Call for Proposals for refugees and asylum seekers in United States closing date 10 July 2021

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  • Eligible Country: United States 
  • Closing Date: 10 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 2021 Notice of Funding Opportunity for NGO programs benefiting refugees and
asylum seekers in Indonesia, Malaysia, and Thailand

Funding Opportunity Number: SFOP0007899

Assistance Listings (CFDA) number:
19.511 – Overseas Refugee Assistance Programs for East Asia

Announcement issuance date: Friday, March 26, 2021

Announcement type: Cooperative Agreement

Proposal submission deadline: Wednesday, 10 July, 2021 at 11:59:59 p.m.
(23:59:59) EDT. We are unable to consider proposals submitted after this
deadline.

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

ADVISORY: All applicants must submit application packages through the website
Grants.gov. PRM strongly recommends submitting your application packages 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.
PRM strongly recommends application packages be submitted in Adobe PDF, as
Microsoft Word documents may sometimes produce different page lengths based on
software versions and configurations when transmitted. Exceeding page length limits,
including through the inclusion of cover pages, will result in disqualification. All
documents must be in English.

Organizations can request copies of all PRM-recommended templates and NGO
guidelines, by emailing PRM’s NGO Coordinator with only the phrase PRM NGO
Templates (exactly as written in bold) in the subject line, to
PRMNGOCoordinator@state.gov. Organizations will receive an automated email reply
containing the templates.

COVID-19: PRM recognizes the difficult circumstances under which organizations are
currently operating because of the COVID-19 pandemic and will take them into
consideration in application package reviews. To the extent possible, organizations
should address how COVID-19 and resulting risks, restrictions and limitations will
factor into their designated programs and attempt to ensure that proposed indicators and
activities can be implemented under the challenging circumstances created by the

COVID-19 response

Full Text of Notice of Funding Opportunity

1. Program Description

This announcement is designed to accompany 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 submission is in full
compliance with PRM requirements and that the proposed activities are in line with
PRM’s priorities. Submissions that do not reflect the requirements outlined in these
guidelines will not be considered.

A. Current Funding Priorities: Proposed activities should primarily support
refugees and asylum seekers in Indonesia, Malaysia, and Thailand. Because of
PRM’s mandate to provide protection, assistance, and sustainable solutions for
refugees and victims of conflict, PRM will consider funding only those programs
that include a target beneficiary base of at least 50 percent refugees/IDPs/other
populations of concern.

B. Program area: Proposals must align with one or more of the following program
areas:

i. Humanitarian Protection and Assistance
ii. Interim and Durable Solutions

C. Program Sectors: Proposals must focus on one or more of the following
programmatic sectors (see PRM’s General NGO Guidelines for sector
descriptions):

i. Protection
ii. Gender-based Violence Prevention and Response
iii. Child protection
iv. Health
v. Mental Health and Psychosocial Support (MHPSS)
vi. Water, Sanitation, and Hygiene (WASH)
vii. Nutrition and Food Security
viii. Education
ix. Livelihoods (must include a market analysis, or will be disqualified)
x. Shelter
xi. Core Relief Items/Cash-Based Initiatives

(Note: In order to ensure greater accountability for protection outcomes, all
overseas assistance program proposals must include the following protection
outcome indicator under one of the objectives: Percentage of beneficiaries who
report an improved sense of safety and well-being at the end of the program,
disaggregated by age and gender. See NGO Guidelines in section A.C.1. of
Appendix C for more details.)
Cash and Voucher Assistance programs must include one indicator from the
selection contained in the NGO Guidelines.

D. Organizations may submit a maximum of one application per country only. Any
subsequent submissions received will be disqualified. (Note: Submissions by
organizations as part of a consortium do not count toward an individual
organization’s submission limit.)

E. Country-specific Provisions:
Indonesia Country-Specific Guidelines

General Guidance:

1. PRM welcomes submissions from both international and Indonesia-based
NGOs serving unaccompanied and separated refugee and asylum seeker
children (UASC) with quality alternatives to detention in Indonesia. PRM
strongly encourages partnerships with women-led organizations when possible.
Sector: Child Protection. Specifically, PRM welcomes submissions that:
a. Improve access of UASC to protective care in a safe and secure
environment.
b. Provision of case management, implemented by well-trained staff with
appropriate supervision that addresses protection needs and other vulnerabilities through direct support and/or referrals, including
emergency assistance, access to quality education, and referrals to other
NGOs/service providers when UASC “age out.”
c. Improve access to education services, both formal and informal, as well
as recreational activities.

Duration of Activity: Program plans for 24 or 36 months will be considered.

Funding Limits: Program proposals must not be less than the funding floor and not
more than the funding ceiling per year or they will be disqualified.
 Funding floor per award (lowest $$ value): $300,000
 Funding ceiling per award (highest $$ value): $500,000

Note: Funding ceilings and floors pertain to the PRM cost per year.
Anticipated Number of Awards: PRM anticipates, but makes no guarantee, to fund
as many as one (1) award through this announcement.
Anticipated Amount to be Awarded: PRM anticipates, but makes no guarantee, to
award up to approximately $500,000 total through this NOFO for Indonesia.
Malaysia Country-Specific Guidelines
General Guidance:
1. PRM welcomes submissions from both international and Malaysia-based NGOs
serving the urban refugee and asylum seeker population in and around Kuala
Lumpur, the Klang Valley, Penang, Kedah, and Perak.
Sectors: Protection (including Case Management and Emergency and Legal
Assistance), Child Protection, GBV Prevention and Response, Healthcare (Health, and
Mental Health and Psychosocial Support). Specifically, PRM welcomes submissions
that:

1. Protection:
a. Respond to immediate, life-saving needs through provision of emergency
short-term shelter and auxiliary services, including transportation,
medical care, psychosocial support, and counselling to GBV survivors
and their children.
b. Provide specialized counselling services to refugees (adults and children)
to prevent repeated abuse and/or improve overall well-being.

2. Healthcare:
a. Improve access to primary health care, including reproductive health,
medical services, mental health, and/or psychosocial support, including
the implementation of mobile health clinics.
b. Provide nursing facilities for refugee patients requiring recuperation and
post-hospitalization nursing care.
c. Provide health-based training and education focusing on general health
care, communicable disease prevention, treatment adherence,
reproductive health, and/or nutrition.
d. Provide medical support and rehabilitative services for refugees and
asylum seekers who have experienced torture, forced labor, human
trafficking, long-term detention, or economic exploitation or who may be
unable to work because of mental or physical illness.

3. Gender-based Violence (GBV) Prevention and Response:
a. Improve knowledge of GBV and promote positive changes in attitudes
and behaviors within refugee and host communities through targeted and
sustained engagement.
b. Increase the capacity of target communities to identify and effectively
respond to GBV through skills-building, training, and coaching.
c. Improve the capacity of service providers to provide timely, high-quality
health, including reproductive health, psychosocial, safety, justice, and/or
other services, as well as multi-sectoral referral services.
d. Increase knowledge and awareness of GBV among adult refugees and
asylum seekers.
e. Build capacity of teachers in refugee learning centers to train their own
students on GBV risks, prevention, and response.

Duration of Activity: Program plans for 24 or 36 months will be considered.
Funding Limits: Program proposals must not be less than the funding floor and not
more than the funding ceiling per year or they will be disqualified.
 Funding floor per award (lowest $$ value): $300,000
 Funding ceiling per award (highest $$ value): $600,000

Note: Funding ceilings and floors pertain to the PRM cost per year.
Anticipated Number of Awards: PRM anticipates, but makes no guarantee, to fund
as many as four (4) awards through this announcement.

Anticipated Amount to be Awarded: PRM anticipates, but makes no guarantee, to
fund up to four awards up to $600,000 per year total through this NOFO for Malaysia.
Thailand Country-Specific Guidelines
General Guidance:

1. PRM welcomes submissions from both international and Thailand-based NGOs
to provide inclusive and sustainable assistance to refugees in camps along the
Thailand-Burma border to facilitate their resilience and voluntary repatriation
when conditions allow.

Sectors: Protection (including Case Management and Emergency and Legal
Assistance), and Livelihoods. Specifically, PRM welcomes submissions that:

1. Protection:
a. Improve inclusion and preparation for the voluntary return of people with
disabilities in three refugee camps in Thailand when conditions allow.
b. Increase knowledge among people-at-risk about mine risk education to
further adopt safe Explosive Ordnance (EO) related practices in nine
refugee camps Thailand.
c. Increase the level of information of the refugee population in nine camps
in Thailand about EO risk in Burma.

2. Livelihoods
a. Increase preparation for local integration or voluntary return of youth in
three refugee camps in Thailand, via vocational training recognized by
the Governments of Thailand and Burma.

Duration of Activity: Program plans for 24 or 36 months will be considered.
Funding Limits: Program proposals must not be less than the funding floor and not
more than the funding ceiling per year or they will be disqualified.
 Funding floor per award (lowest $$ value): $300,000
 Funding ceiling per award (highest $$ value): $600,000

Note: Funding ceilings and floors pertain to the PRM cost per year.
Anticipated Number of Awards: PRM anticipates, but makes no guarantee, to fund
as many as one (1) award through this announcement.

Anticipated Amount to be Awarded: PRM anticipates, but makes no guarantee, to
fund up to one award up to $600,000 per year total through this NOFO for Thailand.

2. Federal Award Information
A. Proposed program start dates: August 1 to September 15, 2021
B. Duration of Activity: See country-specific guidelines above. Applicants may
submit multi-year proposals with activities and budgets that do not exceed up to
three years from the proposed start date. Actual awards will not exceed three
years in duration and activities and budgets submitted in year one can be
revised/updated each year. Continued funding after the initial 12-month period of
performance requires the submission of a noncompeting single proposal and will
be contingent upon available funding, strong performance, and continuing need.
In funding a program one year, PRM makes no representations that it will
continue to fund the program in successive years and encourages applicants to
seek a wide array of donors to ensure long-term funding possibilities. Please see
Multi-Year Funding section below for additional information. Livelihoods
programs are encouraged to be multi-year, and livelihoods proposals must include
a market analysis or will be disqualified.

3. Eligibility Information
A. Eligible Applicants: (1) Nonprofits having a 501(c)(3) status with IRS, other
than institutions of higher education (U.S.-based NGOs must be able to
demonstrate proof of non-profit tax status); (2) Nonprofits without 501(c)(3)
status with IRS, other than institutions of higher education (overseas-based NGOs
must be able to demonstrate proof of registration in country of domicile); and (3)
International Organizations. International multilateral organizations, such as
United Nations agencies, should not submit proposals 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.
B. Cost Sharing or Matching: Cost sharing, matching, or cost participation is not a
requirement of an application in response to this funding announcement.

Proposals for consideration should describe the sources and amounts of additional
funding that may be utilized to compliment PRM funding, and meet the following
criteria:
 Are not paid by the Federal Government under another Federal award;
 Are verifiable from the non-Federal entity’s records;
 Are not included as contributions for any other Federal award; and
 Are necessary and reasonable for accomplishment of project or program
objectives.
Please include this information in the Budget Summary, Budget Detail, and
Budget Narrative of the proposal, and separated from the PRM share of the
proposed budget.
(Note: Though favorably looked upon, such will not result in a competitive
ranking increase when evaluated.)

4. Other
A. Proposals must have a concrete implementation plan with well-conceived
objectives and indicators that are specific, measurable, achievable, relevant and
reliable, time-bound, and trackable (SMART), have established baselines, and
include at least one outcome or impact indicator per objective; objectives should
be clearly linked to the sectors.
B. Proposals must adhere to relevant international standards for humanitarian

assistance. See PRM’s General NGO Guidelines for a complete list of sector-
specific standards including guidance on proposals for programs in urban areas.

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

D. PRM will accept proposals from any NGO working in the above-mentioned
sectors although, given budgetary constraints, priority will be given to proposals
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;
 a strong sustainability plan, involving local capacity building, where
feasible;
 where applicable, adherence to PRM’s Principles for Refugee Protection in
Urban Areas;
 an understanding of and sensitivity to conflict dynamics in the program
location.

5. Application and Submission Instructions
A. Address to Request Application Package: Application packages may be
downloaded from the website www.Grants.gov.
B. Consortia: Organizations may apply to this call as part of a consortia; however,
for consortia, one organization must be designated as the lead applicant. For
purposes of consortia applying for PRM funding, PRM’s considers consortium to
be a group of no less than three NGOs that comprise an agreement, combination,
or group formed to undertake, or propose to undertake, an assistance activity
beyond the resources of any one member. PRM may request to review and
approve of substantive provisions of proposed sub-awards. Applicants may form
consortia in order to bring together organizations with varied expertise to propose
a comprehensive program in one proposal.
Submissions by organizations as part of a consortium do not count toward an
organization’s individual submission limit. A description of how the consortium 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 proposal.
C. Content and Form of Application: Organizations may submit a maximum of
one proposal per country only. Any subsequent submissions received will be
disqualified. PRM strongly recommends using the proposal and budget templates
that are available upon email request from PRM’s NGO Coordinator.
Organizations can request copies of all PRM-recommended templates and NGO
guidelines, by emailing PRM’s NGO Coordinator with only the phrase PRM
NGO Templates (exactly as written in bold) in the subject line, to
PRMNGOCoordinator@state.gov. Organizations will receive an automated email
reply containing the templates.
Single-Year Proposals:
 Single-year program proposal page limits: Single-year proposals using
PRM’s templates must not exceed 15 pages in length (Times New Roman 12-
point font, one-inch margins on all sides). If the applicant does not use PRM’s
recommended templates, proposals must not exceed 10 pages in length.
Organizations may choose to attach work plans, activity calendars, and/or
logical frameworks as addendums/appendices to the proposal but are not
required to do so. These attachments do not count toward the page limit total;
however, annexes cannot be relied upon as a key source of program
information. The proposal narrative must be able to stand on its own in the
application process. For multi-year funding application instructions, see section
(e) below. Proposals exceeding the page limit will not be considered.
o PRM strongly recommends application packages be submitted in Adobe
PDF, as Microsoft Word documents may sometimes produce different page
lengths based on software versions and configurations.
o Exceeding page length limits, including through the inclusion of cover
pages, will result in disqualification.
o All documents must be in English.

Multi-Year Proposals:
 Applicants proposing multi-year programs should adhere to the following
guidance: Applicants may submit proposals that include multi-year strategies
presented in one-year (12-month) cycles for a period not to exceed three years (36 months) from the proposed start date. Fully developed programs with detailed budgets, objectives and indicators are required for each year of
activities. Applicants should use PRM’s recommended multi-year proposal
template for the first year of a multi-year application.
 Multi-year funding applicants may use PRM’s budget summary and separate
budget detail templates, and should disaggregate budget by year, per year, and
for each program year. Multi-year proposal narratives and budgets can be
updated yearly upon submission of new noncompeting single year proposal
narrative template with an updated budget, each year.
 Multi-year program proposal page limits: Multi-year proposals using PRM’s
multi-year template must not exceed 20 pages in length (Times New Roman 12-
point font, one-inch margins on all sides). If the applicant does not use PRM’s
recommended templates, proposals must not exceed 15 pages in length.
Organizations may choose to attach work plans, activity calendars, and/or
logical frameworks as addendums/appendices to the proposal but are not
required to do so. These attachments do not count toward the page limit total
however annexes cannot be relied upon as a key source of program information.

The proposal narrative must be able to stand on its own in the application
process. Proposals exceeding the page limit will not be considered.
o PRM strongly recommends application packages be submitted in Adobe
PDF, as Microsoft Word documents may sometimes produce different page
lengths based on software versions and configurations.
o Exceeding page length limits, including through the inclusion of cover
pages, will result in disqualification.
o All documents must be in English.
 Multi-year applications selected for funding by PRM will be funded in one-year
(12-month) increments based on the proposal submitted in the initial application
as approved by PRM. Continued funding after the initial 12-month award
requires the submission of a noncompeting single-year proposal narrative and
will be contingent upon available funding, strong performance, and continuing
need. Follow-on applications are submitted annually for years two through
three of proposals through non-competed directed announcements for the
continuation funding. It is strongly recommended that NGOs submit as early as
possible after the directed announcement for continuation funding has been
issued. Late submissions will jeopardize continued funding.

 In the proposal narrative, please include an explanation of why multi-year
funding may be necessary for this program to succeed, how longer periods of
consultation with beneficiary populations will inform programming and enable
interventions to be studied and improved, and how the proposed activities in
year one will contribute to outcomes and impacts in years two and three.
Please, articulate and quantify cost efficiencies that could not otherwise be
attained through single year programs as well.

For Both Single and Multi-year proposals

i. To be considered for PRM funding, organizations must submit a complete
application package, including:
a. Proposal Narrative including objectives and indicators for each year of the
program period, not exceeding the page limits above. PRM now requires a
specific outcome indicator to be included in each program application. Please
see NGO Guidelines for more details.
b. Budget Summary
o Disaggregated by year and for each year of the program period (for
multi-year proposals).

c. Budget Detail
o Disaggregated by year and for each year of the program period (for
multi-year proposals).
o Include total costs by objective,
o Total costs divided by country (if applicable)
o Organizations can request both Budget Summary and separate Budget
Detail templates as well as others by emailing PRM’s NGO Coordinator
with only the phrase PRM NGO Templates (exactly as written in bold)
in the subject line, to PRMNGOCoordinator@state.gov. Organizations
will receive an automated email reply containing the templates.
d. Budget Narrative disaggregated by year and for each year of the program
period.
e. Completed SF-424 and SF-424A. PRM requires that Box 21 of the SF-424 be
checked.
o 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. The SF-424 family forms are available for download on
Grants.gov.
f. Information in support of any cost-sharing/cost-matching arrangements, if
applicable.
g. Information detailing the source of any in-kind contributions, if applicable.
h. Details on any sub-agreements associated with the program including the
budget detail (must be part of the budget submission as noted above), if
applicable.
i. Risk Analysis (separate from Proposal Narrative and from the Security Plan).
j. Protection from Sexual Exploitation and Abuse (PSEA) Code of Conduct
o Consistent with the 2019 six IASC Principles and that there is a country or
regional implementation plan specific to the country or region of the
application, if applicable.
o (See NGO Guidelines for more details).
k. Security Plan.
l. Accountability to Affected Populations (AAP) Framework
o The AAP section of a NOFO proposal narrative is specific to the program
being proposed and is distinct from the organization-level AAP framework
requirement listed here, which is a separate document.
m. Key Personnel for award applicant and sub-recipient(s)
o Applicants must furnish names, titles, and brief biographical information
on the education and experience of key personnel in implementing the
program and key supervisory personnel (i.e., the members of the
professional staff in a program supervisory position engaged for or
assigned to duties under the award). Résumés of key personnel must be
provided in an annex (or provided for approval prior to hiring).
n. A Market Analysis and a Beneficiary Competency/Capacity Assessment for
all proposals that include at least one livelihoods sector objective (or will be
disqualified), if applicable. Please see the General NGO Guidelines for more
details.

o. 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.
p. Most recent external audit report is required prior to issuance of an award, if
proposal is chosen for implementation
ii. Additionally, organizations must submit the following documents as part of
their proposal package, if applicable:
 To be considered a competitive proposal, the Proposal Narrative and Budget
Detail should include the following information:
o Focus on outcome or impact indicators as much as possible. At a minimum,
each objective should have one outcome or impact indicator. Wherever
possible, baselines should be established before the start of the program.
o PRM requires a specific outcome indicator be included in each proposal
measuring the sense of safety and well-being of beneficiaries. Baseline and
end of program surveys should be used to measure the indicator. Please see
the NGO Guidelines for more details.
o Include specific information on locations of programs and beneficiaries (GPS
coordinates highly recommended) to increase PRM’s ability to track the
impact of PRM funding.
o Outline how the NGO will acknowledge PRM funding. If an organization
believes that publicly acknowledging the receipt of USG funding for a
particular PRM-funded program could potentially endanger the lives of the
beneficiaries and/or the organization staff, invite suspicion about the
organization’s motives, or alienate the organization from the population it is
trying to help, it must provide a brief explanation in its proposal as to why it
should be exempted from this requirement.
o PRM expects each proposal, regardless of sector, to demonstrate protection
mainstreaming, including by identifying potential protection risks associated
with the program and how they will be mitigated. Assistance activities should
mainstream protection by analyzing the protection risks in relation to each
specific programming sector. An analysis of the risks should inform how
assistance is designed to minimize them and maximize protection of
beneficiaries. Applicants may introduce gender-specific risks in this section
but should provide a full analysis in the gender analysis.

o PRM partners must complete a gender analysis in the proposal narrative that
briefly explains (1) experiences of men, women, boys, and girls with a focus
on the different familial roles, community privileges, and gender dynamics
within the target population; (2) associated risks and threats experienced by
women, girls, and other vulnerable populations based on their gender; (3)
power imbalances and needs that arise based on gender inequalities that exist
within the family or community; and (4) proposed responses that will address
the above and mitigate any gender differences in access, participation, or
decision-making that may be experienced by at-risk groups, particularly
women and girls. The gender analysis should aim to specify and target
specific at-risk sub-populations of women and girls, such as women and girl
heads of households, out-of-school girls, women and girls with disabilities,
women and girl survivors of violence, married girls, adolescent mothers, as
well as people who identify as lesbian, gay, bisexual, transgender, or intersex
(LGBTI), and those who are often unaware of and excluded from programs
and services and who may be the hardest to reach based on their gender.
o The budget should include a specific breakdown of funds being provided by
UNHCR, other USG agencies, other donors, and your own organization.
o Applicants whose proposals address gender-based violence (GBV) through
their programs must estimate the total cost of these activities as a separate line
item in their proposed budgets (see PRM’s budget template). Proposals and
budgets must include details of any sub-agreements associated with the
programs.
o For consortia only, 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 proposal.

D. Dun and Bradstreet Data Universal Numbering System (DUNS) Number
and System for Award Management (SAM)
i. Each applicant is required to:
a. be registered in SAM at (www.sam.gov) before submitting its application;
b. provide a valid DUNS number in its application; and
c. 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.

ii. 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.
E. Applications must be submitted via Grants.gov. Grants.gov registration
requires a DUNS number and active SAM.gov registration. If you are new to
PRM funding, the Grants.gov registration process can be complicated. We urge
you to refer to PRM’s General NGO Guidelines “Application Process” section for
information and resources to help ensure that the application process runs
smoothly. PRM also strongly encourages organizations that have received
funding from PRM in the past to read this section as a refresher. Applicants may
also refer to the “For Applicants” page on Grants.gov for complete details on
requirements.
i. Do not wait until the deadline to attempt 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 several weeks to finalize registration
(sometimes longer for non-U.S. based NGOs to receive required registration
numbers). We also recommend that organizations, particularly first-time
applicants, submit applications via Grants.gov no later than one week before the
deadline to avoid last-minute technical difficulties that could result in an
application not being considered. PRM has extremely limited ability to correct
or facilitate rapid resolution to technical difficulties associated with Grants.gov,
SAM.gov or DUNS number issues. PRM partners must maintain an active
SAM.gov registration with current and correct information at all times
during which they have an active federal award or an application under
consideration by PRM or any federal agency.
ii. 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. Applicants experiencing technical
difficulties with the SAM.gov registration process should contact the
Federal Service Desk (FSD) online or at 1-866-606-8220 (U.S.) and 1-334-
206-7828 (International).
iii. 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.
iv. 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.
v. Applicants who are unable to submit applications via Grants.gov due to
Grants.gov technical difficulties and:
a. who have reported the problem to the Grants.gov help desk;
b. received a case number;
c. have completed DUNS and SAM.gov registrations and a documented
service request opened to research the problem;
d. may contact the PRM NGO Coordinator before the submission deadline
to determine whether an alternative method of submission is appropriate.
e. PRM makes no guarantee to accept an application outside of the grants.gov
system.

F. 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 or are experiencing issues resulting from discrepancies across registration
platforms is not considered a technical difficulty and is not justification for an
alternate means of submission.

G. 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.)
H. Submission Dates and Times
o Announcement issuance date: Friday, March 26, 2021
o Proposal submission deadline: Wednesday, April 28, 2021 at 11:59:59 p.m.
(23:59:59) EDT. Proposals submitted after this deadline will not be considered.

I. Intergovernmental Review: Not Applicable.

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

K. Other Submission Requirements
i. Branding and Marking Strategy

The following provisions will be included whenever assistance is awarded:
The following provisions will be included whenever assistance is awarded:
The Recipient shall recognize the United States Government’s funding for
activities specified under this award at the project site with a graphic of the U.S.
flag accompanied by one of the following two phrases based on the level of
funding for the award:
 Fully funded by the award: “Gift of the United States Government”
 Partially funded by the award: “Funding provided by the United States
Government”

PRM highly encourages recognition of U.S. Government funding on social
media and website platforms to be included in proposals branding and marking
strategy. Recipients should tag PRM’s Twitter account @StatePRM and/or
Facebook account @State.PRM (rather than using hashtags). Additionally, the
applicable U.S. Embassy should be tagged as well.
Updates of actions taken to fulfill this requirement must be included in
quarterly program reports to PRM.

All programs, projects, assistance, activities, and public communications to
foreign audiences, partially or fully funded by the Department, must be marked
appropriately overseas with the standard U.S. flag in a size and prominence
equal to (or greater than) any other logo or identity. The requirement does not
apply to the Recipient’s own corporate communications or in the United States.
The Recipient must appropriately ensure that all publicity and promotional
materials underscore the sponsorship by or partnership with the U.S.
Government or the U.S. Embassy. The Recipient may continue to use existing logos or project materials; however, a standard rectangular U.S. flag must be used in conjunction with such logos.
Do not use the Department of State seal without the express written
approval from PRM.

Sub non-Federal entities (sub-awardees) and subsequent tier sub-award
agreements are subject to the marking requirements and the non-Federal entity
shall include a provision in the sub non-Federal entity agreement indicating that
the standard, rectangular U.S. flag is a requirement.
Exemptions from this requirement may be allowable but must be agreed to in
writing by the Grants Officer. (Note: An exemption refers to the complete or
partial cessation of branding, not use of alternative branding). Requests should
be initiated with the Grants Officer and Grants Officer Representative. Waivers
issued are applied only to the exemptions requested through the Recipient’s
proposal for funding and any subsequent negotiated revisions.
In the event the non-Federal entity does not comply with the marking
requirements as established in the approved assistance agreement, the Grants
Officer Representative and the Grants Officer must initiate corrective action
with the non-Federal entity.

ii. PRM Standardized Indicators: In an effort to streamline the proposal
writing/reviewing process and better measure the impact of the Bureau’s work,
PRM strongly requires the use of standardized indicators for programs in the
protection, child protection, health, mental health and psychosocial support,
WASH, nutrition and food security, education, livelihoods, and shelter sectors,
as well as programs that include local government capacity-building and core
relief items (non-food items). Applicants must fill in numerical and/or
percentage targets for each indicator. Sphere standards should be used as
targets, unless otherwise noted. Proposals must include at least one
standardized indicator per sector, as applicable. Please refer to PRM’s General
NGO Guidelines for a complete list of all standardized indicators that may be
included.
a. PRM requires a specific outcome indicator in each proposal measuring the
sense of safety and well-being of beneficiaries. All overseas assistance
program proposals must include the following protection outcome indicator
under one of the objectives: Percentage of beneficiaries who report an
improved sense of safety and well-being at the end of the program disaggregated by age and gender. Please see the NGO Guideline’s section A.C.1. of Appendix C for more details.
b. Cash and Voucher Assistance programs must include one indicator from the
selection contained in the NGO Guidelines in section A.C.2. of Appendix C.
iii. Recipient Vetting After Award: Recipients shall advise the Grants Officer of
any changes in personnel and shall provide vetting information on new
individuals via the secure web portal at https://ramportal.state.gov. The
government reserves the right to vet these personnel changes and to terminate
assistance awards for convenience based on vetting results.

6. Application Review Information
A. 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:
 Gap/Analysis (5)
 Profile of Target Population (5)
 Program Description/3a Gender Analysis (20)
 Objectives & Indicators (10)
 Monitoring & Evaluation Plan (10)
 Risk Management (10)
 Accountability to Affected Populations (5)
 Coordination (5)
 Sustainability and Capacity-Building (5)
 Management and Past Performance (10)
 Budget/Budget Narrative (15 points)
PRM will conduct a formal competitive review of all proposals submitted in
response to this funding announcement. A review panel of at least three people
will evaluate submissions based on the above-referenced programmatic criteria and
PRM priorities in the context of available funding. Examples of PRM scorecards
can be found in Appendix H of the NGO Guidelines.
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.

7. Federal Award Administration Information
A. 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.
B. 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.
C. Reporting: Successful applicants will be required to submit:
i. 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 Bureau suggests that NGOs receiving PRM funding use the PRM
recommended quarterly program report template (also used for final reports).
The suggested PRM NGO reporting template is designed to ease the reporting
requirements while ensuring that all required elements are addressed. The
Quarterly Program Report Template can be requested by emailing PRM’s NGO
Coordinator with only the phrase PRM NGO Templates (exactly as written in
bold) in the subject line, to PRMNGOCoordinator@state.gov. Organizations
will receive an automated email reply containing the templates.
ii. 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.
iii. Audit Reports: When a recipient-contracted audit is not required because the
Federal award amount is less than the $750,000 threshold, the Department may
determine that an audit must be performed and the audit report must be
submitted to the responsible grants office(r) for review, dissemination, and
resolution as appropriate. The cost of audits required under this policy may be
charged either as an allowable direct cost to the award or included in the
organizations established indirect costs in the award’s detailed budget.

8. 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 (Washington, D.C.):
Brett Walkley, WalkleyBA@state.gov, Indonesia, Malaysia
John Phillips, PhillipsJT@state.gov, Thailand
 Regional Refugee Coordinator (Bangkok, Thailand):
David Muehlke, MuehlkeDV@state.gov, Malaysia
Christine Getzler Vaughan, GetzlervaughanC@state.gov, Indonesia,
Thailand

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