Funding Opportunity Number:  SFOP0006252

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

Announcement issuance date:  Wednesday, November 6, 2019

Announcement type:  Cooperative Agreement

Proposal submission deadline:  Tuesday, January 21, 2020 at 12:00 p.m. noon EST.  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 SAMS Domestic, 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

1. Purpose of the Reception and Placement (R&P) Program

The R&P Program for the initial resettlement (including initial reception and placement with sponsors) of refugees in the United States under Section 412(b) of the Immigration and Nationality Act (INA) is managed by PRM.  The purpose of the R&P Program is to promote the successful reception and placement of all persons who are admitted lawfully to the United States under the U.S. Refugee Admissions Program (USRAP).  For the purpose of this announcement, “refugee” is defined as a person admitted to the United States under Section 207(c) of the INA, as amended, or a person to whom eligibility for the resettlement assistance available to individuals admitted under Section 207(c) has been extended by statute.

To accomplish this goal, Section 412 of the INA recognizes the desirability for public or private non-profit organizations to provide R&P services, including by arranging for nonpublic assistance, using private resources, to assist refugees to achieve economic self-sufficiency as quickly as possible.  The program goals and objectives set forth in this announcement have been established in accordance with these statutory provisions.

The goals of the R&P Program administered by PRM are:

a. To receive promptly into the United States all refugees approved for admission under applicable provisions of the INA and the annual refugee admissions ceiling determined by the President;

b. To provide all refugees approved for admission to the United States with reception and placement services appropriate to their personal circumstances;

c. To assist refugees in integrating into American society and achieving sufficient English language skills and economic self-sufficiency as quickly as possible in coordination with other refugee services and assistance programs.

Core program objectives for FY 2020 include the following:

a. Resettlement Agency management ensures sound and timely operations to appropriately prepare and plan for refugee arrivals to the United States.

b. Resettlement Agency management provides sound oversight and support to maintain a flexible, well-equipped, and knowledgeable affiliate network.

c. Resettlement Affiliates deliver timely and individualized services that promote refugee well-being, integration into American society, English-language skills, and economic self-sufficiency (as defined in 45 CFR 400.2).

d. Resettlement Affiliates regularly engage, inform, and consult resettlement partners in their communities and state and local governments.

e. Resettlement Affiliates ensure refugees are connected to appropriate services and oriented to their new communities.

Pursuant to Section 412(b)(1) of the INA, PRM provides financial support to non-profit organizations to carry out the R&P Program.  Participating organizations are expected to combine PRM’s financial assistance with existing and projected private resources for the provision of R&P services for refugees admitted to the United States during the period June 1, 2020 through September 30, 2020.  The R&P service period is defined as an initial 30-day period that can be extended up to 90 days after arrival should more than 30 days be required to complete delivery of R&P services.

Consistent with Section 412(a) of the INA and Executive Order 13888, Enhancing State and Local Involvement in Refugee Resettlement, PRM and the Department of Health and Human Services Office of Refugee Resettlement (ORR) seek to promote the involvement of states and localities in the selection of locations for initial resettlement.  In addition, PRM and ORR seek strong environments to support resettlement and speedy integration, and regard state and local consent for resettlement activity as important evidence of such strength.  For each state and locality where the applicant proposes to resettle refugees during the award period, the applicant should seek written consent for resettlement of refugees from the state governor’s office and the chief executive officer of the local government (county or county equivalent).  PRM will take into account such consents to the maximum extent permitted by law, including Section 412(a) of the INA and antidiscrimination laws, in deciding where to place refugees.

2. Funding Procedures

Under current funding procedures, each agency with which PRM enters into a Cooperative Agreement (CA) is provided $2,175 for each refugee it sponsors who arrives in the United States during the period of the CA and is verified to have been placed and assisted by the agency.  This funding is intended to supplement private resources available to the applicant and may be used at the local affiliates at which refugees are resettled and only for the direct benefit of refugees and for the delivery of services to refugees in accordance with program requirements as described in the CA.  In addition, PRM funds national R&P Program management costs according to separately negotiated and approved budgets based on the applicant’s sponsorship capacity.

Applicants should base their placement plans provided to PRM in response to this notice of funding opportunity on the capacity of their network of local affiliates, which will have consulted with state governors’ offices, state refugee coordinators, local governments, and resettlement partners in their communities in order to seek the consents of state and local governments and ensure that the placement plans and sites are reasonable and appropriate.

The FY 2020 ceiling for refugee admissions established by the President, after consultation with Congress, is 18,000.  In addition, applicants should include 10,000 Special Immigrant Visa (SIV) recipients in their planning. Applicants should assume similar admissions and recipient numbers for performance periods beyond FY 2020.

3. Refugee Caseload Assignment

Cases will be assigned to each approved applicant through a process administered on behalf of PRM by the Refugee Processing Center (RPC), 1401 Wilson Boulevard, Suite 1100, Arlington, Virginia 22209.

The number of refugees assigned to an approved applicant will be determined by PRM, in accordance with the needs of the Admissions Program, taking into account the FY 2020 refugee admissions ceiling and allocations; the proposed capacity of the applicant and its affiliates; the views of state and local officials; the applicant’s demonstrated ability to implement its proposed placement plan; the cost effectiveness of the applicant’s plan; and past performance.  The number of refugees assigned to an approved applicant may be less than the proposed placement capacity of the applicant.

Iraqi and Afghan SIV recipients requesting R&P services will be allocated to the approved applicants in the same manner as refugee cases.

New applicants should provide a reasonable estimate of the applicant’s service capacity for new refugee arrivals.

B. Federal Award Information

Proposed program start date:  June 1, 2020

Duration of Activity:  An initial period beginning June 1, 2020 through September 30, 2020, subject to the availability of funds.  This agreement may be renewable for up to one additional fiscal year based upon budget submissions on an annual basis.  Continued funding after the initial 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 the award period, the PRM will re-compete the project, and the recipient of this award may participate in that process.  In funding a project, PRM makes no representations that it will continue to fund the project in successive years and encourages applicants to seek a wide array of donors to ensure long-term funding.

C. Eligibility Information

1. Eligible Applicants: In order to be considered for participation in the program, an applicant must:

a. Be a well-established social service provider with demonstrated case management expertise and experience managing a network of affiliates that provide reception and placement or similar services to refugees or other immigrant populations in the United States;

b. Have been in operation for at least three full years in 501(c)(3) non-profit status;

c. Document the availability of private financial resources to contribute to the program; and

d. Operate in multiple locations across the United States.

Failure to satisfy any of the four required qualifications above will preclude further consideration for participation in the program.

PRM will evaluate all applications based on the selection criteria described in this document, including the eligibility requirements and the information provided in the project narrative and supporting documents.  PRM will also take into account various program and organizational factors when making final award decisions, including the FY 2020 refugee admissions ceiling.

Participation in the FY 2019 R&P Program is neither a pre-condition for nor a guarantee of continued participation in FY 2020.

2. Cost Sharing or Matching: Cost sharing, matching, or cost participation is not a requirement of an application in response to this funding announcement. However, voluntary cost sharing will be considered in the merit review of applications as discussed in Section E.1.h of this Notice.

D. Application and Submission Instructions

1. Address to Request Application Package: Application packages may be downloaded from the website www.Grants.gov.

2. Content and Form of Application:

a. Applicants should report all data in terms of the federal fiscal year (i.e., October 1 through September 30).

b. Proposal Format

Applicants should adhere to the following guidelines when preparing proposals:

  • All documents in the proposal should have the following page layout: 5 inch by 11 inch pages with one-inch margins on all sides.
  • All documents in the proposal must be in 12-point Times New Roman font.
  • All pages of the proposal must be numbered. Page numbers should restart at “page 1” for each separate file/attachment (Word, Excel, or PDF Document) that is submitted.
  • Proposals should be no longer than specified in this section. Information included on pages beyond the stated page limitations will not be reviewed.
  • Sections within each narrative should be sequential.
  • Abstracts for individual affiliate and sub-office sites are to be arranged in alphabetical order, first by state name (not by abbreviation), then by city within each state where the office is located. All offices should be identified by location (State, City) and PRM code when available (e.g. FLXXX01).  For all Washington, D.C. locations, please use “Washington” for the city, and “District of Columbia” for the state.  All proposed new affiliates should be included at the end of this section.
  • No attachments other than those specifically requested will be accepted or considered.

c. Required Forms and Information and Sample Formats:

Required Forms (Instructions accompany each form in the electronic Grant Application Package):

  • Completed Forms SF-424, SF-424A, and SF-424B (only if the representations and certifications have not been completed in SAM.gov). 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 available upon request by emailing PRMNGOCoordinator@state.gov with the subject line, “PRM NGO Templates.

Other Required Information (Instructions are detailed below):

  • Project Narrative
  • Objectives and Indicators Chart
  • National Management Budget Summary, Budget Detail, and Travel Cost Detail
  • National Management Budget Narrative
  • Affiliate and Sub-office Abstracts, including state and local consent to resettlement of refugees, if available
  • URM Affiliate and Sub-office Abstracts, if applicable, including state and local consent to resettlement of refugees, if available
  • FY 2020 Proposed Consolidated Placement Plan
  • Three-year Affiliate Monitoring Plan
  • R&P National Management Staff Detail
  • National Management Office Organizational Chart
  • Supporting documentation for new sites as attachments, if applicable
  • Supporting documentation for new URM affiliates as attachments, if applicable
  • Accountability to Affected Populations (AAP) Framework
  • Risk Analysis
  • Code of Conduct on the prevention of sexual exploitation and abuse
  • Most recent Negotiated Indirect Cost Rate Agreement
  • Most recent external audit report, if not submitted to the Federal Audit Clearinghouse
  • If the organization did not receive funding from PRM before the U.S. government fiscal year ending September 30, 2004, copies of: 1) the most recent external financial audit, 2) non-profit tax status under IRS 501 (c)(3), 3) Data Universal Numbering System (DUNS) Number, and 4) Employer ID number (EIN)/Federal Tax Identification. If your organization has never applied for PRM funding before and is not registered with the government-wide System for Award Management (www.SAM.gov) and/or does not have a Data Universal Numbering System (DUNS) number, you will need to get a DUNS number and then register with SAM.gov before you can submit a proposal to Grants.gov.  The SAM.gov and DUNS registration process can take some time so we recommend you start as early as possible.

Sample Attachment Formats:

Sample formats of the following documents are available on Grants.gov.  The Excel documents are included in a single Excel workbook.  Applicants are strongly urged to use these suggested formats.  Submissions prepared in alternate formats will be considered as long as all required information is provided.

  • Objectives and Indicators Chart
  • National Management Budget Summary (Excel Document)
  • National Management Budget Detail (Excel Document)
  • Travel Cost Detail (Excel Document)
  • Affiliate/Sub-office Abstract (Word Document)
  • URM Affiliate/Sub-office Abstract (Word Document)
  • FY 2020 Proposed Consolidated Placement Plan (Excel Document)
  • Three-year Affiliate Monitoring Plan (Excel Document)
  • R&P National Management Staff Detail (Excel Document)
  • Risk Analysis Template (Word Document)
  • List of State and Local Government Consents Template (Excel Document)

Detailed Instructions for Other Required Information

a) Project Narrative

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

  • The Project Narrative should be subtitled and numbered to correspond with the required information sections below. If any individual section of information is not applicable, that fact should be specifically stated.
  • The narrative should not exceed 20 pages. If applicable, include additional pages to describe any of the following activities being proposed:
    • The Unaccompanied Refugee Minor (URM) program (one page).
    • International Organization for Migration (IOM) loan billing services (two pages).
    • Placement of Refugees with U.S. Ties Outside Affiliates’ Radii (two pages).
  • Note that page numbers should be sequential for the entirety of the Project Narrative and should not restart with each section of required information.
  • Submit the Project Narrative as an attachment by selecting the “Project Narrative Attachment Form” in the Grant Application Package.

Organizational Structure and Management

Each applicant should briefly describe its organizational structure and its ability to manage a network of affiliates in multiple locations in a cost-effective manner while maintaining strong management and program oversight.  For existing applicants, explain any proposed changes per position from FY 2019, and justify the number and need for the proposed Full-Time Equivalents (FTEs) to serve the proposed number of refugees.

Describe formal or legal relationships with affiliates and sub-offices.

State the number of placement sites (number of affiliates and sub-offices).  List all affiliate and sub-office sites opened and closed during FY 2019 as well as any proposed new sites and any sites planned for closure in FY 2020.  Describe a coherent strategy or rationale for selecting and maintaining resettlement sites in the placement network, including how you take into account feedback from state and local governments.

The employment of aliens not authorized to work in the United States could undermine the purposes of the R&P program, which seeks to assist those who have been lawfully admitted to the United States as refugees, including through employment.  E-Verify is a web-based system that allows enrolled employers to confirm the eligibility of their employees to work in the United States.  State whether the applicant and its affiliates are participants in the Department of Homeland Security’s E-Verify program (www.e-verify.gov) as of the date that the proposal is submitted.  Provide the E-Verify company identification numbers for the applicant and its affiliates.  Applicants that participate in the E-Verify program will receive additional points in the merit review of applications as discussed in Section E.1.i of this Notice.

Program Management

Applicants with existing programs should include a brief narrative description of how they demonstrate accountability for refugee resettlement program outcomes.

Community Engagement and Beneficiary Feedback:  Describe the applicant’s community engagement strategies in resettlement site states and localities for FY 2020, including the applicant’s plans to inform the public in resettlement site localities about resettlement activities and how public feedback will be gathered and used.  Include initiatives at the state and local levels to collect and use beneficiary and public feedback to select resettlement sites, improve programming, and implement tangible plans to support development of effective refugee integration strategies.  Explain how applicant’s community engagement beneficiary feedback strategies fit within the organization’s Accountability to Affected Populations (AAP) framework (below).

Fraud Prevention:  Include a brief description of the applicant’s fraud prevention strategies and activities, including how the applicant uses culturally effective practices and procedures with refugees to combat fraud, and how the applicant responds to alleged or possible fraud (including, but not limited to, immigration and welfare benefit fraud).  Please also provide a summary of the risk analysis submitted as part of the proposal package, to include identified risks associated with the program and actions to help mitigate these risks.

Private Contributions:  For applicants with existing programs, please provide the total aggregate contributions to all affiliates and sub-offices (as documented in the affiliate/sub-office abstracts) in the chart below and provide a short description of the private contributions.

FY 2018 (Oct. 1, 2017-Sept. 30, 2018)

Contributions to the R&P Program

Type of Donor

FY 2018

 Actual Cash

FY 2018 Actual

In-kind Value

Foundations/ Corporations
Faith-based/ Community-based Organizations
Fees for Service
Individuals
Volunteer Hours/Miles
State/County/Local Government:
National Office
Affiliate/Sub-office
Other:
TOTALS
TOTALS PER CAPITA
TOTAL COMBINED PER CAPITA

Placement and Arrivals

Describe the analysis and criteria used to determine placement of refugees throughout a network to guarantee appropriate R&P services for arriving refugees.  Identify the indicators used to evaluate other key placement factors, such as community support, refugee integration, and economic self-sufficiency.  Explain where significant increases or decreases in placement are expected in FY 2020.

A minimum of 100 refugees must be served by an affiliate.  However, for affiliates in locations where there are no other open affiliates within the placement radius, a minimum of 50 refugees may be served.  The radius for placement by affiliates is restricted to 100 miles within the same state for predestined cases[1] and cases with U.S. ties, and 50 miles within the same state for cases with no U.S. ties.  If an applicant proposes to place predestined or cases with U.S. ties outside the 100-mile, in-state radius, provide a rationale and a list of such sites.  Placement of cases allocated with no U.S. ties beyond the 50-mile, in-state restriction is not permitted.

Consistent with Section 412(a) of the INA and Executive Order 13888, Enhancing State and Local Involvement in Refugee Resettlement, PRM and the Department of Health and Human Services Office of Refugee Resettlement (ORR) seek to promote the involvement of states and localities in the selection of locations for initial resettlement.  In addition, PRM and ORR seek strong environments to support resettlement and speedy integration, and regard state and local consent to refugee resettlement activity as important evidence of such strength.  For each state and locality where the applicant proposes to resettle refugees, the applicant should seek written consent for resettlement of refugees for FY 2020 from the state governor’s office and the chief executive officer of the local government (county or county equivalent).

PRM will take into account such consents to the maximum extent permitted by law, including Section 412(a) of the INA and antidiscrimination laws, in deciding where to place refugees.  Applicants should document such consents or their unavailability in the affiliate and sub-office abstracts as directed in Appendix B.  PRM will not permit placement in states or localities that lack such documentation.

Note that state and local consents are not required for refugee resettlement before the award period. However, applicants may submit to PRM such consent letters from state and local officials on a rolling basis both before and after submission of their proposals.  Letters should be submitted electronically in PDF format to RefResettlement-PRM@state.gov.  Consistent with Executive Order 13888, such consent letters will be published on the Department of State website as soon as practical upon receipt from potential applicants.

Network Monitoring

Applicants should describe monitoring of affiliate offices and sub-offices to include number of staff, duration of trips, and process for completing all monitoring requirements.  If desk monitoring is used, describe the circumstances and process.  Explain the applicant’s process and timeframes for ensuring that corrective actions taken (in response to PRM monitoring, agency monitoring, and beneficiary feedback) result in final program compliance.

Network Training

Describe the overall network training strategy and how proposed activities will strengthen R&P service delivery.  Include the purpose of each training activity, its frequency, desired outcomes, and mechanisms for ensuring appropriate staff receive the training, and how training effectiveness will be measured.  Applicants with existing programs should describe lessons learned from previous trainings and how they will inform the training strategy for FY 2020.  Clearly establish the need for any proposed in-person training versus other modes of training, such as distance learning or webinars.

Applicants with existing programs should list network training activities related to R&P that took place in FY 2019.  Note the number of staff who attended each training (distinguish between national and affiliate staff), and explain how the effectiveness of the training was measured as well as actions taken to ensure cost efficiencies.

Unique Expertise, Capacity, and Geographic Coverage

Describe the applicant’s unique qualities including but not limited to, affiliate offices in locations with no other resettlement affiliates within the placement radius; a network with large geographic scope; or expertise and programming which is specific to the R&P program. This should not include private resources or volunteer programs, as this information is included elsewhere.

Placement of Refugees with U.S. Ties Outside Affiliates’ Radii (additional 2 page maximum)

In some instances, R&P services must be provided to refugees joining U.S. ties in locations outside the approved 50-100 mile placement radius of any affiliate.  Applicants proposing to manage placement of refugees in these circumstances should propose a model to implement and manage this process.  The proposed model shall include an approach that ensures refugees are placed only in states and localities that have consented to receive refugees.  Include national management structure, staffing, and resources proposed to oversee the process within the R&P program infrastructure (both pre- and post-arrival), as well as a detailed timeline for implementation.  Describe the process for identifying, securing, and training local partners.  In the National Management staffing chart, budget narrative, and budget worksheet, clearly identify any staffing and costs related to this placement model.  Include the proposed placement capacity.

Unaccompanied Refugee Minor (URM) Foster Care Program Applicants Only (additional 1 page maximum)

If an applicant is currently participating in the placement of unaccompanied refugee minors overseas into foster care and wishes to continue these placements in FY 2020, the proposal should describe national management procedures for placing and assuring such cases during FY 2019 and list participating affiliates.  List all proposed new URM sites.  Applicants should also provide URM Affiliate Abstracts for each foster care site and include such sites in their consolidated placement plan.

IOM Travel Loan Program (additional 2 page maximum)

For applicable current R&P Program participants, applicant should describe how its system for administering refugee transportation loans enables it to comply with the responsibilities set forth in the CA and those set forth in the separate Memorandum of Understanding (MOU) with IOM.  The description should address each of the CA and IOM MOU responsibilities and how each one is met or not met by the system.  Should a responsibility not yet be met by the loan system, please provide specific information on proposed changes and when such changes will be implemented to fully meet the requirements.  For example, does the system include appropriate procedures to successfully trace addresses?  Are social security numbers recorded in the loan files?  Does the system interface with the IOM Loan Tracking System (LTS) for the importing of USRAP Travel Loan Promissory Note (ePN) data and the exporting of Account Balances, Transactions and Transfers to IOM?  Are loan notes transferred to IOM in accordance with the steps set forth in the IOM MOU?  Are management procedures in place to ensure compliance with applicable federal, state and municipal statutes and regulations governing billing services?  Detail the number of full- and part-time staff devoted to the IOM travel loan effort during the current year and the number expected to be devoted under a new agreement.

Note: Only applicants approved for participation may be assigned IOM travel loans; should new R&P agencies be identified and funded as a result of this announcement, they should not assume that their future number of assigned refugees will be sufficient to operate an individual loan program.

New Applicants Only

Please provide all information required above as well as:

  • A narrative (additional one page maximum) describing the history and development of the organization, its background in social service activities, particularly with refugee clients or other immigrant populations, and experience with and capacity to sponsor refugees of various ethnic backgrounds and generate private contributions. Evidence of at least three years of operation in a non-profit 501(c)(3) status.
  • Copies of recent evaluations of other federal or state-funded programs may be requested by PRM as evidence of ability to provide required services.

b) Objectives and Indicators Chart

Applicants should submit a chart detailing proposed objectives and indicators for FY 2020.  Charts should include the standardized program objectives and indicators as included in the sample format provided on Grants.gov.  Applicants are encouraged to include additional indicators that reflect the way in which their organization measures and evaluates achievement of program goals and objectives.  Though not required, applicants may also choose to include additional objectives that demonstrate key measures of success in the R&P Program.  Proposed objectives and indicators should be specific, measurable, achievable, relevant and reliable, time-bound, and trackable (SMART), and should be clearly linked to the program goals highlighted in Section A.1 of this notice of funding opportunity.  Note that these objectives and indicators will inform ongoing Bureau evaluation of agency performance, including via quarterly program reports and annual monitoring of agency national management offices.

c) National Management Budget

The R&P Program is funded from a combination of public and nonpublic assistance.  Applicants should document contributions of such private resources to the R&P Program at national management offices.  Applicants should provide a detailed and cost effective budget.  Applicants that use private resources toward direct national management costs including network training costs will receive additional points.  The Budget must contain the following sections and should adhere to the requirements listed:

  • National Management Budget Summary
  • National Management Budget Detail
  • Travel Cost Detail

A sample excel format for the National Management Budget Summary, Budget Detail, and Travel Cost Detail is provided on Grants.gov.  The sample format for the Budget Summary and Budget Detail includes columns reflecting PRM (federal) and other (non-federal) funding sources as well as the total funding need for national management costs.  The Budget Summary requires each applicant to provide a breakdown of sources of non-federal funding and the amounts.  This breakdown should correspond to the amount of non-federal funding included in the budget.  The Travel Cost Detail requires a breakdown of the associated costs for each planned trip by travel category.  The Budget Summary, Budget Detail, and Travel Cost Detail should follow the suggested format listed in Appendix A.  The applicant shall comply with the relevant provisions of 2 CFR 200, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards” and the Department of State Standard Terms And Conditions.

d) National Management Budget Narrative

The National Management Budget Narrative should be a separate, narrative document, and should describe in full detail each of the items included in the National Management Budget Summary, Budget Detail, and Travel Cost Detail.  The Budget Narrative should thoroughly and clearly describe each item; correspond with the information, comments, and figures provided on the Budget Summary and Detail; be easy to understand; demonstrate cost effectiveness; and reflect calculations that are mathematically correct and comply with guidelines and limitations.  For existing applicants, any changes to the prior year’s budget should be clearly noted and explained.  Note that page numbers should be sequential for the entirety of the Budget Narrative and separate from the project narrative pagination.

e) Affiliate and Sub-Office Abstracts (Maximum 4 pages each)

Applicants must submit an abstract for each affiliate office and sub-office, existing or proposed. The affiliate and sub-office abstracts should follow the abstract completion instructions listed in Appendix B using the sample format provided on Grants.gov.  All abstracts should be uploaded to Grants.gov as one continuous file.  New applicants and/or new sites need not complete sections that request information from previous fiscal years.

Each affiliate or sub-office abstract should present information pertaining only to activities of that specific office and should not include data related to activities corresponding to sub-offices, or administering affiliates.  Applicants with refugee foster care programs should submit a URM affiliate abstract for each URM site.

For submission with the R&P proposal, abstracts for individual affiliate and sub-office sites are to be arranged in alphabetical order, first by state name (not by state abbreviation), then by city within each state where the office is located.  NOTE: For all documents and attachments, affiliates and sub-offices should be arranged in this order.  All offices should be identified by location (State, City) and, for existing affiliates, PRM code (e.g. FLXXX01).  For all Washington, D.C. locations, please use “Washington” for the city, and “District of Columbia” for the state should be included at the end.  All proposed new affiliates should be included at the end of this document.

Please interfile the abstracts as a single electronic document in this fashion:

  • Each sequential abstract should begin on a new page.
  • Each affiliate and sub-office abstract is limited to four pages (not counting state and local government consent letters).
  • If a sub-office is located in a different state than its administering affiliate, the sub-office abstract should be positioned by state rather than with its administering affiliate.

f) URM Affiliate and Sub-office Abstracts (Maximum 3 pages each)

Applicants must submit an abstract for each URM affiliate office and sub-office, existing or proposed.  The URM affiliate and sub-office abstracts should follow the URM abstract completion instructions listed in Appendix C using the sample format provided on Grants.gov.  All URM abstracts should be uploaded to Grants.gov as one continuous file.  New applicants and/or new sites need not complete sections that request information from previous fiscal years.

Each URM affiliate or sub-office abstract should present information pertaining only to activities of that specific office and should not include data related to activities corresponding to sub-offices or administering affiliates.

For submission with the R&P proposal, URM abstracts for individual affiliate and sub-office sites are to be arranged in alphabetical order, first by state name (not by state abbreviation), then by city within each state where the office is located.  NOTE: For all documents and attachments, affiliates and sub-offices should be arranged in this order.  All offices should be identified by location (State, City) and, for existing affiliates, PRM code (e.g. FLXXX01).  For all Washington, D.C. locations, please use “Washington” for the city, and “District of Columbia” for the state should be included at the end.  All proposed new affiliates should be included at the end of this document.

Please interfile the abstracts as a single electronic document in this fashion:

  • Each sequential abstract should begin on a new page.
  • Each affiliate and sub-office abstract is limited to three pages (not counting state and local government consent letters).
  • If a sub-office is located in a different state than its administering affiliate, the sub-office abstract should be positioned by state rather than with its administering affiliate.

g) FY 2020 Proposed Consolidated Placement Plan

Applicants should submit a proposed consolidated placement plan for FY 2020 that enumerates each affiliate or sub-office’s proposed arrivals.  Arrivals should be broken out by refugee and SIV (as shown in sample).  Applicants are urged to submit the proposed placement plan as the Microsoft Excel Spreadsheet sample format provided on Grants.gov.

h) Three-Year Onsite Affiliate Monitoring Plan

Applicants should provide their three-year onsite affiliate monitoring plan, beginning with sites monitored in FY 2018 and continuing through FY 2020.  Applicants are encouraged to submit the three-year onsite monitoring plan as a Microsoft Excel Spreadsheet similar to that of the sample provided on Grants.gov.

  • When submitting this information, the applicant should list all affiliates and sub-offices. Sites should be listed by state name and city in alphabetical order (one city per line).
  • Affiliate codes are those assigned by the Refugee Processing Center.
  • Please include all sites, including those which resettled fewer than 50 refugees in FY 2018 or 2019. Sites with fewer than 50 refugees arrived in FY 2019 need not be scheduled for monitoring in FY 2020.  Rather, please note “fewer than 50 refugees” (see sample format).  PRM recognizes that this monitoring plan is subject to change.
  • Only note official, on-site R&P monitoring visits on the plan. This may include scheduled monitoring visits, visits resulting from a change in affiliate director, or special circumstances that warrant an otherwise out-of-sequence visit.  Include the reason for the special circumstances visit.  Do not include visits for the sole purpose of technical assistance and/or training.  Include the reason for the special circumstances visit.
  • Applicants should not include foster care sites.
  • Identify the month of monitoring.

i) R&P National Management Staff

Applicants should submit information on R&P national management staff and their proposed responsibilities on a Microsoft Excel Spreadsheet similar to that of the sample provided on Grants.gov.  List on this attachment all national management staff members working on R&P, each R&P FTE percentage, a description of the R&P duties performed, and the total R&P FTE.  For existing applicants, also include the total R&P FTE proposed in FY 2019, and clearly identify and explain any changes in the number of FTEs proposed this year.

j) National Management Organizational Chart

Applicants should submit an organizational chart that diagrams the structure of the organization and the positions within, clearly distinguishing all staff paid by or contributing to R&P, and how the R&P Program fits into the larger organizational structure. The organizational chart should clearly align with the national management staff Excel spreadsheet.

k) Supporting Documentation for New Affiliates and Sub-offices, if applicable

PRM does not expect applicants with existing programs to propose any new affiliates in FY 2020.  However, if applicants wish to propose a new affiliate, they should provide a statement of rationale for each proposed new affiliate or sub-office.

Before proposing a new affiliate or sub-office, applicants must consult with potential partners and the public in the proposed new site.  Consultations shall include, at minimum, representation from the following:  the state refugee coordinator; the state refugee health coordinator; the chief executive officer of each locality where refugees would reside (county or county equivalent); public health, welfare, and social services agencies responsible for each locality where refugees would reside (county or county equivalent); and the public safety agency responsible for each locality where refugees would reside (county or county equivalent).  Consultations shall also include at least one public session for each locality where refugees would reside (county or county equivalent); the session shall be open to the public and advertised by whatever means the local government normally uses to give notice of public meetings.  In these consultations, applicants shall discuss the size and scope of the proposed program, and the participant stakeholders’ abilities to adequately receive and serve the proposed refugee caseload.

The rationale should document all such community consultations, including what topics were discussed, who was consulted, when meetings were held, and the outcome of the discussions.  The rationale should be accompanied by:

  • a completed abstract, including state and local government consents for the resettlement of refugees in their jurisdictions, if available;
  • a letter of support from the proposed affiliate’s or sub-office’s governing entity, i.e., board of directors;
  • letters of support from public health, welfare, and social services agencies responsible for each locality (county or county equivalent) where refugees would reside;
  • an explanation of the proposed management structure at the new affiliate or sub-office;
  • a timeline for the opening of the proposed office and implementation of program activities; and
  • a detailed training plan for R&P staff.

Supporting documentation for new affiliates and sub-offices, including the rationale, should not exceed 20 pages.

During the proposal review process, PRM may request additional information.

l) Supporting Documentation for New URM Affiliates and Sub-offices, if applicable

All applicants should provide a statement of rationale for each proposed new URM affiliate or sub-office.  Before proposing a new URM affiliate or sub-office, applicants must consult with PRM and ORR.

In addition, applicants must consult with potential partners in the proposed new URM site.  Consultations shall include, at minimum, representation from the following:  the state refugee coordinator; the state refugee health coordinator; the chief executive officer of each locality where refugees would reside (county or county equivalent); the family court(s) responsible for establishing legal responsibility; public health, welfare, and social services agencies, including the child welfare agency, responsible for each locality where refugees would reside (county or county equivalent); the public school system for each locality where refugees would reside; and the public safety agency responsible for each locality where refugees would reside (county or county equivalent).  In these consultations, applicants shall discuss the size and scope of the proposed program, and the participant stakeholders’ abilities to adequately receive and serve the proposed refugee caseload.

The rationale should document all such community consultations, including what topics were discussed, who was consulted, when meetings were held, and the outcome of the discussions.  The rationale should be accompanied by:

  • a completed abstract, including state and local government consent for the resettlement of refugees in their jurisdictions, if available;
  • a letter of support from the proposed affiliate’s or sub-office’s governing entity, i.e. board of directors;
  • letters of support from public health, welfare, and social services agencies responsible for each locality (county or county equivalent) where the URMs would reside, including the child welfare entity;
  • an explanation of the proposed management structure at the new affiliate or sub-office;
  • a description of the entity that will assume legal responsibility for the URMs after arrival (i.e., state, county, or private agency);
  • a timeline for the opening of the proposed office and implementation of program activities; and
  • a detailed training plan for R&P staff.

Supporting documentation for new affiliates and sub-offices, including the rationale, should not exceed 25 pages.

m) Accountability to Affected Populations (AAP) Framework

PRM requires applicants to include in their proposal an organizational framework on accountability to affected populations, including the general public in localities where refugees will be placed, before an award is 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 programming decisions where appropriate.  PRM will consider funding activities aimed at incorporating beneficiary feedback as part of overall program budgets.  If an applicant has already submitted an organizational AAP framework to PRM as part of a separate proposal, it may submit the same framework for this proposal; however, applicants should ensure that such AAP frameworks include the general public in resettlement localities as “affected populations.”

n) Risk Analysis

PRM requires applicants to include in their proposal a risk analysis as a separate document.  The risk analysis should address any potential programmatic or administrative risks, including that of fraud or corruption, and should assess the level of risk that the proposed program may inadvertently benefit terrorists or their supporters specific to the proposed project.  As applicable, proposals must include plans to mitigate risk factors.  Applicants are urged to submit the risk analysis in the format of the template provided on Grants.gov.

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 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 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. 

When submitting documents on Grants.gov, please pay close attention to the file naming conventions.  If these guidelines are not followed, your application may be rejected:

  • File attachment names longer than approximately 50 characters can cause technical problems.  Limit file attachment names.
  • Do not use any special characters (example: &,?,*,%,/,#,’,) or spacing followed by a dash in the file (example: Application – 1).
  • For word separation, use underscore (example: Attached_File.pdf) in naming the attachments.

(c) 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).  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 (www.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 the agency national management office 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.

(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 18 U.S.C. 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 put the quotation marks in the subject line.)

(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 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:  Wednesday, November 6, 2019

Proposal submission deadline:  Tuesday, January 21, 2020 at 12:00 p.m. noon EST.

5. Intergovernmental Review – Not Applicable.

6. Funding Restrictions. Federal awards will not allow reimbursement of Federal Award costs without prior authorization by PRM.

E. 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 proposals based on the following criteria (110 points possible: 100 points plus 10 additional points):

a. Organizational Structure and Management (10 points) – Documented national staff’s organizational ability to manage a network of affiliates in multiple locations. Clear discussion of costs and benefits to approach.  Demonstrated coherent and realistic strategy for adapting the agency national management office and network to the level of current and projected future refugee arrivals (assume current arrivals levels will continue).  For new applicants, all required documents for affiliates are submitted and a sound rationale exists for opening in the proposed locations.

b. Program Management (15 points) – Demonstrated accountability for refugee resettlement performance outcomes. Coherent strategies to engage the general public in communities where resettlement will take place.  Clear description of collection and use of local community and beneficiary feedback to improve performance.  Tangible plans to support development of effective refugee integration strategies.  Documented fraud prevention strategies and activities.  Identified risks associated with the program and actions to help mitigate these risks.

c. Placement (25 points)

  • Evidence of analysis and use of data regarding local community support, refugee integration, and self-sufficiency. Explanation of how the applicant will respond to variable arrival trends while ensuring the required level of service to all refugees.  10 Points (Note that this section will be evaluated using the program narrative).
  • Documented local affiliate ability to provide quality R&P services for arriving refugees. Evidence of a strong local environment to support resettlement.  Documented contributions of significant private resources to the R&P Program at the local level. 15 Points (Note that this section will be evaluated using information obtained from affiliate and sub-office abstracts).

d. Network Monitoring (10 points) – Documented national management capacity to monitor affiliate offices, including a sound process for completing all monitoring requirements in a cost-effective manner. Evidence of sound process for ensuring corrective actions taken result in final program compliance.

e. Network Training (5 points) – Clear description of overall network training strategy and how proposed activities will strengthen R&P service delivery. Documented evidence of the link between monitoring results and training plans for applicants with existing programs.

f. Unique Expertise, Capacity, and Geographic Coverage (20 points) – Clear documentation of unique qualities of the proposal including, but not limited to, affiliate offices in locations with no other resettlement affiliates within 100 miles (for applicants with existing programs, this only includes offices approved to receive cases in FY 2019); a network with large geographic scope; or expertise and programming that is specific to the Reception and Placement program.

g. Financial Documentation (15 points) – Detailed and accurate national management budget. Documented contributions of private resources to the R&P Program at the local level.  (Note that this section will be evaluated using the program narrative, including information obtained from the chart in the narrative detailing aggregate contributions to the affiliates, and the budget.)

h. Private Resources (Additional 5 points) – Documented cash contributions of private resources as a percentage of the direct Federally-funded costs of the national management budget. Applicants will receive one additional point for every two percent of these direct costs contributed as private resources, up to five points.

i. E-Verify Use (Additional 5 points) – Certification that applicant and its affiliates and sub-offices participate in the Department of Homeland Security’s E-Verify program (e-verify.gov) to confirm the eligibility of their employees to work in the United States, as of the date that the proposal is submitted.

2. PRM will conduct a formal, competitive review of all eligible proposals submitted in response to this funding announcement. A review panel will evaluate submissions based on the above-referenced proposal evaluation criteria in the context of available funding.  The panel will evaluate proposals to determine whether and to what extent the applicant’s plan for refugee reception and placement meets the R&P Program’s goals and objectives and make recommendations to PRM leadership for awards.

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.

4. Proposals to conduct placement of refugees with U.S. ties outside affiliates’ radii will be evaluated separately by the panel.

F. 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.

2. 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.

3. Reporting

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.  Pursuant to Section 412(b)(7)(E) of the Immigration and Nationality Act, the final program report will be submitted to the Congress.

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.

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 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.

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 program discussed.

PRM Program Officer:  Holly Herrera at HerreraHA@state.gov or 202-453-9267

**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 PRM’s NGO Coordinator.


Appendix A:  Budget Guidance

The following provides guidance for the preparation of the national management budget submission using the sample Excel format available at Grants.gov.

Note that in the sample summary format some basic program information (number of refugees and R&P affiliates) is requested in addition to the summary budget figures (on two separate tabs in the sample Excel workbook).  Applicants should provide realistic budgets, factoring in special events such as conferences or training.  Estimates should be rounded to the nearest dollar.  Clarification should be provided in the budget narrative regarding any items that may be unclear or represent a significant change from the prior year.

All budgeted costs should be directly attributable to the R&P Program.                                                                                           

Personnel

This section of the budget should list individuals whose responsibility it is to oversee the provision of authorized R&P material needs support and core services.  Costs should include salaries of full-time and part-time program staff and administrative personnel associated with supervising the provision of R&P material needs support and core services.  Provide salary and Full-time Equivalent (FTE) for each individual.

If an employee works 100% of the time on the R&P Program, that employee should be listed as 1.0 FTE.  If an employee works less than 100% of the time on the R&P Program, the FTE and funding level for the employee should be prorated appropriately.  Applicants are reminded that any employee charged directly to the R&P Program must complete time sheets demonstrating that the claimed amount of time was actually devoted to working on the R&P Program versus other responsibilities.

If your organization anticipates the payment of employee termination and/or severance pay during the proposed funding period, PRM will consider such costs an allowable charge to the agreement to the extent of PRM’s responsibility in accordance with each employee’s direct relation to PRM’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.

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

Fringe Benefits

This section of the budget should include benefits for full-time and part-time program staff and administrative personnel associated with supervising the provision of R&P material needs support and core services.  If the fringe benefit rate is not included in the NICRA, please provide include the rates (as a percentage), consistent with the organization’s established personnel policies and practices, that are being charged per category of benefits.

Fringe benefits should be provided as a separate line item from personnel costs, representing total cost for all R&P staff listed.  Personnel whose costs are included in an applicant’s overhead base may not be included here.

Travel

This section of the budget should include travel costs related to the R&P Program for the purposes of attending allocations meetings, travel to affiliate offices to conduct R&P monitoring or training, and relevant meetings convened by PRM (which may include R&P Program meetings and various working groups).  Estimate no more than six (6) relevant PRM-convened meetings.  Travel costs for attending the applicant’s advisory committee meetings, the applicant’s national R&P conferences, or Refugee Council USA (RCUSA) meetings may not be included.  No international travel costs may be included in this budget.  There are three areas in the budget worksheets to include travel details:  1) Provide a brief description of the travel in the comments section of the budget detail worksheet (for example, number of trips for what purpose at a cost of $xx per trip); 2) In the budget narrative, include purpose of trip, departure and arrival cities, duration, number of travelers, and total cost by travel category and overall travel costs; and 3) include the following information for each trip as a separate attachment (as suggested in the sample Travel Cost spreadsheet):  Departure city, arrival city, duration, number of travelers, total airfare cost, total lodging cost, total M&E per diem, other costs, and total cost.

Equipment/Furniture

Provide separate estimates for expendable and non-expendable equipment and furnishings, with explanation in the comments section.  Non-expendable equipment is that which has a useful life of one year or more and an acquisition cost of $5,000 or more per unit.

Office Supplies

Office supplies would include, but are not limited to, stationery, copier paper, envelopes, paper clips, pens, pencils, file folders, or other small items generally used within one (1) year or less.

Professional Fees

Provide and delineate contractual costs and professional fees according to appropriate category (e.g. computer consultant, program consultants, services of certified public accountants, etc. whose work is directly related to R&P).  Contracts not dedicated entirely to the R&P Program may not be charged to the program.

Space/Utilities
Provide estimated costs for such items as rental or lease of office space, telephone service, postage and courier service, electricity, heat, water, and custodial and maintenance services – all for the appropriate share of the applicant’s costs in these categories devoted to the R&P Program.

Other

This section of the budget should include costs directly attributable to the R&P Program not covered by any of the previous categories.  Such costs must be individually itemized and explained.

Overhead

This section should 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) as 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 200).

National management costs not dedicated entirely to the R&P Program may not be charged to the program.

Appendix B:  Affiliate and Sub-Office Abstract Completion Instructions

Successful applicants will be required to submit additional affiliate and sub-office contact information during the post-award process.  Applicants will be required to inform PRM throughout the year of any address or leadership changes.

National Agency:  The name of the national agency.

Affiliate Code:  For existing affiliates and sub-offices, enter the PRM affiliate code assigned by the Refugee Processing Center.

Office State:  The state in which the affiliate is located.

Office City:  The city in which the affiliate is located; the same city as in the Address field below.

Office Name:  The name of the office where R&P services are provided.

Office Address:  The street address of the office where R&P services are provided and files maintained.

Sub-Office/Administering Office:  The abstract should clearly indicate whether the office is an administering affiliate or sub-office and identify management relationships with administering or sub-offices.  PRM defines a sub-office as an office where reception and placement services are provided and refugee case files are maintained during the reception and placement period with management oversight provided by a nearby affiliate office.

R&P Program Affiliate Staffing:  Staff information should be expressed in full-time equivalents (FTE).  A full-time equivalent is determined by adding the number of hours each person devotes to R&P activities each week and dividing by 40.  Thus, if four people each devote five hours per week to R&P, the resulting FTE is 0.5.  Provide information for FY 2019 and FY 2020.

R&P FTE Paid by R&P:  The number of FTEs working on R&P who are paid from R&P funds (calculated according to example above).

R&P FTE Paid by Other (not including volunteers):  The number of FTEs working on R&P who are paid from other (normally private) funding sources.  Do not include unpaid volunteers.

Total Client/FTE Ratio:  The ratio of the projected number of arrivals for FY 2019 and for FY 2020 to the number of FTEs working on R&P.

Caseload Statistics:  Provide statistics for the number of individuals according to the following instructions.

  • FY 2018 Actual Arrivals: If the affiliate was a participant in the FY 2018 R&P Program, provide the final number of actual arrivals to the affiliate in FY 2018.  The number of arrivals may not necessarily match the capacity acknowledged for FY 2018.
  • FY 2019 Acknowledged Capacity: If the affiliate was a participant in the FY 2019 R&P Program, provide the capacity acknowledged by PRM as of the date this proposal is submitted.
  • FY 2019 Actual Arrivals: Provide the total number of actual arrivals for the entirety of the fiscal year.
  • FY 2020 Proposed Capacity: The affiliate’s proposed arrivals for the entirety of the fiscal year, based on the community’s ability to resettle refugees.

Recent/Proposed Caseload: 

  • Nationalities served in FY 2018 and FY 2019: List all nationalities served by the affiliate in FY 2018 and FY 2019.
  • Proposed nationalities to be served at this location in FY 2020: List any nationalities to be served by the affiliate in FY 2020.
  • Languages available on staff to support the proposed caseload: List languages spoken by affiliate staff.  Include only those languages spoken by the proposed caseload.
  • Languages available from within the community of resettlement to support the proposed caseload: List languages for which interpretation may be reasonably provided from within the community of resettlement.  Include only those languages spoken by the proposed caseload.
  • Other language resources used: List other language resources (such as telephonic resources) used by the affiliate, as well as how frequently and under what circumstances these resources are used.

FY 2018 R&P Period Report Outcomes

  • Total R&P Period Reports Submitted for FY 2018: State the total number (noting both cases and individuals) of R&P period reports submitted.
  • R&P Period Employment: State the percentage and number (expressed as a fraction – employed over employable) of refugees who were employed at the end of the R&P period.
  • R&P Period Out-Migration: State the percentage and number (expressed as a fraction – out-migrated over arrived) of refugees who out-migrated from this site.
  • R&P Period Household Income Exceeds Expenses: State the percentage and number (expressed as a fraction) of cases whose household income exceed their expenses as of the end of the R&P period.

Recent R&P Monitoring Outcomes

  • Date of most recent PRM monitoring visit: State the date (month and year) of the most recent PRM monitoring visit at this site.
  • Compliance Rating: State the compliance rating as listed in the final monitoring report issued subsequent to the most recent PRM monitoring visit.
  • Date of most recent Resettlement Agency national office monitoring visit (R&P): State the date (month and year) of the most recent Resettlement Agency national office monitoring visit (for the R&P Program).
  • Compliance Rating: State the compliance rating (for the R&P Program) as listed in the monitoring report issued subsequent to the most recent Resettlement Agency national office monitoring visit.

Site Rationale:

  • Number of other affiliates present: Note the number of other affiliates located in placement radius.  Do not include the names of other affiliates.
  • Local overall unemployment rate: Note the most recent Local Area Unemployment rate available from the Bureau of Labor Statistics (bls.gov/lau/home.htm).
  • Available jobs for refugees: List the types of jobs and/or fields where refugees most commonly found employment in FY 2018 and FY 2019.
  • Average starting wage for refugees: Note the average starting wage or range refugees earned in FY 2018 and FY 2019.  Note whether jobs were full-time or part-time, and whether they offered benefits.
  • Average monthly rent and availability: Note the average monthly rent for one-, two-, and three-bedroom housing.  For each, note whether such housing is always, frequently, sometimes, or never available.

Grievance and Protection from Sexual Exploitation and Abuse (PSEA) Policy

  • Indicate whether the affiliate has a grievance policy.
  • Indicate whether the affiliate has incorporated the Inter-Agency Standing Committee’s six core principles for PSEA into the organization’s code of conduct for all staff and volunteers.

Instructions:  Please number each response and include the question topic in bold.  The questions below should not be repeated in your response.

  1. Satellite Offices: If proposing to utilize a satellite location, describe the location, the distance from the office proposed in this abstract, and estimated operating hours.
  1. Community Engagement: Describe your FY 2020 strategies and the results you expect to achieve.  Describe how you will assess the results to determine the success of your strategies.  Describe how you plan to inform the local public about the office’s resettlement activities (e.g., public meetings or local government sessions) and how you will solicit and use feedback from the public.
  1. State and Local Government Consents:
  • Using the List of State and Local Government Consent Template, list the states where refugees to be admitted in FY 2020 served by this affiliate or sub-office will reside. For each state, provide in PDF format a letter of consent from the state governor’s office.  The letter may consent to initial resettlement for refugees only in certain localities within the state, but otherwise must convey the state government’s unambiguous and unconditional consent to accept the initial resettlement of any refugee in that state in FY 2020.  The consent may not be conditioned on acceptance of certain refugees or on any other factor, such as refugees’ race, ethnicity, religion, or national origin.  If any such state government consent is unavailable, note the date you sought the consent and that it is unavailable.
  • Using the List of State and Local Government Consent Template, list the localities where refugees to be admitted in FY 2020 served by this affiliate or sub-office will reside. For each locality, provide in PDF format a letter of consent from the chief executive officer of the local government (county or county equivalent).  The letter must convey the local government’s unambiguous and unconditional consent to accept the initial resettlement of any refugee in that locality in FY 2020.  The consent may not be conditioned on acceptance of certain refugees or on any other factor, such as refugees’ race, ethnicity, religion, or national origin.  If any such local governments’ consent is unavailable, note the date you sought the consent and that it is unavailable.
  1. Financial Resources: Enumerate in the chart below the financial contributions from all sources developed by the affiliate in FY 2018 and FY 2019, and proposed for FY 2020 to support the R&P Program.  Include only those resources to be used for R&P activities.  Name sources of funding from state, county, or local government.  To calculate the per capita total, use actual arrivals for FY 2018 and 2019, and proposed capacity for FY 2020.  Note, other public funding (federal or state) may not supplant or comingle with R&P funds.
Projected Contributions to the R&P Program
Type of Donor FY 2018 Actual Cash FY 2018 Actual In-kind Value FY 2019 Estimated* Cash

FY 2019 Estimated*

In-kind Value

FY 2020 Projected Cash FY 2020 Projected In-kind Value
Foundations/ Corporations
Faith-based/ Community-based Organizations
Fees for Service
Individuals
Volunteer Hours/Miles
State/County/Local Government: [SOURCE]
National Office
Affiliate/Sub-office
Other: [SOURCE]
TOTALS
TOTALS PER CAPITA

*May use actuals, if known.

Appendix C: URM Abstract Completion Instructions

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

Successful applicants will be required to submit additional affiliate and sub-office contact information during the post-award process.  Applicants will be required to inform PRM throughout the year of any address or leadership changes.

National Agency: The name of the national agency.

Affiliate Code: For existing affiliates and sub-offices, enter the PRM affiliate code assigned by the Refugee Processing Center.

Office State: The state in which the affiliate is located.

Office City: The city in which the affiliate is located; the same city as in the address field below.

Office Name: The name of the office where URM services are provided.

Office Address: The street address of the office where URM services are provided and files maintained.

Sub-Office/Administering Office: The abstract should clearly indicate whether the office is an administering office or sub-office and identify management relationships with administering or sub-offices. PRM defines a sub-office as an office where reception and placement services are provided and refugee case files are maintained during the reception and placement period with management oversight provided by a nearby affiliate office.

Caseload Statistics: Provide statistics for the number of individuals according to the following instructions.

  • FY 2018 Actual Arrivals: If the affiliate was a participant in the FY 2018 R&P Program, provide the final number of actual arrivals to the affiliate in FY 2018. The number of arrivals may not necessarily match the capacity acknowledged for FY 2018.
  • FY 2019 Acknowledged Capacity: If the affiliate was a participant in the FY 2019 R&P Program, provide the capacity acknowledged by PRM.
  • FY 2019 Actual Arrivals: Provide the total number of actual arrivals for the fiscal year.  The number of arrivals may not necessarily match the capacity acknowledged.
  • FY 2020 Proposed Capacity: The affiliate’s proposed arrivals.

Recent/Proposed Caseload: 

  • Nationalities served in FY 2018 and FY 2019: List all nationalities served by the affiliate in FY 2018 and FY 2019.
  • Proposed nationalities to be served at this location in FY 2020: List any nationalities to be served by the affiliate in FY 2020.
  • Languages available on staff to support the proposed caseload: List languages spoken by affiliate staff.  Include only those languages spoken by the proposed caseload.
  • Languages available from within the community of resettlement to support the proposed caseload: List languages for which interpretation may be reasonably provided from within the community of resettlement.  Include only those languages spoken by the proposed caseload.
  • Other language resources used (note frequency and general circumstances of use): List other language resources (such as telephonic resources) used by the affiliate, as well as how frequently and under what circumstances these resources are used.

Grievance and Protection from Sexual Exploitation and Abuse (PSEA) Policy

  • Indicate whether the affiliate has a grievance policy.
  • Indicate whether the affiliate has incorporated the Inter-Agency Standing Committee’s six core principles for PSEA into the organization’s code of conduct for all staff and volunteers.

Instructions: Please number each response and include the question topic in bold. The questions below should not be repeated in your response.

  1. Site Rationale: For existing or proposed sites, briefly define the service area(s) where unaccompanied refugee minors (URMs) will be placed, and describe why that community is a suitable location for resettling URMs.  Include an assessment of overall community, resettlement services, and linkages for URMs after emancipation.  Provide the approximate population of the city or metro area and a description of refugee and other immigrant communities in the area.  If the site expects to resettle refugees from nationalities/ethnicities new to the resettlement location, please provide an assessment of the site’s ability to resettle the anticipated new populations.
  2. Foster Care: Briefly describe how foster care families are selected, trained, and supported.
  3. Placement Options: Briefly describe the range of placement options available to minors.
  4. Physical Presence: Briefly describe the physical presence requirements in order for guardianship/conservatorship to be established for the minor.
  1. Minors Close to 18 Years of Age: Of the capacity proposed for refugee minors from overseas, what is the affiliate’s ability to receive minors within six months of their eighteenth birthday?
  2. Major/Minor Cases[2]: Briefly describe the affiliate’s ability to serve major/minor cases.
  3. Community Engagement: Describe your FY 2020 strategies and the results you expect to achieve.  Describe how you will assess the results to determine the success of your strategies.  Describe how you plan to inform the local public about the office’s resettlement activities (e.g., public meetings or local government sessions) and how you will solicit and use feedback from the public.
  4. State and Local Government Consents:
  • Using the List of State and Local Government Consent Template, list the states where refugees admitted in FY 2020 served by this affiliate or sub-office will reside. For each state, provide in PDF a letter of consent from the state governor’s office.  The letter may consent to initial resettlement for refugees only in certain localities within the state, but otherwise must convey the state government’s unambiguous and unconditional consent to accept the initial resettlement of any refugee in that state in FY 2020.  The consent may not be conditioned on acceptance of certain refugees or on any other factor, such as refugees’ race, ethnicity, religion, or national origin.  If any such state government consent is unavailable, note the date you sought the consent and that it is unavailable.
  • Using the List of State and Local Government Consent Template, list the localities where refugees admitted in FY 2020 served by this affiliate or sub-office will reside. For each locality, provide in PDF a letter of consent from the chief executive officer of the local government (county or county equivalent).  The letter must convey the local government’s unambiguous and unconditional consent to accept the initial resettlement of any refugee in that locality in FY 2020.  The consent may not be conditioned on acceptance of certain refugees or on any other factor, such as refugees’ race, ethnicity, religion, or national origin.  If any such local government consent is unavailable, note the date you sought the approval and that it is unavailable.

[1] “Predestined” cases are refugees whose initial resettlement location has been determined due to their connection with another refugee, which has been formalized through a petition or other process.

[2] Major/Minor cases are defined as siblings where the older sibling is entering into the adult R&P program and the other case is entering into the URM program.

U.S. Department of State

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