FY 2018 Request for Concept Notes for NGO Programs Benefiting Refugees and Other Vulnerable Populations in Iraq, Jordan, Lebanon, and Turkey

Funding Opportunity Announcement
Bureau of Population, Refugees, and Migration
January 8, 2018


Request for Concept Notes Number: SFOP0003666

Catalog of Federal Domestic Assistance (CFDA) number: 19.519 - Overseas Refugee Assistance Programs for Near East and South Asia

Announcement issuance date: Tuesday, January 8, 2018

Proposal submission deadline: Wednesday, February 7, 2018 at 12:00 p.m. noon EST. Concept Notes submitted after this deadline will not be considered.

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

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

Full Text of Notice of Funding Opportunity

A. Program Description

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

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

Current Funding Priorities:

(a) Concept note activities should support refugees and other vulnerable populations in Iraq, Jordan, Lebanon, and Turkey. Projects are encouraged to allow for support of other refugee populations, including Africa refugees and Palestinian refugees from Syria. With the exception of Iraq, concept note activities are restricted to beneficiaries living outside of government- or UNHCR-run camps. Concept notes are encouraged to incorporate efforts to increase the capacity of national actors (both governmental and NGO) to respond to the needs of refugees and displaced populations. Because of PRM's mandate to provide protection, assistance, and sustainable solutions for refugees and victims of conflict, PRM will consider funding only those projects that include a target beneficiary base of at least 50 percent refugees/IDPs (IDPs in Iraq only). IDP returnees may also be included in concept notes related to Iraq. Programs in non-camp areas should, wherever possible, pursue a community-based approach that also benefits host communities.

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

  1. Protection
  2. Child Protection
  3. Gender-based violence prevention and response (GBV)
  4. Health
  5. Mental Health and Psychosocial Support
  6. Water, Sanitation, and Hygiene (WASH)
  7. Nutrition and Food Security
  8. Education
  9. Livelihoods
  10. Shelter
  11. Core Relief Items/Cash-Based Initiatives
  12. Local Government Capacity-Building

(c) Applicants should submit separate concept notes for each country program. No regional or multi-country concept notes will be considered. PRM will not entertain multiple proposals from one applicant for the same population in a single country. PRM reserves the right to ask that an NGO merge two concept notes into a single proposal upon review. Please see specific country-specific provisions for the maximum number of concept notes allowed to be submitted.

Country-specific Provisions:

(a) Proposed activities should primarily support refugee populations (and in the case of Iraq, both IDP and refugee populations) in targeted countries as identified below. PRM will only review proposals for a target beneficiary base of at least 50 percent refugees or other populations of concern as outlined in the country-specific guidelines below. Programs in non-camp areas should, wherever possible, pursue a community-based approach that also benefits host communities.

Iraq Country-Specific Guidelines

Projects for Iraqi IDPs

Sectors: Protection, GBV, Education, and Livelihoods.

Funding: Not less than $750,000 and not more than $3 million per year

Length: 12 or 24 months (24 months preferred)

Projects for Syrian Refugees

Sectors: Protection, Child Protection, GBV, Health, Mental Health/PSS, Livelihoods, Education, and Shelter. Provision of core relief items and/or cash assistance activities will be considered if integrated in a project focused on one or more of the above sectors.

Funding: Not less than $750,000 and not more than $3 million per year

Length: 12 or 24 months (24 months preferred)

Joint Projects for Iraqi IDPs and Syrian Refugees*

Sectors: Protection, GBV, Education, and Livelihoods. Provision of core relief items and/or cash assistance activities will be considered if integrated in a project focused on one or more of the above sectors.

Funding: Not less than $1 million and not more than $3 million per year; budget must include an estimated breakdown of cost per population.

Length: 12 or 24 months (24 months preferred)

*Syrian refugees must constitute a minimum of 30 percent of the target population for a joint proposal.

Additional guidance:

  1. NGO projects should seek to fill gaps in the humanitarian response, not duplicate activities undertaken by large international organizations or government entities.

NGO activities should support national responses. If an activity is parallel to the national response, the concept note must address how the project is linked to the national response and provide a brief timeline for phase-out.

  1. NGO concept notes seeking to assist Syrian refugees should be in line with activities in the UN’s Regional Refugee and Resilience Plan (3RP) Appeal. NGO concept notes seeking to assist Iraqi IDPs should be in line with activities in the UN’s Humanitarian Response Plan for Iraq.
  2. Where feasible, organizations are strongly encouraged to allow for support of other local refugee populations and vulnerable host community members within their projects. As noted above and in the NGO guidelines, vulnerable members of religious and ethnic minority communities are among the populations PRM seeks to assist, although PRM does not encourage programs that single out such communities, due to safety concerns and to maintain the principle of impartiality.
  3. PRM encourages programs that assist in the return and reintegration of Iraqi IDPs and refugees, as well as those to build the capacity of local authorities and organizations. While PRM will not fund programs for the full reconstruction of major infrastructure, minor rehabilitation work is allowable.
  4. Proposed protection projects for IDPs should focus on longer-term needs of IDPs in order to facilitate safe, voluntary, and dignified returns, including but not limited to recovery of legal documents and assistance with housing, land, and property rights.
  5. Proposed projects in the education sector for IDPs should include information regarding the rehabilitation/reintegration of children who lived under ISIS control.
  6. Maximum two concept notes per applicant (one per target population, or one for a single population and one for a joint population).

Jordan Country-Specific Guidelines

Programs for Iraqi Refugees

Sectors: Protection, Child Protection, GBV, Health, Mental Health/PSS, and Livelihoods.

Funding: Not less than $500,000 and not more than $1 million per year

Length: 12 or 24 months

Programs for Syrian Refugees

Sectors: Protection, Child Protection, GBV, Education, Health, Mental Health/PSS, Livelihoods, and Shelter. Provision of core relief items, cash assistance, and/or capacity development activities will be considered if integrated in a program focused on one or more of the above sectors.

Funding: Not less than $1 million and not more than $3 million per year

Length: 12 or 24 months (24 months preferred)

Joint Programs for Iraqi and Syrian Refugees*

Sectors: Protection, Child Protection, GBV, Health, Mental Health/PSS, and Livelihoods. Provision of core relief items, cash assistance, and/or capacity development activities will be considered if integrated in a program focused on one or more of the above sectors.

Funding: Not less than $1 million and not more than $3 million per year; budget must include an estimated breakdown of cost per population.

Length: 12 or 24 months (24 months preferred)

*Iraqis must constitute a minimum of 15 percent of the target population for a joint proposal.

Additional guidance:

  1. NGO projects should seek to fill gaps in the humanitarian response, not duplicate activities undertaken by large international organizations or government entities.
  2. NGO activities should support national responses. If an activity is parallel to the national response, the concept note should address how the project is linked to the national response and provides a timeline for phase-out. NGOs should not be seeking to begin new activities that cannot be sustained absent future U.S. funding.
  3. NGO concept notes seeking to assist Syrian refugees should be in line with activities in the UN’s Regional Refugee and Resilience Plan (3RP) Appeal/Jordan Response Plan.
  4. Where feasible, projects are strongly encouraged to allow for support of other refugee populations, including African refugees and Palestinian refugees from Syria, and vulnerable host community members within their projects.
  5. Maximum two concept notes per applicant (one per target population, or one for a single population and one for a joint population).

Lebanon Country-Specific Guidelines

Programs for Syrian Refugees

Sectors: Protection, Child Protection, GBV, Health, Mental Health/PSS, WASH, Education, Livelihoods, and Shelter.

Funding: Not less than $500,000 and not more than $3 million per year

Length: 12 or 24 months

Joint Programs for Iraqi and Syrian Refugees*

Sectors: Protection, Child Protection, GBV, Mental Health/PSS, WASH, Education, Livelihoods, and Shelter.

Funding: Not less than $1 million and not more than $3.5 million per year; budget must include an estimated breakdown of cost per population.

Length: 12 or 24 months

*Iraqis must constitute a minimum of 15 percent of the target population for a joint proposal.

Additional Guidance:

  1. Programs in Lebanon assisting Syrian refugees are encouraged to incorporate other populations of concern, including Iraqi refugees, although at least 50 percent of target beneficiaries must be Syrian refugees.
  2. Maximum two concept notes per applicant (one for a single population and one for a joint population).
  3. PRM looks favorably on programs with the ability to operate in multiple locations.
  4. Applicants are strongly encouraged to engage with existing structures to provide services to refugees, including those operated by national or local actors (both governmental and NGO), rather than establishing new, parallel structures.
  5. Provision of core relief items, cash assistance, and/or capacity development activities will be considered if integrated in a program focused on one or more of the above sectors.
  6. Where feasible, projects are strongly encouraged to allow for support of other refugee populations, including African refugees and Palestinian refugees from Syria, and vulnerable host community members, although at least 50 percent of target beneficiaries must be refugees.

Turkey Country-Specific Guidelines

Programs for Refugees

Sectors: Protection, Livelihoods, Child Protection, GBV, Health, Education, Shelter, Health, Mental Health/PSS

Funding: For more than 50 percent Syrian refugees, not less than $500,000 and not more than $3,500,000 per year; for more than 50 percent other refugees, not less than $300,000 and not more than $600,000 per year; budget must include an estimated breakdown of cost per population.

Length: 12 or 24 months

Additional Guidance:

  1. NGO concept notes should be well-coordinated and aligned with the UN’s Refugee and Resilience Response Plan (3RP) Appeal; all program activities should be consulted with the Government of Turkey.
  2. PRM looks favorably on programs with the ability to operate in multiple locations, especially areas with a high density of Syrian refugees and a lack of existing programming serving the refugee population.
  3. Programs in Turkey assisting Syrian refugees are encouraged to incorporate other populations of concern, including Iraqi refugees, although at least 50 percent of target beneficiaries must be Syrian refugees. Please ensure that the profile of target populations (and percentage breakdown per population) is clearly outlined in the concept note.
  4. Maximum one concept note per applicant.

B. Federal Award Information

Proposed program start dates: September 1, 2018

Duration of Activity: See country-specific guidance above.

Actual awards will not exceed one year (12 months) in duration and activities and budgets submitted in year one may be revised/updated for the second year. Continued funding after the initial 12- month award, for those awards that receive approval for multi-year funding, requires the submission of a noncompeting single year proposal and will be contingent upon available funding, strong performance, and continuing need. In funding a project one year, PRM makes no representations that it will continue to fund the project in successive years and encourages applicants to seek a wide array of donors to ensure long-term funding possibilities

Funding Limits: See summary budget information in country-specific guidance above; concept notes must fall within the range specified or they will be disqualified.

C. Eligibility Information

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

  1. Cost Sharing or Matching: Cost sharing, matching, or cost participation is not a requirement of an application in response to this funding announcement.

  1. Other:

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

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

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

  • a working relationship with UNHCR;

  • a proven track record in providing proposed assistance both in the sector and specified location;

  • evidence of coordination with international organizations (IOs) and other NGOs working in the same area or sector as well as – where possible – local authorities;

  • an emphasis on the outcome or impact of program activities. Full objective and indicator tables will only be required if the applicant is invited to submit a full proposal; however, the concept note must generally demonstrate the ability to deliver impact.

  • an understanding of and sensitivity to conflict dynamics in the project location.

D. Application and Submission Instructions

  1. Address to Request Application Package:

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

  1. Content and Form of Application:

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

(b) Concept notes must be no more than 3 pages in length submitted in Microsoft Word or Adobe PDF, using Times New Roman, 12 point font, with one inch margins on all sides. Concept notes that are longer than 3 pages will be automatically disqualified. There is no separate template for concept note submissions. Submissions may be in any format as long as they include all information and conform to all formatting guidelines in this announcement.

(c) Concept notes must include the following categories.

  1. Title that states country of operation and population targeted.
  2. Brief problem statement, description of target population with beneficiary numbers, and vulnerability criteria used to identify beneficiaries
  3. Project description, location, and duration
  4. Proposed measurable outcomes and impact of the project
  5. Summary of the organization and experience doing similar work
  6. Primary organizational point of contact

(d) Summary budgets must be attached to the concept note and do not fall within the 3-page limit. If the concept note is for more than one year of funding, the budget should clearly indicate the costs per year. Summary budgets must include the following categories:

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

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

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

  • Three-page concept note with one-page summary budget attached for the program period.

  • Signed completed SF-424 (note: this document is in addition to the concept note and budget and not within the 3 page limit).

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

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) Concept notes must be submitted via Grants.gov (not via SAMS Domestic). Grants.gov registration requires a DUNS number and active SAM.gov registration. If you are new to PRM funding, the Grants.gov registration process can be complicated. We urge you to refer to PRM’s General NGO Guidelines “New to PRM Funding” 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. The www.Grants.gov website has an Applicants page that includes useful information such as Frequently Asked Questions (FAQs) for Grants.gov applicants, a training video on the registration process, and troubleshooting tips.

(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 an NCAGE code prior to registering with SAM.gov.

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

(f) If you encounter technical difficulties with Grants.gov please contact the Grants.gov Help Desk at support@grants.gov or by calling 1-800-518-4726. Applicants who are unable to submit applications via Grants.gov due to Grants.gov technical difficulties and who have reported the problem to the Grants.gov help desk, received a case number, and had a service request opened to research the problem, should contact the relevant PRM Program Officer to determine whether an alternative method of submission is appropriate.

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

(h) Pursuant to U.S. Code, Title 218, Section 1001, stated on OMB Standard Form 424 (SF-424), the Department of State is authorized to consolidate the certifications and assurances required by Federal law or regulations for its federal assistance programs. The list of certifications and assurances is available upon request by emailing PRMNGOCoordinator@state.gov with the subject line, “PRM NGO Templates.”

  1. Submission Dates and Times

Announcement issuance date: Tuesday, January 8, 2018

Proposal submission deadline: Wednesday, February 7, 2018 at 12:00 p.m. noon EST. Concept Notes submitted after this deadline will not be considered.

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

  1. Intergovernmental Review – Not Applicable.

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

6. Other Submission Requirements

(a) Assistance Award Provision – SPOT: The following provisions will be included in the Bureau specific component of the Notice of Award for performance in a designated combat area (Iraq and Afghanistan). Recipients are required to include this provision in any sub-grant awards or agreements.

RECIPIENT PERFORMANCE IN A DESIGNATED AREA OF COMBAT OPERATIONS (IRAQ AND AFGHANISTAN)

(Revised March 2015)

Federal Assistance Awards deploying personnel under an assistance award, in a designated area of combat operations or future contingency operation, over $150,000 or performance over 30 calendar days, must be registered in the Department of Defense maintained Synchronized Pre-deployment and Operational Tracker (SPOT) system.

For Federal Assistance Awards deploying personnel in a designated area of combat operations or future contingency operation that do not involve personnel performing security functions or needing access to government installations, the Grants Officer or his/her designee should account for personnel within the SPOT system anonymously through the use of the aggregate count functionality, reporting all personnel (U.S. Citizens, Third Country Nationals, and Local Nationals) on a quarterly basis.

For assistance awards that meet the aggregate count functionality criteria, the Grants Officer or the recipient SPOT administrator should send total numbers of individuals working under a grant on a quarterly basis to the SPOT program office. Further guidance on the formatting of SPOT reporting will be provided in the Federal Assistance Award document. The SPOT program office will load these numbers on behalf of the Grants officer and the recipient to the SPOT administrator. The SPOT program office can be reached at AQMOps@state.gov.

Assistance Awards deploying personnel in a designated area of combat operations or future contingency operation that utilize personnel who are performing a private security function; or require access to U.S. facilities, services, or support, the Grants Officer or his/her designee must have personnel funded under that award entered into SPOT individually with all required personal information. Recipients utilizing armed private security personnel, whether employed directly or via contract, are required to adhere to post policies and procedures regarding private security contractors.

(b) Applicant Vetting as a Condition of Award: Applicants are advised that successful passing of vetting to evaluate the risk that funds may benefit terrorists or their supporters is a condition of award. Applicants may be asked to submit information required by DS Form 4184, Risk Analysis Information about their company and its principal personnel. Vetting information is also required for all subaward performance on assistance awards identified by DOS as presenting a risk of terrorist financing. When vetting information is requested by the Grants Officer, information may be submitted on the secure web portal at https://ramportal.state.gov, via email to RAM@state.gov, or hardcopy to the Grants Officer. Questions about the form may be emailed to RAM@state.gov. Failure to submit information when requested, or failure to pass vetting, may be grounds for rejecting your proposal. The following clause shall be included in Section 9, Special Award Conditions, or as an addendum to the solicitation, whenever assistance is awarded after vetting:

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

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

  • As a condition of receipt of this assistance award, all materials produced pursuant to the award, including training materials, materials for recipients or materials to communicate or promote with foreign audiences a program, event, project, or some other activity under this agreement, including but not limited to invitations to events, press materials, event backdrops, podium signs, etc. must be marked appropriately with the standard U.S. flag in a size and prominence equal to (or greater than) any other logo or identity.
    • Subrecipients and subsequent tier sub-award agreements are subject to the marking requirements and the recipient shall include a provision in the subrecipient agreement indicating that the standard, rectangular U.S. flag is a requirement. In the event the recipient does not comply with the marking requirements as established in the approved assistance agreement, the Grants Officer Representative and the Grants Officer must initiate corrective action.

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 concept notes based on the following criteria:

  1. Quality of program idea
  2. Appropriate identification of beneficiary population, including vulnerable populations
  3. Program feasibility/ability to achieve objectives
  4. Organization’s experience and capacity
  5. Cost effectiveness

  1. PRM will conduct a formal competitive review of all concept notes submitted in response to this funding announcement. A review panel of at least three people will evaluate submissions based on the above-referenced programmatic criteria and PRM priorities in the context of available funding.

  1. After reviewing the concept notes, selected organizations will be invited to submit full proposals. PRM will provide formal notifications to NGOs of final decisions within 90 days after the closing date of this announcement. Selected organizations will have 30 calendar days from notification to submit full proposals, with detailed budgets, and attachments as applicable (refer to PRM’s General NGO Guidelines for general proposal formatting and submission guidance for single-year/multi-year programs).

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.

  1. Administrative and National Policy Requirements. PRM awards are made consistent with the following provisions in the following order of precedence: (a) applicable laws and statutes of the United States, including any specific legislative provisions mandated in the statutory authority for the award; (b) Code of Federal Regulations (CFR); (c) Department of State Standard Terms and Conditions of the award; (d) the award’s specific requirements; and (e) other documents and attachments to the award.

  1. Reporting

Successful applicants will be required to submit:

(a) Program Reports: PRM requires 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. Partners receiving multi-year awards should follow this same reporting schedule and should still submit a final program report at the end of each year that summarizes the NGO’s performance during the previous year.

The PRM reporting template is designed to ease the reporting requirements while ensuring that all required elements are addressed. Recipients of PRM funding may also submit a signed Performance Progress Report (SF-PPR) form as a cover page with each project report, although the SF-PPR is no longer required. The SF-PPR is a standard, government-wide performance reporting format that OMB now lists as an optional form. The suggested PRM reporting template and the SF-PPR form are available on request by emailing PRMNGOCoordinator@state.gov with the subject line “PRM NGO Templates.”

(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.

G. PRM Contacts

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

PRM Program Officers in Washington, D.C.:

Regional Refugee Coordinator:

  • For refugees in Turkey: Anjalina Sen, SenAM@state.gov, U.S. Consulate Adana, Turkey

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