Funding Opportunity Announcement
Bureau of Population, Refugees, and Migration
March 10, 2016
Funding Opportunity Number: PRM-PRMOAPAF-16-012
Catalog of Federal Domestic Assistance (CFDA) number: 19.517 - Overseas Refugee Assistance Programs for Africa
Announcement issuance date: Thursday March 10, 2016
Proposal submission deadline: Thursday, April 14, 2016 at 12:00 p.m. noon EDT. Proposals submitted after this deadline will not be considered.
**ADVISORY: All applicants must submit proposals through the website Grants.gov NOT through GrantsSolutions.gov. Please note that if you apply on the GrantSolutions.gov site, your application will be disqualified. PRM strongly recommends submitting your proposal early to allow time to address any difficulties that may arise.**
If you are new to PRM funding, the Grants.gov registration process can be complicated. We urge you to refer to PRM's General NGO Guidelines "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.
New NGO Portal: PRM has developed an internet-based online proposal template generator (https://partnerportal.dosprm.com/) to replace the previous MS Word single-year and multi-year proposal templates submitted by applicants in response to PRM Notice of Funding Opportunity (NOFO) announcements. Use of the proposal generator is highly recommended but not required. Applicants may submit applications in other formats as long as all requirements listed in this NOFO are met. Submission of a proposal generated from the online form guarantees that the proposal conforms to PRM page limit and formatting requirements since each section contains a limited word count. If using the proposal generator, there is no need to check page limits. Please note the PRM proposal generator works best with Google Chrome or Internet Explorer. Proposals generated through the portal must still be submitted through the www.Grants.gov website in accordance with the instructions in this NOFO. Applicants using the portal should ensure they fully read the portal's instructions prior to beginning an application. As always, applicants are advised to start the application process early, as technical issues frequently arise. Deadlines for applications in response to PRM NOFOs are firm.
Full Text of Notice of Funding Opportunity
A. Program Description
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 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.
Current Funding Priorities:
(a) Proposed activities should primarily benefit refugees from Sudan and/or the Central African Republic (CAR) in Chad and/or Nigerian and/or CAR refugees in Cameroon. 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.
- Proposals must focus on Sudanese refugees and/or Central African refugees in the camps or UNHCR-designated sites and host communities in Chad.
- Proposals must focus on one or more of the following sectors (see PRM's General NGO Guidelines for sector descriptions):
o Healthcare (primary only), including reproductive health
o Protection (including gender-based violence prevention and response and/or child protection to include secondary education for Sudanese refugees, and/or community reconciliation and peacebuilding, and/or safe access to fuel and energy)
- Proposals must focus on Nigerian refugees (security permitting) and/or the Central African refugees who have arrived since 2013.
- Proposals must focus on one or more of the following sectors (see PRM's General NGO Guidelines for sector descriptions):
o Water, Sanitation, and Hygiene (WASH)
o Protection (including gender-based violence prevention and response and/or child protection, and/or community reconciliation and peacebuilding)
Proposals for both countries should include:
- A well-developed plan for training and building the capacity of local staff and service providers as well as building refugee self-sufficiency; and
- A transition plan for long term sustainability of programming, and proposals related to protection and livelihoods should include an exit strategy.
B. Federal Award Information
Proposed program start dates: July 1, 2016 - September 15, 2016
Duration of Activity: Program plans for up to one, two, or three years will be considered. The end date of single year programs or Year One of multi-year programs must be no later than August 14, 2017. To meet the required end date, proposed programs may be less than 12 months.
Applicants may submit multi-year proposals with activities and budgets that do not exceed three years (36 months) from the proposed start date. Actual awards will not exceed one year (12 months) in duration and activities and budgets submitted in year one can be revised/updated each year. 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. 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. Please see Multi-Year Funding section below for additional information.
Funding Limits: Project proposals must not be more than $2,000,000 per 12 month period (or prorated for periods of less than 12 months) 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 proposals through Grants.gov in response to this Notice of Funding Opportunity announcement. 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.
2. Cost Sharing or Matching: Cost sharing, matching, or cost participation is not a requirement of an application in response to this funding announcement.
(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 projects in urban areas.
(c) PRM strongly encourages programs that target the needs of potentially 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.
NOTE: PRM partners must complete a gender analysis (see PRM proposal template) that briefly analyzes (1) gender dynamics within the target population (i.e., roles, power dynamics, and different needs of men and women, girls and boys); (2) associated risks and implementation challenges for the project posed by those dynamics; and (3) how program activities will mitigate these protection risks and be made accessible to vulnerable groups (particularly women and girls). The analysis should identify specific at-risk sub-populations of women and girls, in particular women and girl heads of households, out-of-school girls, girls with disabilities, married girls, and adolescent mothers who are often unaware of and excluded from mainstream interventions and service delivery and who may be essentially hidden. A gender analysis should be included in all applications for funding and is a requirement prior to PRM making a final funding award.
(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 and/or current UNHCR funding, and/or a letter of support from UNHCR for the proposed activities (this letter should highlight the gap in services the proposed program is designed to address);
- 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;
- a strong transition plan, where feasible, involving local capacity-building;
- where applicable, adherence to PRM's Principles for Refugee Protection in Urban Areas;
- 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.
2. Content and Form of Application:
(a) This announcement is designed to accompany PRM's General NGO Guidelines which contain additional administrative information on proposal content and formatting, and explain in detail PRM's NGO funding strategy and priorities. Please use both the General NGO Guidelines and this announcement to ensure that your proposal submission is in full compliance with PRM requirements and that the proposed activities are in line with PRM's priorities. Proposal submissions that do not meet all of the requirements outlined in these guidelines will not be considered.
(b) PRM strongly recommends using the partner portal (https://partnerportal.dosprm.com/) to generate the proposal narrative and budget template. MS Word and MS Excel versions of the templates are also available upon email request from PRM's NGO Coordinator. Please send an email, with the phrase "PRM NGO Templates" in the subject line, to PRM's NGO Coordinator to receive an automated reply with the templates.
New page limits: Single-year proposals using PRM's templates must be no more than 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. Page limits do not apply for proposals generated by the partner portal, as the partner portal has its own word count limitations. Organizations may choose to attach work plans, activity calendars, and/or logical frameworks as addendums/appendices to the proposal. 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.
(c) To be considered for PRM funding, organizations must submit a complete application package including:
- Proposal narrative reflecting objectives and indicators for each year of the program period.
- Budget and budget narrative for each year of the program period.
- Signed completed SF-424.
(d) In addition, proposal submissions to PRM should include the following information:
- 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 project.
- To increase PRM's ability to track the impact of PRM funding, include specific information on locations of projects and beneficiaries (GPS coordinates if possible).
- Proposals should 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 project could potentially endanger the lives of the beneficiaries and/or the organization staff, invite suspicion about the organization's motives, or alienate the organization from the population it is trying to help, it must provide a brief explanation in its proposal as to why it should be exempted from this requirement.
- The budget should include a specific breakdown of funds being provided by UNHCR, other USG agencies, other donors, and your own organization.
- Please note that organizations applying for livelihoods project funding must include both a market analysis and a beneficiary competency/capacity assessment as part of the proposal package. Please see the General NGO Guidelines for more details.
- Applicants whose proposals address gender-based violence (GBV) through their projects must estimate the total cost of these activities as a separate line item in their proposed budgets. PRM's budget template document has been updated to reflect this requirement.
- Gender analysis (See above. Required before an award can be made).
- Copy of the organization's Code of Conduct (required before an award can be made).
- Copy of the organization's Security Plan (required before an award can be made).
- Proposals and budgets should include details of any sub-agreements associated with the program.
- Most recent Negotiated Indirect Cost Rate Agreement (NICRA), if applicable.
- NGOs that have not received PRM funding since the U.S. government fiscal year ending September 30, 2004 must be prepared to demonstrate that they meet the financial and accounting requirements of the U.S. government by submitting copies of 1) the most recent external financial audit, 2) proof of non-profit tax status including under IRS 501 (c)(3), as applicable, 3) a Data Universal Numbering System (DUNS) number, and 4) an Employer ID (EIN)/Federal Tax Identification number, as applicable.
- Organizations that received PRM funding in FY 2015 for activities that are being proposed for funding under this announcement must include the most recent quarterly progress report against indicators outlined in the cooperative agreement. If an organization's last quarterly report was submitted more than six weeks prior to the submission of a proposal in response to this funding announcement, the organization must include, with its most recent quarterly report, updates that show any significant progress made on objectives since the last report.
(e) Multi-Year Funding: 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, which can be generated on PRM's partner portal (https://partnerportal.dosprm.com/). Multi-year funding applicants may use PRM's standard budget template and should submit a separate budget sheet for each project 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.
New page limits: Multi-year proposals using PRM's multi-year template must be no more than 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. Page limits do not apply for proposals generated by the partner portal, as the partner portal has its own word count limitations. Organizations may choose to attach work plans, activity calendars, and/or logical frameworks as addendums/appendices to the proposal. 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.
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 funding applications must be submitted by the organization no later than 90 days before the proposed start date of the new award (e.g., if the next project period is to begin on September 1, submit your application by June 1). Follow-on year applications are submitted in lieu of responding to PRM's published call for proposals for those activities. Late submissions will jeopardize continued funding.
Organizations can request single-year and multi-year funding proposal narrative templates by emailing PRM's NGO Coordinator with the phrase "PRM NGO Templates" in the subject line.
3. Dun and Bradstreet Data Universal Numbering System (DUNS) Number and System for Award Management (SAM)
(a) Each applicant is required to: (i) be registered in SAM before submitting its application; (ii) provide a valid DUNS number in its application; and (iii) continue to maintain an active SAM registration with current information at all times during which it has an active PRM award or an application or plan under consideration by PRM. No federal award may be made to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time the PRM award is ready to be made, PRM may determine that the applicant is not qualified to receive a PRM award and use that determination as a basis for making a PRM award to another applicant.
(b) Proposals must be submitted via Grants.gov (not via GrantSolutions.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 "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. Applicants may also refer to the "Applicant Resources" tools and tips page on Grants.gov for complete details on requirements.
(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. Applicants experiencing technical difficulties with the SAM registration process should contact the Federal Service Desk (FSD) online or at 1-866-606-8220 (U.S.) and 1-334-206-7828 (International).
(e) Applications must be submitted under the authority of the Authorized Organization Representative at the applicant organization. Having proposals submitted by agency headquarters helps to avoid possible technical problems.
(f) If you encounter technical difficulties with Grants.gov please contact the Grants.gov Help Desk at firstname.lastname@example.org 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 can be found here.
(i) In accordance with 2 CFR §200.113, Mandatory disclosures, the non-Federal entity or applicant for a Federal award must disclose, in a timely manner, in writing to the Federal awarding agency or pass-through entity all violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the Federal award. Non-Federal entities that have received a Federal award including the term and condition outlined in Appendix XII-Award Term and Condition for Recipient Integrity and Performance Matters are required to report certain civil, criminal, or administrative proceedings to SAM. Failure to make required disclosures can result in any of the remedies described in 2 CFR §200.338 Remedies for noncompliance, including suspension or debarment. (See also 2 CFR part 180, 31 U.S.C. 3321, and 41 U.S.C. 2313.)
4. Submission Dates and Times
Announcement issuance date: Thursday, March 10, 2016
Proposal submission deadline: Thursday, April 14, 2016 at 12:00 p.m. noon EDT.
5. Intergovernmental Review - Not Applicable.
6. Funding Restrictions. Federal awards will not allow reimbursement of Federal Award costs without prior authorization by PRM.
7. Other Submission Requirements
(a) PRM Standardized Indicators: In an effort to streamline the proposal writing/reviewing process and better measure the impact of the Bureau's work, PRM requires the use of standardized indicators in the health, protection, child protection, education, WASH, livelihoods, emergency shelter, nutrition and food security, and core relief items (non-food items) sectors. (Note. If the applicant uses the online partner portal for generating the proposal narrative, these indicators may be selected from a drop-down list.) 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 all standardized indicators that apply to the program. Please refer to PRM's General NGO Guidelines for a complete list of all standardized indicators that must be included.
(b) 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.
o 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 proposals based on the following criteria:
(i) Problem Statement/Analysis
(ii) Program Description
(iii) Objectives and Indicators
(iv) Monitoring and Evaluation Plan
(v) Beneficiary Interaction and Accountability
(vii) Transition and Capacity-Building
(viii) Management and Past Performance
2. PRM will conduct a formal competitive review of all proposals submitted in response to this funding announcement. A review panel of at least three people will evaluate submissions based on the above-referenced programmatic criteria and PRM priorities in the context of available funding.
3. Department of State Review Panels may provide conditions and recommendations on applications to enhance the proposed program, which must be addressed by the applicant before further consideration of the award. To ensure effective use of limited PRM funds, conditions or recommendations may include requests to increase, decrease, clarify, and/or justify costs and program activities.
F. Federal Award Administration Information
1. Federal Award Administration. A successful applicant can expect to receive a separate notice from PRM stating that an application has been selected before PRM actually makes the federal award. That notice is not an authorization to begin performance. Only the notice of award signed by the grants officer is the authorizing document. Unsuccessful applicants will be notified following completion of the selection and award process.
2. Administrative and National Policy Requirements. PRM awards are made consistent with the following provisions in the following order of precedence: (a) applicable laws and statutes of the United States, including any specific legislative provisions mandated in the statutory authority for the award; (b) Code of Federal Regulations (CFR); (c) Department of State Standard Terms and Conditions of the award; (d) the award's specific requirements; and (e) other documents and attachments to the award.
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 Performance Progress Report (SF-PPR) is a standard, government-wide performance reporting format. Recipients of PRM funding must submit the signed SF-PPR cover page with each program report. In addition, the Bureau suggests that NGOs receiving PRM funding use the PRM recommended program report template and reference this template as being attached in block 10 of the SF-PPR. This template is designed to ease the reporting requirements while ensuring that all required elements are addressed. The Program Report Template can be requested by sending an email with only the phrase "PRM NGO Templates" (without the quotation marks) in the subject line to PRMNGOCoordinator@state.gov.
(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 theHHS/PMS website.
For more details regarding reporting requirements please see PRM's General NGO Guidelines.
G. PRM Contacts
Applicants with technical questions related to this announcement should contact the PRM staff listed below prior to proposal submission. Please note that responses to technical questions from PRM do not indicate a commitment to fund the program discussed.
PRM Program Officer: Kristen Frost, FrostKL@state.gov, (202) 453-9383, Washington, D.C.
Regional Refugee Coordinator: Lance Kinne, KinneLB@state.gov, (235) 22-51-70-09 ext. 4323, U.S. Embassy, N'Djamena