuit rides with an average score of 4 or 5 on the DHS Mission Support Feedback Form.
- RSC maintains program integrity and protects against fraud and malfeasance, in accordance with PRM Program Integrity Guidelines (as updated) and the cooperative agreement.
- Percent compliance with required measures under Program Integrity Guidelines.
- Percent of staff and refugee applicants aware of fraud reporting channels.
- RSC management provides oversight and support to maintain a trained and knowledgeable workforce.
- Percent of RSC staff receiving on-boarding training, and specialized training as needed, to achieve USRAP objectives.
- Percent of staff able to demonstrate knowledge required to fulfill their job.
- RSC maintains professional and respectful services, environment, and communications with refugee applicants.
- Percent of refugee applicant inquiries responded to within two weeks.
- Percent of refugee applicants reporting satisfaction with quality of interactions with RSC.
- Program Requirements
The Bureau has established the following requirements for each organization serving as RSC MENA and RSC TuME:
- 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.
- Ensure that each potential refugee applicant is screened to determine if he/she is eligible for interview by the Department of Homeland Security (DHS) under the processing priorities established for his/her nationality.
- Conduct pre-screening interviews and casework in the countries listed in section II.A-C to capture all relevant information pertaining to the case, e.g. biographical data, cross-referencing information, special medical needs, information about victims of torture, etc. Ensure that all necessary security checks are completed and remain in a valid status for travel in accordance with SOPs. Prepare the case file, including completion of all forms necessary for presentation of the case to DHS/USCIS for adjudication.
- Enter all required information into WRAPS on a timely basis in adherence with the USRAP manual and RPC Standard Operating Procedures.
- Remain in close contact with the RPC, cooperating fully and at all times to ensure that collected refugee information, the WRAPS system, and related equipment remains secure, functional, up to date, and in compliance with State Department guidance.
- For applicants approved by USCIS, assist the refugees in completing all post-adjudication steps required for admission to the United States in adherence with the USRAP manual and RPC Standard Operating Procedures. 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.
- Correspond, as necessary, with applicants and partners on relevant case statuses and to obtain, as necessary, information relevant to the applicant’s qualifications for admission, in accordance with PRM confidentiality guidelines and procedures, including the Treatment of Refugee Records.
- Provide cultural orientation to approved refugees aged 15 and above in accordance with guidelines developed by the Bureau and described in the publication “Welcome to the United States–A Guidebook for Refugees” (CAL, 2012) and other materials developed by the current cultural orientation technical assistance provider (see http://coresourceexchange.org/cultural-orientation/teaching/).
- 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. Develop a training and management plan, in consultation with the Bureau, for RSC staff who will conduct cultural orientation training. Conduct cultural orientation in such a way as to achieve performance outcomes as delineated by the Bureau.
The cultural orientation training will cover, at a minimum, the following subjects:
- Role of the Resettlement Agency
- Cultural Adjustment
- Rights and Responsibilities
- Additional Requirements
Provide support to the RPC during the development of the new refugee case management processing system that will replace WRAPS, including:
- Dedicated position (“System Solution Champion” or SSC) at the RSC to serve as the primary contact for receiving and sharing progress updates related to the development of the new case management processing system from the RPC; facilitating feedback from the RSC and managing User-Acceptance Testing (UAT) throughout development of the system. The SSC also leads in engaging with the RPC on current WRAPS functionality and development.
- Two SSC in-person meetings for one participant for five days in Europe and the Middle East (locations subject to change).
- MENA: One six-month TDY to support new database system development in Rosslyn, VA including a weeklong trip to a TBD RSC for field testing.
- TuME: Two six-month TDYs to support new database system development in Rosslyn, VA including a weeklong trip to a TBD RSC for field testing.
Include the following items in the FY 2020 budget:
- Two Reporting Working Group Meetings for two participants for five days in Rosslyn, Virginia.
- One RSC Director’s Workshop for one participant for four days in Rosslyn, Virginia.
- Two Cultural Orientation Workshops
- Leadership Meeting in Q1 for one participant for four days in Silver Spring, Maryland.
- Provider’s Workshop in Q2 for two participants for five days in Silver Spring, Maryland.
- The security framework in use for the RSC must be identified. An internal audit against the framework must be completed by December 31, 2019. The results of the internal audit, remediation plans, targeted and actual completion dates must be provided to the RPC. An external audit should be scheduled to occur by September 30, 2020.
B. Federal Award Information
- Proposed project start dates: October 1, 2019
- Duration of Activity: An initial period beginning October 1, 2019, through September 30, 2020, 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. Continued funding after the initial 12-month award requires the submission of a noncompeting single-year proposal narrative and budget and will be contingent upon available funding, strong performance, and continuing need. 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 for one year, PRM makes no representations that it will continue to fund the project in successive years.
- Funding Limits: The Bureau anticipates up to two awards with award amounts that will vary depending on the RSC location and number of refugee applicants. Funding amounts for individual awards in previous years have ranged from $7,000,000 to $12,000,000 in TuME and $11,000,000 to $21,000,000 in MENA.
C. Eligibility Information
- Eligible Applicants: (1) Nonprofits having a 501(c)(3) status with the IRS, other than institutions of higher education; (2) Nonprofits without 501(c)(3) status with the IRS, other than institutions of higher education; and (3) International Organizations.
Organizations must also be authorized to operate, or eligible for authorization, by the host governments to be considered for an award, in particular:
- MENA: Be authorized, or eligible for authorization, by the Governments of Jordan, Egypt, Iraq, and India to conduct activities in these countries relating to the processing of refugees for eventual resettlement. This should be understood, when required by each government’s law, to include registration with or receipt of project approval from any relevant country ministry, agency, or other official organ with jurisdiction over any activity to be conducted by the RSC.
- TuME: Be authorized, or eligible for authorization, by the Government of Turkey to conduct activities in the country relating to the processing of refugees for eventual resettlement. This should be understood, when required by the government’s law, to include registration with or receipt of project approval from any relevant ministry, agency, or other official organ with jurisdiction over any activity to be conducted by the RSC.
- MENA or TuME: Be authorized, or eligible for authorization, by the Government of Lebanon to conduct activities in the country relating to the processing of refugees for eventual resettlement. This should be understood, when required by the government’s law, to include registration with or receipt of project approval from any relevant ministry, agency, or other official organ with jurisdiction over any activity to be conducted by the RSC.
- Cost Sharing or Matching: Cost sharing, matching, or cost participation is not a requirement of an application in response to this funding announcement.
- Other Requirements:
- Have evidence of effective coordination with U.S. government agencies, non-governmental organizations, and international organizations involved with humanitarian assistance or refugee resettlement.
B. Possess management capacity at the agency’s headquarters sufficient to oversee the operation of the RSC.
C. Proposals must have a concrete implementation plan with well-conceived objectives and indicators that are specific, measurable, achievable, relevant and reliable, time-bound, and trackable (SMART), have established baselines, and include at least one outcome or impact indicator per objective; objectives should originate from the standardized Program Objectives and Indicators listed under Section III above. Applicants are required to propose at least one additional outcome-based indicator for each objective, including at least one indicator per year each for a) cultural orientation, b) requesting medical exams and entering required information into WRAPS upon receipt of the completed medical exam forms from the designated panel physician, and c) notification to IOM Operations of upcoming departures and completed travel packets. Applicants may include additional objectives and indicators if they choose.
Failure to satisfy the above requirements will preclude any further consideration of a proposal.
In addition, 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 B for a list of hardware and software items that are currently needed to access and/or operate WRAPS.)
D. Application and Submission Instructions
1. Address to Request Application Package:
(a) Application packages may be downloaded from the website www.Grants.gov.
2. Content and Form of Application:
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).
(a) Proposal Format:
Applicants should adhere to the following guidelines when preparing proposals:
- Page limits: Proposals must not exceed 20 pages in length. The requested attachments do not count toward the page limit total; however, annexes cannot be relied upon as a key source of project information. The proposal narrative must be able to stand on its own in the application process. Proposals exceeding the page limit will not be considered.
- 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 should be in 12-point Times New Roman font. All pages of the proposal should be numbered. Sections within each narrative should be sequential.
- No attachments other than those specifically requested will be 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.
Note: Each agency applying to operate RSC MENA and RSC TuME, from October 1, 2019, through September 30, 2020, 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.
- Proof of Eligibility per sections A and C above.
- Project narrative for the initial year of the project period, not exceeding the page limits above, including all requirements in section (c) below. Budget summary and budget detail for the initial year of the program period (using suggested format provided in Attachment A).
- Budget narrative for the initial year of the program period (see Appendix A for instructions).
- Completed SF-424, SF-424A (budget summary), and SF-424B forms. PRM requires that Box 21 of the SF-424 be checked. Please note that 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 an attachment to this announcement (Attachment D).
- Standardized Objectives and Indicators Chart (Attachment C).
- Risk Analysis (using the suggested format and instructions provided in Attachment B).
- Organizational chart for the RSC.
- Key Personnel for the RSC.
- Copy of the organization’s Prevention of Sexual Exploitation and Abuse (PSEA) Code of Conduct.
- Copy of the organization’s Security Plan.
- Copy of the organization’s Accountability to Affected Populations (AAP) framework.
- Most recent Negotiated Indirect Cost Rate Agreement (NICRA), if applicable, or a de minimis rate calculation if the applicant elects to use the de minimis rate.
- Most recent external audit report, if not submitted to the Federal Audit Clearinghouse.
- Most recent quarterly program and budget report, if applicable. 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.
(c) 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.
- Page numbers should be sequential for the entirety of the Project Narrative and should not restart with each section of required information.
i) Organizational Structure & Management
- How the applicant will meet the expectations outlined in Section A.I (Purpose of the Resettlement Support Center) above, including: (a) the ability to provide regional refugee processing services for all USRAP applicants regardless of nationality or ethnicity; (b) the ability to relate equitably to all domestic resettlement agencies; and (c) ensure that activities undertaken by the RSC effectively consider the specific and unique protection and assistance needs of potentially vulnerable and underserved groups.
- Its organizational structure, including the number of headquarters staff (to be described in terms of “Full Time Equivalent” or FTE positions) that will be assigned to oversee RSC MENA or RSC TuME. Describe how the organizational structure demonstrates both cost effectiveness and strong management and program delivery.
- The number of local and international staff to be assigned to the RSC and staffing patterns. Justify the number and need for the proposed FTEs to process and depart the proposed number of refugees (include workflow calculations for how to staff each required RSC function based on projected caseloads, i.e., projected caseload for each caseworker, for each CO trainer, number of staff per supervisor, etc.).
- Local and headquarters management and oversight policies.
- Outline how the organization will acknowledge PRM funding. If an organization believes that publicly acknowledging the receipt of USG funding for a particular PRM-funded project could potentially endanger the lives of the beneficiaries and/or the organization staff, invite suspicion about the organization’s motives, or alienate the organization from the population, it must provide a brief explanation in its proposal as to why it should be exempted from this requirement.
- How the organization will establish an operation to handle the processing of the caseload described in Section A.II above as well as meet program objectives as outlined in Section A.III and program requirements in Section A.IV. This includes implementation of Standard Operating Procedures and the demonstrated ability to adapt quickly to changing requirements at every stage of processing.
- The RSC’s communication strategy for disseminating information to refugees, while adhering to privacy and confidentiality guidelines. How the applicant will respond to PRM inquiries about specific cases.
- If applicable, a detailed plan outlining how the organization will assume responsibility for the RSC, including logistics, staffing, and timeframe for transition.
iii) Cultural Orientation
- How the applicant 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 and meet program requirements as outlined in Section A.IV.
- How the RSC is incorporating the Bureau’s cultural orientation guidelines as described in “Welcome to the United States—A Guidebook for Refugees” (CAL, 2012) and other materials developed by the current Cultural Orientation Technical Assistance provider.
iv) Coordination with Stakeholders
- How the applicant will collaborate and coordinate on USRAP operational matters with UNHCR, IOM and other organizations involved in referring applicants to USRAP and resettling them in the United States.
v) Training, Monitoring & Oversight
- How the applicant will develop and implement an annual and new staff training and management plan for all RSC staff, including how the proposed plan will strengthen service delivery.
- How the applicant will ensure RSC staff are fully trained on anti-fraud and integrity measures.
- How the applicant proposes internal monitoring of its processing and cultural orientation activities described in Section A.IV.
- How the applicant will establish and document procedures for fraud mitigation and response.
- How the organization will provide timely and accurate reports on processing and orientation activities.
- The organization should identify the Bureau’s point of contact at the headquarters office and at the RSC for training, monitoring, and oversight activities.
vi) Risk Management
- Summarize the risk analysis in the risk management section of the project narrative (provide more than a reference to the Risk Analysis attachment). The risk analysis should be specific to operations at the RSC in question and should address any potential programmatic or administrative risks, including that of fraud or corruption. The analysis should also assess the level of risk that the proposed program may inadvertently benefit terrorists or their supporters specific to the proposed project.
- Applicants are urged to submit the risk analysis in the format of the template provided in Attachment B.
vii) Accountability to Affected Populations (AAP) Framework
- PRM requires applicants to include in their proposal an organizational framework on accountability to affected populations prior to an award being issued.
- The framework should be three to five pages in length, discuss collection and analysis techniques, and explain how beneficiary feedback will be used to change processing decisions where appropriate. We encourage partners to align their AAP frameworks with the Inter-Agency Standing Committee’s Five Commitments to Accountability to Affected Populations.
- Describe the organization’s procedures for collecting, analyzing, and responding to beneficiary feedback throughout the refugee processing process.
viii) Gender Analysis
PRM partners must complete a gender analysis in the proposal narrative that briefly explains (1) experiences of men, women, boys, and girls with a focus on the different familial roles, community privileges, and gender dynamics within the target population; (2) associated risks and threats experienced by women, girls, and other vulnerable populations based on their gender; (3) power imbalances and needs that arise based on gender inequalities that exist within the family or community; and (4) proposed responses that will address the above and mitigate any gender differences in access, participation, or decision-making that may be experienced by at-risk groups, particularly women and girls.
(d) Objectives and Indicators Chart:
Applicants should submit a chart (see Attachment C) detailing proposed objectives and indicators for FY 2020. Charts should include the program objectives and indicators in Section A.III above.
The following attachments are available on SAMS Domestic at https://mygrants.service-now.com/grants/ under this funding opportunity announcement:
- Attachment A: Budget Detail & Summary Template (Excel)
- Attachment B: Risk Analysis Template (Word)
- Attachment C: FY 2020 Resettlement Support Center (RSC) Objectives and Indicators (Word)
- Attachment D: Certifications and Assurances (PDF)
- Attachment E: RSC Style Guidelines (PDF)
The following appendices can be found at the end of this document
- Appendix A: Budget Guidance
- Appendix B: IT Equipment, Software, and Security Requirements
E. 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) Proposals 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 get the 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 a NATO Commercial and Government Entity (NCAGE) code prior to registering with SAM. 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 email@example.com or by calling 1-800-518-4726.
(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.
(i) In accordance with 2 CFR §200.113, Mandatory disclosures, the non-Federal entity or applicant for a Federal award must disclose, in a timely manner, in writing to the Federal awarding agency or pass-through entity all allegations of violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the Federal award. Non-Federal entities that have received a Federal award including the term and condition outlined in Appendix XII—Award Term and Condition for Recipient Integrity and Performance Matters are required to report certain civil, criminal, or administrative proceedings to SAM. Failure to make required disclosures can result in any of the remedies described in 2 CFR §200.338 Remedies for noncompliance, including suspension or debarment. (See also 2 CFR part 180, 31 U.S.C. 3321, and 41 U.S.C. 2313.)
4. Submission Dates and Times
Announcement issuance date: Thursday, May 2, 2019
Proposal submission deadline: Tuesday, July 2, 2019 at 12:00 p.m. noon EDT.
5. Intergovernmental Review – Not Applicable.
6. Funding Restrictions. Federal awards will not allow reimbursement of Federal Award costs without prior authorization by PRM.
7. Other Submission Requirements
(a) Funding and Funding Procedures: The organization with which the Bureau enters into a Cooperative Agreement or Memorandum of Understanding for each 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 for budget preparation instructions) and based on the proposal submitted in response to this request.
(b) 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 PRM funding is awarded:
- The Recipient shall recognize the United States Government’s funding for activities specified under this award at the project site with a graphic of the U.S. flag accompanied by the following phrase:
“Funding provided by the United States Government”
- The Recipient shall also comply with the “Style Guidelines for Resettlement Support Centers” dated April 2, 2012, and attached hereto as Attachment E.
- Exemptions from these requirements may be allowable but must be agreed to in writing by the PRM Grants Officer.
All programs, projects, assistance, activities, and public communications to foreign audiences, partially or fully funded by the Department, should be marked appropriately overseas with the standard U.S. flag in a size and prominence equal to (or greater than) any other logo or identity. The requirement does not apply to the Recipient’s own corporate communications or in the United States.
The Recipient should ensure that all publicity and promotional materials underscore the sponsorship by or partnership with the U.S. Government or the U.S. Embassy. The Recipient may continue to use existing logos or project materials; however, a standard rectangular U.S. flag must be used in conjunction with such logos.
To recognize PRM funding through social media posts, tag PRM’s Twitter account @StatePRM and/or Facebook account @State.PRM (rather than using hashtags).
Sub non-Federal entities (sub-awardees) and subsequent tier sub-award agreements are subject to the marking requirements and the non-Federal entity shall include a provision in the sub non-Federal entity agreement indicating that the standard, rectangular U.S. flag is a requirement.
In the event the non-Federal entity 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 with the non-Federal entity.
- Application Review Information
- 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 proposals based on the following criteria:
- Organizational Structure and Management Capacity (20 points)
- Processing Expertise and plan to achieve objectives (20 points)
- Cultural Orientation (5 points)
- Coordination with Stakeholders (5 points)
- Training, Monitoring and Oversight (20 points)
- Risk Management/Analysis (5 points)
- Accountability to Affected Populations (5 points)
- Gender Analysis (5 points)
- Budget (15 points)
2. PRM will conduct a formal competitive review of all proposals submitted in response to this funding announcement. A review panel of at least three people will evaluate submissions and determine whether and to what extent the applicant’s plan for refugee processing meets the RSC objectives outlined in this NOFO; 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 and in the context of available funding.
3. Department of State Review Panels may provide conditions and recommendations on applications to enhance the proposed program, which must be addressed by the applicant before further consideration of the award. To ensure effective use of limited PRM funds, conditions or recommendations may include requests to increase, decrease, clarify, and/or justify costs and program activities.
- Federal Award Administration Information
- 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.
- 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.
Successful applicants will be required to submit:
(a) Program Reports: PRM requires program 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 or MOU. 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 partner’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 program report template and, if also choosing to use the SF-PPR, reference this template as being attached in block 10 at “Other.” This template is designed to ease the reporting requirements while ensuring that all required elements are addressed.
(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 annual Federal Assistance 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 officer 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.
G. PRM Contacts
Applicants with technical questions related to this announcement 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 project discussed.
PRM Program Officer: Jacqui Pilch, 202-453-9276, PilchJJ@state.gov
Appendix A: Budget Guidance
The following provides guidance for the preparation of a proposal’s budget detail and budget narrative.
The use of the PRM budget detail template is strongly recommended and estimates should be rounded to the nearest dollar. Information included in the budget detail should correspond to information in the budget summary and be explained in greater detail in the budget narrative.
Applicants should provide real quarterly budgets in the budget summary and detail, factoring in timing for expected costs such as travel, purchase of equipment, etc.
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. Make sure that budget documents are consistent in terms of the order in which items are presented and that dollar amounts match in the budget narrative and budget detail.
Applicants with current awards from the Bureau should provide a justification for and clearly explain any changes made to the prior year’s budget.
Applicants with current awards from the Bureau should include the FY 2019 estimated actual spending per line item and provide a rationale in the budget narrative supporting the difference between FY 2019 estimated expenditure and FY 2020 proposed amount.
For policy guidance concerning U.S. Government regulations or admissible expenditure limits, etc., please refer to OMB’s Uniform Guidance at 2 CFR 200. The suggested budget template is provided as Attachment A.
This category includes annual salaries/wages, stipends, consultant fees, allowances, differentials, bonuses or extra months’ 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 be in terms of full-time equivalents (FTE, expressed as a percent), the rate of pay, and the associated unit measurement (hour/month/year) anticipated to fulfill project implementation. In the budget narrative, identify each position and indicate its role in RSC operations. The budget narrative should indicate both the number of FTEs and the number of employees occupying each type of position.
For applicants currently managing the RSC, indicate if a position is new or proposed in the Comments section of the budget detail, and include a rationale for the proposed change in the budget narrative.
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. Include anticipated position title(s), the proposed daily or hourly rate to be paid as compensation, and the number of consultant days that are anticipated.
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 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. Explain anticipated termination or severance expenses in the budget narrative section. Severance pay must be consistent with the organization’s established personnel policies and practices as well as local labor laws.
Other types of allowances such as housing and education or differentials must be shown separately and identified against the position to be charged. The budget detail should specify which positions and the number of employees being given each service; i.e., housing for 3 employees; education allowance for 2 children of 2 employees, etc. Allowances 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, staff restructuring or reorganization from the previous year (if applicable), and an organizational chart. 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.
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 U.S. government.
If an established NICRA includes a rate for fringe benefits, please ensure that you utilize and/or adjust the rate appropriately.
List local program travel by function in this category (in-country, regional, international, etc.) and type of trip (circuit ride, monitoring, etc.). Headquarters staff travel should be included in the Headquarters Expenses category below. Refugee travel costs should be in the Other Refugee Processing Expenses category below.
In the budget detail, provide one total for each category and type of trip. All anticipated international trips must be listed individually. Show only the total cost of each trip. Do not itemize by category (airfare, per diem, etc.); rather, list general categories as well as the number of trips included in the trip total in the comments column for each type of travel.
In the budget narrative, a detailed description of all anticipated travel by category is required. Travel should 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 undertaken to conduct case processing. Roundtrip airfare from Jordan to Algeria 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 $1,000 = $50,000
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
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: https://aoprals.state.gov/web920/per_diem.asp.
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 defined as having 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 non-expendable 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.
In the budget narrative, include a detailed listing of all non-expendable equipment anticipated to be purchased for program activities including justification. For example, 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
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 Appendix B for WRAPS requirements.
List all equipment that will be leased, including vehicles.
Show all tangible personal property by appropriate category (office supplies, classroom 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 (e.g. pens, pencils, notebooks, printer paper, etc.)
12 months x $100/month x 3 project offices = $3,600
Due to the opening of a new project office to support DHS circuit rides, project supplies include the following items: 2 laptop computers, 3 desktop computers, and 2 printers
2 laptop computers x $700 = $1,400
3 desktop computers x $1,200 = $3,600
2 printers x $400 = $800
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 partner, etc. The budget detail should include the purpose and scope of work for contractual services as well as the budgeted amount. These agreements are subject to the regulations set forth in 22 CFR 145.
Other Direct Expenses:
Include 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.
Describe in the budget detail as follows:
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 case files via ground freight = 2 trips x $3,000 = $6,000
Include headquarters positions and indicate their support of the project and/or sector(s) as well as percentage of time dedicated to the program. Provide a numerical justification for the cost.
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 administrative 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 or refugee travel costs. Provide a detailed breakdown of anticipated costs for each category of activity.
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 (NICRA) must be submitted for the recipient and sub-recipient(s), if applicable. Inclusion of indirect costs must be in compliance with the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, (OMB Circular 2 CFR Part 200).
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, total cost for each trip should be provided under the “Proposed Budget” column, with the number of trips and 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: IT Equipment, Software, and Security Requirements
Please note the equipment listed below is the minimum requirement. The RSC may exceed any of the recommendations. Should the RSC replace a previous RSC in the same location, and find that the existing hardware does not meet the minimum requirements specified in document, the new RSC staff will be responsible for any and all necessary upgrades.
Facility Server/IT Room
The RSC is responsible for providing and maintaining an IT server room capable of housing all the necessary networking, computer, and telephony hardware required to support the business operations of an RSC. This includes space, power (minimum two-15amp circuits per device), enterprise UPS (uninterruptible power supply) solution, cooling, and fire suppression solution.
The RSC will hold in reserve the necessary IT server capacity (i.e. space, power, enterprise UPS (uninterruptible power supply) solution, and cooling) required to provide colocation services for a WRAPS on premise solution (see WRAPS on Premise Colocation Requirements section for details.)
CISCO 4431 Routers – minimum 2
U.S. manufactured commercial grade switch(es) – minimum 2
A pair of CISCO ASA or PaloAlto (with VLAN separation) and IPSec VPN tunnel to RPC
Structured Cabling (wireless access is prohibited)
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
The RSC must have an Internet Service Provider (ISP) with a minimum of:
50/50 MB dedicated link
IP subnet with at least 14 usable host addresses
RSC Office Operations
Server Hardware to function as an RSC
The following equipment/software is representative of an environment to support desktops accessing WRAPS. If not already available, it should be included in the proposal.
1 Dual Core Processor 64-bit
8 GB RAM
2 – 80 GB SATA Disk Drives
Enterprise Level Microsoft Exchange & File Server (2 Servers)
2 Dual Core Processors 64-bit
Minimum 16 GB RAM
Minimum 2TB Storage
Spam Filtering Solution
Tape Drive for backups
Redundant Power Supply
Redundant Fan Kit
All non-WRAPS Servers
Windows Server 2012 or higher (2016 recommended)
Commercial grade Anti-Virus Software
Automated patch management and compliance reporting
Network Label Printer (Zebra LP2844 is utilized at the RPC)
Double-sided Image Scanner
All caseworkers and supervisors must have access to a telephony solution that provides the ability to make and receive local and long distance phone calls. This may be achieved via a third party VOIP solution, traditional telephony provider, or a combination of both.
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:
Minimum 8 GB RAM
Minimum 100 GB Hard Disk
4 USB Ports
Windows 7 or 10 Professional or Enterprise (Windows 10 recommended)
Microsoft Office 2013
Microsoft Internet Explorer 11 or higher
Adobe Acrobat Reader
Commercial Anti-Virus Software
Note: No Kaspersky products are permitted at all.
Security for the WRAPS components will be provided.
For non-WRAPS servers, routers, firewall, and switches, they should be installed in a secure area to prevent unauthorized access to the server consoles.
The security framework in use for the RSC must be identified. An internal audit against the framework must be completed by December 31, 2019. The results of the internal audit, remediation plans, targeted and actual completion dates must be provided to the RPC. An external audit should be scheduled to occur by September 30, 2020.
Configuration and management controls should be mapped from the stated security framework and proof shown that controls are in place that adhere to United States’ Federal Information Security Act (FISMA) 800-53 controls.
- RSCs should ensure all staff review and sign applicable Rules of Behavior/Acceptable Use Policy within 30 days of receiving an account. This policy defines the local RSC rules users must follow and acceptable use of the system.
- RSCs should develop a formal process to ensure all processing staff receive initial and yearly Information Awareness training. RSCs should maintain a current roster of general users and those that maintain elevated privileges (i.e. Administrators).
- RSCs should develop a system plan to include a network diagram, a record of all connections to RPC and other partners, and an up to date inventory of hardware/software
- The RPC provides the curriculum to facilitate both general training geared towards all staff and privileged user training, which covers advanced principles of IT Security, policies, and procedures.
Vulnerability Scanning and Maintenance
Each RSC is responsible for the maintenance and security of their own equipment but must adhere to an acceptable security standard. This requires that the RSC do regular vulnerability scanning and patching of all desktops and servers on their network. To ensure that this is maintained, RSCs must provide scan data on a quarterly basis to the RPC Security Team. One of the following scanning solutions is recommended:
- Nexpose Rapid 7
- Tenable Network Security (Nessus)
Backup and disaster recovery
The RSC is responsible for an enterprise level backup and recovery solution that includes the backup of all servers with regular weekly rotation full backups held offsite for a minimum of 6 months. All backup data must be encrypted at rest. Evidence of a Disaster Recovery plan and the results of a Disaster Recovery test should be provided to the RPC on an annual basis.
Circuit Ride Laptops
The Circuit Ride server itself, containing the WRAPS application, will be provided. Include all other equipment required to use the circuit ride server in the field.
Hardware – laptops to connect to Circuit Ride server
Workstations/laptops, LAN equipment and switches for circuit ride processing are determined by local circuit ride requirements
The workstations and/or laptops should have BitLocker or equivalent encryption
Any external devices should be encrypted (for instance Ironkey Thumbdrives should be used)
Printers, Label Printers, Scanners, Digital Cameras, etc. as needed
The RPC utilizes HP equipment for servers, desktops, and network printers. 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, except for Kaspersky products. Symantec is utilized at the RPC and has been verified to not interfere with WRAPS operations.