Call for Proposals for Reception and Placement Program in United States closing date 02 July 2021

Southern Africa Youth Project has published the Call for Proposals for Reception and Placement Program in United States closing date 02 July 2021

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  • Eligible Country: United States 
  • Closing Date: 02 July 2021
  • Categories of Organisations: All organisations 
  • Opportunity Type: Call for proposal
  • Submit Application: Online
  • Inviting Company/Donor: U.S Department of State
  • Website for Application and information:  Click Here 

Description

FY 2022 Notice of Funding Opportunity for Reception and Placement Program

Funding Opportunity Number:  SFOP0008037

Assistance Listings (formerly Catalog of Federal Domestic Assistance, CFDA) number: 

19.510 – U.S. Refugee Admissions Program

Announcement issuance date:  Monday, April 19, 2021

Announcement type:  Cooperative Agreement

Proposal submission deadline:  Friday, July 2, 2021 at 11:59:59 PM Eastern Time Zone. We are unable to consider proposals submitted after this deadline.

Anticipated time to award for selected proposals:  Pending the availability of funds, PRM anticipates, but makes no guarantee, that awards will be made less than six months from the proposal submission deadline.

ADVISORY:  All applicants must submit application packages through the website Grants.gov.  PRM strongly recommends submitting your application package 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.  Please note, some of the guidance and templates for refugee admissions programs differ from the guidance included in the General NGO Guidelines.  Award applicants should follow the directions and templates provided in this funding opportunity.

PRM recommends proposals be submitted in Adobe PDF, as Microsoft Word documents may sometimes produce different page lengths based on software versions and configurations.  Do not include a cover page, page limits are strictly adhered to, and exceeding the page length limits will result in disqualification.  All proposals, and required documents, must be in English.

Full Text of Notice of Funding Opportunity

  1. Program Description
  2. Purpose of the Reception and Placement (R&P) Program
  3. The R&P Program for the initial reception and placement of refugees in the United States is managed by PRM (hereinafter referred to as the “Bureau”).  The purpose of the R&P Program is to promote the successful reception and placement of all persons who are admitted to the United States under the U.S. Refugee Admissions Program.  For the purpose of this announcement, “refugee” is defined as a person admitted to the United States under section 207(c) of the Immigration and Nationality Act (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, the INA recognizes the desirability for public or private non-profit organizations to provide R&P services and 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 the Bureau are:

  1. To ensure the ability to receive promptly into the United States all refugees approved for admission under applicable provisions of the INA;
  2. To ensure that all refugees approved for admission to the United States are provided with reception and placement services appropriate to their personal circumstances;
  3. To maintain national capacity for the reception and placement of refugees, in accordance with admissions ceilings determined annually by the President after consultation with the Congress; and,
  4. To assist refugees in achieving economic self-sufficiency in coordination with other refugee services and assistance programs authorized by the INA and any mainstream services and assistance programs for which refugees are eligible.

Core program objectives for FY 2022 include the following:

  1. Resettlement Agency management ensures sound and timely operations to appropriately prepare and plan for refugee arrivals to the United States.
  2. Resettlement Agency management provides sound oversight and support to maintain a flexible, well-equipped, and knowledgeable affiliate network.
  3. Resettlement Affiliates deliver timely and individualized services that promote refugee well-being, integration, and self-sufficiency.
  4. Resettlement Affiliates regularly engage, inform, and consult resettlement partners in their communities.
  5. Resettlement Affiliates ensure refugees are connected to appropriate services and oriented to their new communities.
  6. Resettlement Affiliates involve local communities to increase assistance and other integration support to refugees.

The Bureau partners with and provides partial financial support to non-governmental organizations (NGOs) to carry out the R&P Program.  Participating organizations are expected to combine the Bureau’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 October 1, 2021 through September 30, 2022.  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.

  1. Funding Procedures

The FY 2022 ceiling for refugee admissions will be established by the President following consultations with Congress towards the end of FY 2021.  In order to serve  the Administration’s goal to admit up to 125,000 refugees in FY 2022, while taking into account the current state of USRAP capacity and ongoing operational constraints related to COVID-19, PRM intends to award initial funding and placement plans at an operational level of 65,000 refugee arrivals.  If the Presidential Determination sets a target beyond this initial operational level, successful applicants will also be assigned an unallocated placement reserve of additional placements (i.e., additional placement numbers not yet assigned to any affiliate nor included in the affiliate administrative funding budget) sufficient to bring the national total up to that level.  Arrival trends will be reviewed mid-year to adjust placement plans and budgets upwards, as needed.

In addition, applicants should include 10,000 Special Immigrant Visa (SIV) recipients in their planning.

Under expected FY 2022 funding procedures, each agency with which the Bureau enters into a Cooperative Agreement (CA) will be provided $1,225 per capita grant for direct assistance to 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 to be used to cover payments made by the affiliate to or on behalf of individual refugees for cash disbursement and/or purchases for the purpose of meeting material needs according to the requirements of the program.  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 in accordance with program requirements as described in the CA.

PRM may award additional direct assistance funding to be administered by resettlement agency headquarters throughout their network to supplement the per capita grant according to factors that may vary geographically such as cost of living, housing, and additional caseload vulnerabilities. This assistance should focus on unmet needs and not duplicate or supplant programs available under any other Federal source of funding.

The Bureau intends to fund affiliate R&P administrative costs and R&P Program national management costs according to separately negotiated and approved budgets based on the applicant’s sponsorship capacity.

As in previous years, applicants should base their placement plans provided to PRM in response to this funding opportunity on the capacity of their network of local affiliates, which will have consulted with resettlement partners in their communities in order to assess the capacity of the state, local community(ies), and affiliate to ensure that sufficient capacity exists to resettle the proposed caseload.  As part of this assessment, PRM expects that, to the extent possible, applicants will communicate and coordinate closely with other resettlement agencies proposing to place refugees in the same geographic area to ensure state and local partners are well-informed and consulted regarding the combined caseload being proposed among all local affiliates.

  1. Refugee Caseload Assignment

Cases will be assigned to each approved applicant through a process administered on behalf of the Bureau by the Refugee Processing Center (RPC).

The number of refugees assigned to an approved applicant will be determined by the Bureau, in accordance with the needs of the Admissions Program, taking into account projected initial operating levels as well as the target established by the FY 2022 Presidential Determination; the proposed capacity of the applicant and its affiliates; recommendations of state and local officials and the Office of Refugee Resettlement; 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.

  1. Federal Award Information
  1. Proposed program start date: October 1, 2021
  1. Duration of Activity: October 1, 2021 through September 30, 2022

Applicants must continue to re-compete for PRM funding each year.  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.

  1. Funding Limits: The Bureau anticipates award amounts will vary based on

placement plans and overall national management and affiliate funding needs.  There is no funding floor or ceiling for this award.  However, total award amounts will be contingent on funding availabilities.

  1. Anticipated Amount to be Awarded Total: Total amounts awarded will

be based on a thorough review of each proposal received and amount of funding available in FY 2022.

  1. Eligibility Information
  1. Eligible Applicants

The Bureau intends to award CAs for FY 2022 to well-qualified non-profit organizations able to offer a range of services throughout networks of multiple locations across the United States.  This will include applicants that have demonstrated satisfactory performance under previous agreements with the Bureau and/or applicants that meet the selection criteria described below and have demonstrated the ability to provide required services in a cost-effective manner.  The Bureau is interested in proposals that demonstrate cost efficiencies, including private funding sources, and economies of scale based on the number of refugees to be served.  Applicants should understand that participation in the FY 2021 R&P Program is neither a pre-condition for nor a guarantee of continued participation in FY 2022.

In order to be considered for participation in the program, applicants must:

  1. 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 migrant populations in the United States;
  2. Have been a non-profit in operation for at least three full years with 501(c)(3) status with the IRS, other than institutions of higher education;
  3. Document the availability of private financial resources to contribute to the program; and
  4. 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.

  1. Cost Sharing or Matching: Cost sharing, matching, or cost participation is not a requirement of an application in response to this funding announcement.
  2. Application and Submission Instructions
  3. Address to Request Application Package: Application packages may be downloaded from the website www.Grants.gov.
  4. Content and Form of Application:
    1. Applicants should report all data in terms of the federal fiscal year (i.e., October 1 through September 30).
  5. 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.
  1. Required Forms and Information and Sample Formats:

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

  • Completed SF-424, SF-424A, and SF-424B forms. PRM requires that Box 21 of the SF-424 be checked.   Form SF-424B is now required only for those applicants who have not registered in SAM.gov or recertified their registration in SAM.gov since February 2, 2019 and completed the online representations and certifications.

Other Required Information (Instructions are detailed below).  Please note, all required documents should encompass only the first 12 months of the program, including:

  1. Project Narrative
  2. Objectives and Indicators Table
  3. R&P Budget Summary, National Management Budget Detail, Affiliate Budget Detail, and Travel Cost Detail
  4. National Management Budget Narrative
  5. Affiliate R&P Funding Strategy and Policy
  6. Affiliate/Sub-office Abstracts
  7. URM Affiliate/Sub-office Abstracts, if applicable
  8. FY 2022 Proposed Consolidated Placement Plan
  9. Three-year Affiliate Monitoring Plan (FY 2020 – FY 2022)
  10. R&P Headquarters Staff Detail
  11. Headquarters Organizational Chart
  12. Supporting documentation for new sites as attachments, if applicable
  13. Accountability to Affected Populations (AAP) Framework
  14. Risk Analysis
  15. Copy of the organization’s Prevention of Sexual Exploitation and Abuse (PSEA) Code of Conduct, will be required prior to the issuance of an award, if the proposal is chosen for implementation.
  16. Most recent Negotiated Indirect Cost Rate Agreement (NICRA), if applicable, or a de minimis rate calculation of Modified Total Direct Costs (MTDC) if the applicant is eligible and elects to use the de minimis rate.
  17. Most recent external audit report is required prior to issuance of an award, if proposal is chosen for implementation.

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
  • R&P Budget Summary, FY 2022 (Excel Document)
  • National Management Budget Detail, FY 2022 (Excel Document)
  • Affiliate Budget Detail, FY 2022 (Excel Document)
  • Travel Cost Detail, FY 2022 (Excel Document)
  • Affiliate/Sub-office Abstract (Word Document)
  • URM Affiliate/Sub-office Abstract (Word Document)
  • FY 2022 Proposed Consolidated Placement Plan (Excel Document)
  • Three-year Affiliate Monitoring Plan (Excel Document)
  • R&P Headquarters Staff Detail (Excel Document)
  • Risk Analysis Template (Word Document)

Detailed Instructions for Other Required Information

  1. 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 25 pages. If applicable, include additional pages to describe any of the following activities being proposed:
    • The Unaccompanied Refugee Minor (URM) program (one page)
    • National Technical Assistance projects related to housing, community sponsorship/engagement, and/or resettlement agency staff and refugee security (two pages per project)
    • International Organization for Migration (IOM) travel loan billing services (two pages)
    • Placement of Refugees with U.S. Ties Outside Affiliates’ Radii (Remote Placement, 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.gov Application Package.

Organizational Structure and Management

Each applicant should briefly describe its organizational structure.  Discuss how the organization is adapting and innovating in light of recent and anticipated changes in the U.S. Refugee Admissions Program and headquarters management, organization, or operations.  If applicable, explain any proposed changes per position from FY 2021 as well as how the organizational structure demonstrates cost effectiveness while maintaining strong management and program oversight.  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).  If applicable, list all affiliate and sub-office sites that were listed as zeroed out or were opened or closed in 2021, as well as proposed new sites and sites planned for closure in FY 2022.  Describe a coherent strategy or rationale for selecting and maintaining resettlement sites in the placement network.

Describe organizational plans to manage projected increases in arrivals in FY 2022 at both the national and affiliate levels. Further, explain the national management strategy to prepare at both levels for potential expansions in subsequent years to ensure there is sufficient capacity within each affiliate and local community to adequately support increased arrivals.  Sufficient detail should be presented to demonstrate proactive, robust, and concrete planning to achieve this objective. 

Program Management

Applicants with existing programs should include a brief narrative description of how they actively manage resources to meet, and demonstrate accountability for, program outcomes.

Describe the applicant’s community engagement strategies for FY 2022 at the national, local, and state levels, including identification of key issues or risk factors, how they affect successful resettlement, and how the applicant’s public outreach will impact outcomes for refugees.  Include applicant’s initiatives at the national and local levels to collect and use beneficiary feedback to improve programming and implement tangible strategies and action plans to increase refugee integration, measure results, and replicate successful practices.

If the applicant is proposing to open new affiliates in FY 2022, describe the national strategy to support robust community engagement and coordination along with a sound management plan to onboard new affiliates.  Include plans for any potential further expansion in subsequent years, if applicable.

Describe applicant’s plans to increase community sponsorship of refugees.  Community sponsorship pairs refugees with groups of individuals (such as local clubs, businesses, university communities, faith groups, sports teams, book clubs, etc.) who commit to providing clearly defined financial and/or in-kind contributions and volunteer services to support their welcome and integration.  One form of community sponsorship is co-sponsorship.   Co-sponsors are community groups which have accepted – in a (non-legally binding) written agreement with a resettlement agency – the responsibility to provide, or ensure the provision of, reception and placement services to certain refugees sponsored by the agency.  PRM also recognizes that resettlement agencies may also coordinate other forms of community sponsorship, allowing groups of individuals to provide clearly defined financial and/or in-kind contributions and volunteer services to the newly arriving refugees with whom they are paired.  PRM is interested in the added value to the R&P program that may be generated through community sponsorship such as improved refugee integration, increased housing and employment opportunities, and strengthened community and private support.  PRM also sees value in sponsorship for communities themselves, for maximizing refugee contributions, and for increasing public support for refugees and awareness of global affairs. PRM expects that applicants will establish clear objectives, strategies, and expected outcomes/results for community sponsorship models.

Please input the total aggregate contributions in support of R&P 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, including a breakdown of whether contributions were used to support R&P direct assistance or affiliate R&P program management.

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