Funding Opportunity Number: PRM-PRMOPERR-16-003-051102 / PRM-PRMOPERR-16-003
Catalog of Federal Domestic Assistance (CFDA) number: 19.018 – Resettlement Support Centers (RSCs) for U.S. Refugee Resettlement
Announcement issuance date: Wednesday, March 4, 2015
Proposal submission deadline: Tuesday, May, 5, 2015 at 12:00 p.m. (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.**
Full Text of Notice of Funding Opportunity
A. PROGRAM DESCRIPTION
I. Purpose of the Resettlement Support Center
The admissions process for refugee applicants seeking resettlement in the United States is overseen by the Bureau of Population, Refugees, and Migration of the Department of State (the Bureau).
The purpose of Resettlement Support Center (RSC) East Asia is to assist the Bureau in preparing the necessary casework for persons in selected locations in East Asia eligible for interview by United States Citizenship and Immigration Services (USCIS) of the Department of Homeland Security (DHS) under the U.S. Refugee Admissions Program (USRAP). For those persons approved, RSC East Asia provides assistance in completing the additional requirements for refugee admission under Section 207 of the Immigration and Nationality Act. These requirements include, but are not limited to, completing a medical exam and attending cultural orientation. In addition, the RSC forwards the necessary data on all DHS-approved cases to the Refugee Processing Center (RPC) in Virginia for distribution to U.S. Reception and Placement agencies according to procedures established by the Bureau.
The Bureau will make one award for RSC East Asia based in Bangkok, Thailand for an initial period beginning October 1, 2015, through September 30, 2016, subject to the availability of funds. Through the award, the Bureau will provide full financial support to the selected organization, based on the proposal submitted in response to this request.
The organization selected to operate the RSC is expected to:
1) Provide regional refugee processing services for all U.S. Refugee Admissions Program applicants in East Asia regardless of nationality or ethnicity, beginning on October 1, 2015. The primary office for the RSC shall be located in Bangkok, Thailand with a secondary office located within the compound of the Office of the United Nations High Commissioner in Kuala Lumpur, Malaysia.
2) Relate equitably to all domestic resettlement agencies. (This includes sharing relevant biographic and other background information with domestic resettlement agencies working in the Reception and Placement program to facilitate their provision of required sponsorship assurances).
3) Ensure that activities undertaken by the RSC effectively consider the specific and unique protection and assistance needs of potentially vulnerable and underserved groups among the beneficiary population (women; children; lesbian, gay, bisexual, transgender, or intersex (LGBTI) individuals; older persons; the sick; persons with disabilities; and other minorities).
II. Refugee Processing Caseload
As the FY 2016 regional refugee admissions ceilings have not yet been established, it is impossible to predict the precise number of refugee applicants to be processed by RSC East Asia. However, proposals and budgets should be prepared based on a projection of 13,000 departures from the countries covered by RSC East Asia. If before or during the agreement period the projected number of individuals to be processed either dramatically falls short of or exceeds the level anticipated in this announcement and the approved proposal, the Bureau will negotiate an amended budget for the RSC.
The following information regarding caseloads and circuit rides in FY 2015 may be helpful in formulating an organization’s proposal and budget for RSC East Asia for FY 2016:
In FY 2015, the Bureau projects that the U.S. will admit some 13,000 individuals as refugees who will be processed in the countries covered by RSC East Asia, including some 4,100 in Thailand, 8,700 in Malaysia, and 200 in the region. In order to admit these individuals in FY 2015, RSC East Asia will conduct four circuit rides to camps in Thailand, five circuit rides to China (Mainland and Hong Kong), and ongoing resettlement operations within the compound of the Office of the United Nations High Commissioner in Kuala Lumpur, Malaysia.
III. Program Objectives
The Bureau has established the following objectives for the organization serving as RSC East Asia:
A. To provide refugee processing services in support of the U.S. Refugee Admissions Program using the Worldwide Refugee Admissions Processing System (WRAPS) and in accordance with procedures established by the Bureau, as needs arise, in East Asia. [Countries include Bangladesh, Cambodia, China (Mainland and Hong Kong), East Timor, Indonesia, Laos, Malaysia, Mongolia, Philippines, Singapore, Thailand, and Micronesia Palau]
B. To ensure that each potential refugee applicant is screened to determine if he/she is eligible for interview under the processing priorities established for his/her nationality.
C. To conduct pre-screening interviews and casework in the countries listed in section II.A so as to capture all relevant information pertaining to the case, e.g. cross-referencing information, special medical needs, information about victims of torture, etc. To ensure that all necessary security name-checks are completed. To prepare the case file, including completion of all forms necessary for presentation of the case to USCIS for adjudication.
D. To enter all required information into WRAPS on a timely basis and to remain in close contact with the RPC, cooperating fully and at all times to ensure that the WRAPS system and related equipment remains functional and up to date.
E. For applicants approved by USCIS, to assist the refugees in completing all post-adjudication steps required for admission to the United States. This includes: coordinating with the RPC to obtain sponsorship assurances from Reception and Placement agencies working under cooperative agreements with the Bureau; preparing travel packets; coordinating medical screening; conducting cultural orientation training; and coordinating with the International Organization for Migration on travel arrangements.
F. To correspond, as necessary, with applicants and partners on relevant case statuses and to obtain, as necessary, information relevant to the applicant’s qualifications for admission.
G. To provide cultural orientation to approved refugees aged 15 and above in accordance with guidelines developed in conjunction with the Bureau by the Cultural Orientation Technical Assistance provider and described in the publication “Welcome to the United States–A Guidebook for Refugees” (CAL, 2004) and other materials (see www.COResourceExchange.org as of March 15, 2015).
H. To develop a formal curriculum, in consultation with the Bureau, for cultural orientation training for refugees that will prepare them for travel and initial adjustment to life in the United States. To develop a training and management plan, in consultation with the Bureau, for RSC staff who will conduct cultural orientation training. To conduct cultural orientation in such a way as to achieve performance outcomes as delineated by the Bureau.
The cultural orientation training will be for a period of three days and at a minimum address the following subjects:
• Role of the Resettlement Agency
• Rights and Responsibilities of Refugees
• Transit
• Early Employment Priority
• Work plus English Study
• Public Assistance Benefits
• Cultural Adjustment
• Education
• Health Care
• Housing
B. Federal Award Information
Proposed Program Start Date: October 1, 2015.
Duration of Activity: An initial period beginning October 1, 2015, through September 30, 2016, subject to the availability of funds. This agreement may be renewable for up to two additional fiscal years based upon budget submissions on an annual basis, as long as there remains a need for the RSC and the organization operating the RSC provides satisfactory service, and subject to the availability of funds. At the end of three years, if the need to operate the RSC continues, the Bureau will re-compete the project, and the recipient of this award may participate in that process. In funding a project one year, PRM makes no representations that it will continue to fund the project in successive years.
C. Eligibility Information
1. Eligible Applicants: Organizations eligible to submit proposals include entities that have demonstrated satisfactory performance working as a U.S. Department of State-funded organization with the United State Refugee Admissions Program, domestically or overseas, within the last five years.
Organizations must also meet the following requirements in order to be considered as candidates to operate the RSC:
(a) Be one of the following types of organization:
a. Nonprofits having a 501(c)(3) status with IRS, other than institutions of higher education; or
b. Nonprofits without 501(c)(3) status with IRS, other than institutions of higher education; or
c. International Organizations. International Organizations (IOs) should not submit proposals through Grants.gov in response to this Funding Opportunity Announcement. Rather IOs such as UN agencies and other Public International Organizations (PIOs) that are seeking funding for programs relevant to this announcement should contact the relevant PRM Program Officer (as listed below) on or before the closing date of the funding announcement.
(b) Be authorized by the Royal Thai Government (RTG) to conduct activities relating to the welfare, protection, or maintenance of refugees in Thailand. This should be understood, when required by Thai law, to include registration with or receipt of project approval from any relevant RTG ministry, agency, or other official organ with jurisdiction over any activity to be conducted by the RSC prior to May 5, 2015.
(c) Be registered as a business entity with the Government of Malaysia prior to May 5, 2015. This should be understood, when required by Malaysian law, to include registration with any relevant government ministry, agency, or other official organ with jurisdiction over any activity to be conducted by the RSC.
(d) Have evidence of effective coordination with U.S. government agencies, non-governmental organizations, and international organizations involved with the refugee admissions program.
(e) Possess management capacity at the agency’s headquarters sufficient to oversee the operation of the RSC.
Failure to satisfy the above requirements will preclude any further consideration of a proposal.
In addition, the Worldwide Refugee Admissions Processing System (WRAPS) is deployed in all refugee processing sites. The use of WRAPS is mandatory, and the RSC must therefore establish itself as WRAPS-ready. Equipment that will be procured by the RSC and related costs must be included in the proposal. (See Appendix C for a list of hardware and software items that are currently needed to operate WRAPS, including the equipment to operate the Circuit Ride functionality.)
Processing staff must be proficient in using WRAPS, e-mail, PCs, and Windows applications. Note that the plan for staffing must include information technology staff qualified to maintain WRAPS. The network administrator should be competent in Windows Server 2008 R2, Windows 7, IIS, SQL Server 2008 R2, Microsoft Exchange 2010, Microsoft Office 2010, and router/firewall configuration and management.
2. Cost Sharing or Matching: Cost sharing, matching, or cost participation is not a requirement of an application in response to this funding announcement.
D. Application and Submission Instructions
I. Address to Request Application Package:
(a) Application packages may be downloaded from the website www.Grants.gov.
II. Content and Form of Application:
Each organization requesting consideration for an award from the Bureau must submit all information as requested below. Applicants should report all data in terms of the federal fiscal year (i.e., October 1 through September 30).
1. Proposal Format:
Applicants should adhere to the following guidelines when preparing proposals:
All documents in the proposal should have the following page layout: 8.5 inch by 11 inch pages with one-inch margins.
All documents in the proposal must be in 12-point Times New Roman font.
All pages of the proposal must be numbered. Sections within each narrative should be sequential.
No attachments other than those specifically requested will be accepted or considered.
Proposals that are incomplete and/or fail to respond to all specific required elements as outlined in this proposal announcement may not be found competitive. If the Bureau requests clarifications regarding information included in the proposal, failure to provide this information by the date specified may also preclude further consideration of the proposal.
2. Required Documents:
Each agency interested in applying to operate RSC East Asia from October 1, 2015, through September 30, 2016, must submit the information specified below. Responses should be presented in the same order as the requirements listed below, with each section numbered to reflect the corresponding section under Required Information. If any individual requirement is not applicable, that should be specifically stated and explained in the proposal:
A. Proof of Eligibility per sections A and C above
B. Project Narrative for the first year of the program period in the format described below
C. Proposed organization chart for the RSC
D. Budget summary and budget detail for the first year of the program period (using suggested format provided in Attachment A and instructions in Appendix A).
E. Budget narrative for the first year of the program period (see Appendix B for instructions)
F. Signed Completed Form SF-424
G. Copy of the organization’s Code of Conduct (required before an award can be made). PRM strongly supports the Inter-Agency Standing Committee’s (IASC) Plan of Action to protect beneficiaries of humanitarian assistance from sexual exploitation and abuse. PRM partners must have Codes of Conduct consistent with the IASC’s six core principles signed and implemented within their organizations. Applicants should include codes of conduct as an attachment to the proposal application. (IASC’s core principles document can be found at: http://www.humanitarianinfo.org/iasc/pageloader.aspx?page=content-products-products&sel=14)
PRM further encourages NGO partners to develop clearly articulated policies to both respond to and prevent this type of abuse.
H. Copy of the organization’s Security Plan (required before an award can be made).
I. Most recent Negotiated Indirect Cost Rate Agreement (NICRA), if applicable.
J. 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.
K. 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.
3. Project Narrative:
The Project Narrative must contain the following sections and should adhere to the requirements listed below:
• 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.
• Note that page numbers should be sequential for the entirety of the Project Narrative and should not restart with each section of required information.
• Submit the Project Narrative as an attachment by selecting the “Project Narrative Attachment Form” in the Grant Application Package.
i) Organizational Structure & Management
• Describe how it will meet the expectations outlined in Section I above, including a detailed gender analysis.
• Its organizational structure, including the number of headquarters staff (to be described in terms of “Full Time Equivalent” positions) that will be assigned to oversee RSC East Asia.
• The number of local and international staff to be assigned to the RSC and staffing patterns.
• Local and headquarters management and oversight.
ii) Processing
• How the organization will establish an operation to handle the processing of the caseload described above and meet program objectives A-F as outlined in Section II. This includes the implementation of Standard Operating Procedures at every stage of processing.
• Its communication strategy for disseminating information to refugees, while adhering to privacy and confidentiality guidelines. How it will respond to PRM inquiries about specific cases.
• How it will collaborate with UNHCR, NGOs, IOM and others that work on resettlement issues.
iii) Cultural Orientation
• How it will develop and implement a formal curriculum for cultural orientation training for refugees that will prepare them for travel and initial adjustment to life in the United States and meet program objectives G and H as outlined in Section II.
iv) Training, Monitoring, & Oversight
• How it will develop and implement an annual and new staff training and management plan for all RSC staff.
• How it proposes internal monitoring its processing and cultural orientation activities under the Cooperative Agreement.
• How it will establish and document procedures for fraud mitigation and response.
• How the organization will provide timely and accurate reports on processing and orientation activities.
• The Agency should identify the Bureau’s point of contact at the headquarters office and at the RSC.
4. Attachments:
The following attachments are available on www.Grants.gov under this funding opportunity announcement:
• Attachment A: Budget Detail & Summary Template
Appendix A: Budget Detail Instructions
Appendix B: Budget Narrative Instructions
Appendix C: WRAPS Equipment/Software Requirements
Note: As in prior years, the Bureau of Population, Refugees, and Migration has updated the fiscal year (FY) 2016 Resettlement Support Center (RSC) Notice of Funding Opportunity (NOFO) from earlier NOFOs in order to clarify some provisions and ensure that proposals from applicants have all relevant information. Please read the NOFO carefully and follow the instructions for proposal and budget format.
III. Proposal Submission Process:
1. Proposals must be submitted via Grants.gov (not via GrantSolutions.gov)
(a) 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” page on Grants.gov for complete details on requirements (http://test.grants.gov/web/grants/applicants/applicant-resources.html).
(b) 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). To register with Grants.gov, organizations must first receive a DUNS number and register with the System for Award Management (SAM) at www.sam.gov which can take weeks and sometimes months. We 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.
(c) To register with Grants.gov, organizations must 1) receive a DUNS number; 2) register with the System for Award Management (SAM); 3) register with Grants.gov; and 4) designate points of contact and authorized organization representatives in Grants.gov. Organizations based outside the United States must also request and receive an NCAGE code prior to registering with SAM.gov.
(d) Applications must be submitted under the authority of the Authorized Organization Representative (AOR) at the applicant organization. Having proposals submitted by agency headquarters helps to avoid possible technical problems.
(e) If you encounter technical difficulties with Grants.gov please contact the Grants.gov Help Desk at support@grants.gov or by calling 1-800-518-4726. Applicants who are unable to submit applications via Grants.gov due to Grants.gov technical difficulties and who have reported the problem to the Grants.gov help desk, received a case number, and had a service request opened to research the problem, should contact the relevant PRM Program Officer to determine whether an alternative method of submission is appropriate.
(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 is not considered a technical difficulty and is not justification for an alternate means of submission.
(g) 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 at: https://www.statebuy.state.gov/fa/Documents/Listofoverseascertsandassurances.pdf.
(h) If your application consists of multiple files you should pay careful attention to the guidance on Grants.gov for file naming conventions.
A few tips:
o Limit file attachment name. File attachment names longer than approximately 50 characters can cause problems to Grants.gov processing the application package.
o Use numbers to indicate correct sequence (example: 1_proposal.doc; 2_budgetnarrative.doc)
o Do not use any special characters (example: %, /, #) or spacing in the file name or for word separation. The exception is an underscore, which Grants.gov says can be used in naming attachments. (example: my_Attached_File.pdf)
2. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM)
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.
3. Submission Dates and Times
Announcement issuance date: Wednesday, March 4, 2015
Proposal submission deadline: Tuesday, May 5, 2015 at 12:00 p.m. (EDT).
Proposals submitted after this deadline will not be considered.
4. Intergovernmental Review – Not Applicable.
5. Funding Restrictions
Federal awards will not allow reimbursement of Federal Award costs without prior authorization by PRM.
6. Other Submission Requirements
a) Funding and Funding Procedures
The Bureau intends to award a single Cooperative Agreement to a qualified organization to provide the required services in the countries in East Asia, from a base located in Bangkok, Thailand. The organization with which the Bureau enters into a Cooperative Agreement for this RSC will be funded for all approved costs associated with providing the required processing services according to a budget agreed upon between the Bureau and the organization (see Appendix A and B for budget preparation instructions) and based on the proposal submitted in response to this request.
b) Branding and Marking Strategy
Unless exceptions have been approved by the designated bureau Authorizing Official, at a minimum, the following provision will be included whenever assistance is awarded:
• As a condition of receipt of this assistance award, all materials produced pursuant to the award, including training materials, materials for recipients or materials to communicate or promote with foreign audiences a program, event, project, or some other activity under this agreement, including but not limited to invitations to events, press materials, event backdrops, podium signs, etc. must be marked appropriately with the standard U.S. flag in a size and prominence equal to (or greater than) any other logo or identity. Subrecipients and subsequent tier sub-award agreements are subject to the marking requirements and the recipient shall include a provision in the subrecipient agreement indicating that the standard, rectangular U.S. flag is a requirement.
The Recipient shall state in all appropriate publications and printed descriptions, including press releases, annual reports and financial statements, that activities conducted under this agreement are financed by the United States Department of State’s Bureau of Population, Refugees, and Migration. The Recipient shall also comply with the “Style Guidelines for Resettlement Support Centers” dated April 2, 2012. Exemptions from this branding and marking requirement may be allowable but must be agreed to in writing by the Bureau. In the event the recipient does not comply with the branding and marking requirements as established in the approved assistance agreement, the Grants Officer Representative and the Grants Officer must initiate corrective action.
E. Application Review Information
1. Criteria: Eligible submissions will be those that comply with the criteria and requirements included in this announcement. In addition, the review panel will evaluate the concept notes on the following criteria:
(i) Organizational Structure and Management Capacity
(ii) Processing Expertise and Plan to Achieve Objectives
(iii) Cultural Orientation
(iv) Training, Monitoring, and Oversight
(v) Coordination with Other Stakeholders
(vi) Transition Plan
(vii) Budget
2. Formal Review: 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 convene from various PRM offices to evaluate proposals and determine whether and to what extent the applicant’s plan for refugee processing and cultural orientation meets the RSC objectives outlined above; the overall refugee processing experience of the proposing organization; and the proposal’s cost effectiveness for providing comprehensive service provision to applicants of all ethnic groups.
3. Notification: PRM may request revised proposals and/or budgets based on feedback from the review panel. Upon completion of the panel review and resolution of any outstanding issues, PRM will provide formal notifications to applicants of final decisions taken by Bureau management.
F. Federal Award Administration Information
1. Federal Award Administration. A successful applicant can expect to receive a separate notice from PRM stating that an application has been selected before PRM actually makes the federal award. That notice is not an authorization to begin performance. Only the notice of award signed by the grants officer is the authorizing document. Unsuccessful applicants will be notified following completion of the selection and award process.
2. Administrative and National Policy Requirements. PRM awards are made consistent with the following provisions in the following order of precedence: (a) applicable laws and statutes of the United States, including any specific legislative provisions mandated in the statutory authority for the award; (b) Code of Federal Regulations (CFR); (c) Department of State Standard Terms and Conditions of the award; (d) the award’s specific requirements; and (e) other documents and attachments to the award.
3. Reporting.
(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 available at: http://www.whitehouse.gov/OMB/grants/approved_forms/sf-ppr.pdf. Recipients of PRM funding must submit the signed SF-PPR cover page with each program report.
(a) 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 at http://www.dpm.psc.gov/grant_recipient/ffr_info/ffr_info.aspx.
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: Margaret Burkhardt, 202-453- 9256, Burkhardtma@state.gov, Washington, D.C.
Appendix A: Budget Detail Instructions
The following provides guidance for the preparation of a proposal’s budget detail using PRM’s recommended budget template.
The use of the PRM budget detail template is recommended and estimates should be rounded to the nearest dollar. (Note: Information included in the budget detail should correspond to information in the budget summary and be explained in greater detail in the budget narrative.)
Budget information is required by quarter, and applicants should provide real quarterly budgets, factoring in special events such as conferences or training.
Applicants with current RSC Cooperative Agreements with the Bureau should include the FY 2015 estimated actual spending per line item and provide a rationale in the budget narrative supporting the difference between FY 2015 estimated expenditure and FY 2016 proposed amount.
For policy guidance concerning U.S. Government regulations or admissible expenditure limits, etc., please refer to OMB circular (2 CFR 200). The suggested budget template is provided as Attachment A.
Note: Please place Cultural Orientation expenses as a separate line item within the appropriate budget category (example: Cultural Orientation employees should be listed within the overall Personnel Category, but noted separately).
Personnel:
This category includes annual salaries/wages, stipends, consultant fees, allowances, differentials, bonuses or extra months’ salary, and any anticipated termination/severance pay for any personnel to be charged to the proposed agreement. (Note: Headquarters personnel should not be included here, but under Headquarters expenses below)
All positions listed should indicate the amount of time (expressed as a percent), the rate of pay, and the associated unit measurement (hour/month/year) anticipated to fulfill project implementation. For consultants, the proposed daily rate to be paid as compensation and the number of consultant days that are anticipated to be paid must be shown.
The Bureau will not authorize personnel positions to be charged based on a flat monthly fee that includes salaries, benefits, travel costs, etc.
If your organization anticipates the payment of employee termination and/or severance pay during the proposed funding period, the Bureau will consider such costs an allowable charge to the agreement to the extent of the Bureau’s responsibility in accordance with each employee’s direct relation to the Bureau’s funded activities. For example, an employee charged to Bureau activities for one-half of their employment with the organization shall have only one half of their termination or severance costs charged to the agreement.
Other types of allowances such as housing and education or differentials must be shown separately and identified against the position to be charged. They should be based on established policies and should be made available to all employees of the organization in similar situations or positions, not just to employees funded by the U.S. government. The Bureau’s policy is to limit the payment of allowances to amounts which do not exceed the rates approved for government employees in similar situations.
Additionally, attach a staff roster with the above information, indicating existing and proposed positions, an organizational chart, and show total FTE (full-time equivalency) for each type of position in the designated column and actual number of employees occupying each position in the comments column. Attach a copy of your organization’s established salary schedule showing different pay levels and step increases on which the budget is based.
Information on COLA and proposed salary increase or adjustment should be noted in the budget narrative accompanying the budget worksheet.
The comments column of the budget worksheet should specify the number of employees being given each service; i.e., housing for 3 employees; education allowance for 2 children of 2 employees, etc.
Explain anticipated termination or severance expenses in the budget narrative section.
As noted above, indicate separately, but within this category, which personnel and which allowances support Cultural Orientation.
Fringe Benefits:
This category should identify the total cost of fringe benefits provided to International Hire and Local Hire employees for which the Bureau will be charged under the agreement. While the cost of individual benefits need not be specified, the total cost, including the percentage of salaries, if appropriate, should be shown. The benefits must be consistent with the organization’s established personnel policies and practices for all of its employees, not just for those employees who may be funded by the government.
Travel:
List local program travel in this category (headquarters staff travel should be included in the Headquarters Expenses category below). Provide one total for in-country project travel and one total for furlough/home leave travel. All anticipated international trips must be listed individually. Show only the total cost of each trip. Do not itemize by category; rather, list general categories included in the trip total (airfare, per diem, etc.) in the comments column.
As noted above, indicate separately, but within this category, which trips support Cultural Orientation.
It is the Bureau’s policy not to reimburse organizations for per diem allowances, both overseas and domestic, which exceed the rates approved for government employees. Current rates can be found at the following link: http://aoprals.state.gov/web920/per_diem.asp.
Equipment:
This category must include a complete and detailed listing of all non-expendable equipment anticipated to be purchased for program activities and to be charged to the agreement. Non-expendable equipment is that which has: 1) a useful life of one year or more and an acquisition cost of $5,000 or more per unit. However, consistent with your policy, lower limits may be used. Your budget must identify which of the above is followed and must be consistently applied to all U.S. government funding arrangements. PRM’s Office of the Comptroller must be informed, in writing, of recipient’s policy and the threshold amount if less than $5,000. Any equipment that may be determined, after the initial budget approval, to be required to meet the program objectives must be specifically approved by the Bureau in writing prior to the purchase. Equipment not included in the approved budget will be considered an unallowable cost under the agreement.
Consolidate like items of lesser value by type of equipment (i.e., telephones, office furniture) with quantities or types to be purchased noted in the comments column. See Attachment C for WRAPS requirements.
List all equipment that will be leased, including vehicles.
For organizations that have not previously received Bureau funding: Include a summary description of your property management procedures that are currently in place. This will be incorporated into the Bureau’s funding arrangements with your organization.
As noted above, indicate separately, but within this category, which equipment only supports Cultural Orientation.
Supplies:
Show all tangible personal property by appropriate category (office supplies, classroom supplies, medical supplies, etc.) that may be purchased and charged under the agreement. The budget narrative should describe the types of items included in each of the categories and the proposed use.
As noted above, indicate separately, but within this category, which supplies support Cultural Orientation. Please only separate out those supplies that are specific to Cultural Orientation, like classroom books, but not those that the whole RSC shares, such as copier paper.
Contractual Services:
List all proposed sub-contracts or sub-recipients that are anticipated to carry out the proposed program, i.e., security guards, additional personnel, sub-agreements with an implementing partners etc. These agreements are subject to the regulations set forth in 22 CFR 145.
As noted above, indicate separately, but within this category, which contractual services support Cultural Orientation.
Other Direct Expenses:
Any other direct cost not clearly covered herein. Examples are computer use, telephone, postage, space rental (list projected rental items), audit fees, insurance, printing/duplicating, utilities, etc. Each item must be listed separately showing an estimated cost.
As noted above, indicate separately, but within this category, which direct expenses support Cultural Orientation. Please only separate out those expenses that are specific to Cultural Orientation, like printing cultural orientation materials, but not those that the whole RSC shares, such as the RSC telephone costs.
Headquarters Expenses:
Include any anticipated U.S. domestic or international travel of headquarters staff in support of this program as well as any personnel costs or other expenses to be directly charged by the organization to the program (for personnel, include percentage of time dedicated to this program).
Other Refugee Processing Expenses:
Include any anticipated costs related to refugee processing which do not fit in any other category, such as medical exam fees for panel physicians.
As above, indicate separately, but within this category, any other expenses that support Cultural Orientation but do not fit into any other category.
Indirect Costs:
Show the amount of indirect costs and the base amount on which it is determined. It should be indicated whether the rate has been approved by a government cognizant agency and the type of rate (provisional, predetermined or fixed). A copy of the current Negotiated Indirect Cost Rate Agreement must be submitted for the recipient and sub-recipient(s), if applicable. (The Bureau does not recognize indirect costs unless they have been determined by an audit and formally approved by the U.S. government cognizant agency).
Comments:
Comments are not required for every budget line item. This column provides space for further identification of items included in the budget categories. For example, under travel, each individual trip should be identified and total cost for each trip provided under the “Proposed Budget” column, with items included in the costs, e.g., airfare, per diem, taxis, etc., specified under “Comments.” The Comments column is not intended to replace the Narrative section.
Appendix B: Budget Narrative Instructions
The purpose of the budget narrative is to explain the costs that PRM expects an organization to include in each budget category. Please include all information in the budget narrative that is included in the budget detail spreadsheet. As in the budget detail spreadsheet, please place Cultural Orientation expenses as a separate line item within the appropriate budget category
The budget narrative should include the following:
Personnel:
Identify each position and indicate its support of the project and/or sector(s). If not provided in the budget detail, indicate the numerical justification for the total cost.
For example, RSC Director – This individual is responsible for the overall management of the RSC. He/she is responsible for compliance with all the terms and conditions of the agreement including implementation, program and financial reporting. $85,000/year x 100% of time = $85,000.
Identify consultants separately, from other permanent staff. If possible, include anticipated position title(s), the proposed daily rate to be paid as compensation, and the number of consultant days that are anticipated.
Fringe Benefits:
If an established NICRA includes a rate for fringe benefits, please ensure that you utilize and/or adjust the rate appropriately.
If the fringe benefit rate is not included in the NICRA, please provide a copy of the company policy and/or rates (as a percentage) that are being charged per category of benefits.
Travel:
All travel must be identified via mode of travel, departure and arrival city, purpose, unit of measurement, and duration of trip. Please note that the movement of project participants and supplies is a separate transportation line item.
For example, 10 in-country trips will be undertaken to conduct case processing. Roundtrip airfare from Kinshasa to Goma for 5 employees is anticipated. Each trip will include 5 days of per diem per employee.
In-country Airfare – 10 trips x 5 employees x $200 = $10,000
Lodging – 10 trips x 5 employees x 5 days x $161/day = $40,250
Per diem – 10 trips x 5 employees x 5 days x $57 = $14,250
Equipment:
Include a detailed listing of all non-expendable equipment anticipated to be purchased for program activities including justification.
Land Rover – Due to the challenging road conditions, inclement weather, terrain conditions, and geographical location(s) of project sites, it is deemed reasonable and necessary to purchase a new vehicle. Vehicle x 1 quantity = $40,000
Supplies:
General Office supplies include the following items: pens, pencils, notebooks, printer paper, ink cartridges, etc.
12 months x $100/month x 3 project offices = $3,600
Due to the opening of a new project office to support DHS circuit rides, project supplies include the following items: 2 laptop computers, 3 desktop computers, 2 printers, etc.
2 laptop computers x $700 = $1,400
3 desktop computers x $1,200 = $3,600
2 printers x $400 = $800
Contractual:
Detailed budgets should be included for sub-grantees.
XYZ Organization will provide security services via a contract. $50,000 detailed budget is attached.
Other:
The following direct project expenses are related to the implementation of all sector activities and are proportionate based on actual use.
Rent of Office space in three locations – 12 months x 3 offices x $400 = $14,400
Utilities – 12 months x 3 offices x $100 = $3,600
Postage – 12 months x 3 offices x $50 = $1,800
Courier – 25 trips x 2 offices x $25 = $1,250
Communication (phone, fax, internet) = 12 months x 3 offices x $200 = $7,200
Transportation cost of case files via ground freight = 2 trips x $3,000 = $6,000
Indirect Costs:
Show the amount of indirect costs and the base amount on which it is determined. A copy of the current Negotiated Indirect Cost Rate Agreement must be submitted for recipient and sub-recipient(s). The Bureau does not recognize indirect costs unless they have been determined by an audit and formally approved by the U.S. government cognizant agency.
Headquarters Expenses:
As in the budget detail spreadsheet, please separate out Headquarters Expenses from other expenses, into its own category.
Include any anticipated U.S. domestic or international travel of headquarters staff in support of this program as well as any personnel costs or other expenses to be directly charged by the organization to the program (for personnel, include percentage of time dedicated to this program).
Other Refugee Processing Expenses:
As in the budget detail spreadsheet, please include in this category all expenses related to refugee processing that do not fit in any other category.
Appendix C: WRAPS Equipment/Software Requirements
Hardware/Software
Servers
WRAPS requires four servers: one Domain Controller, one Domain Controller/Exchange, one Application Server, and one Database Server. Server configuration availability changes as the manufacturer upgrades equipment. If the listed versions are not available, the current comparable versions should be substituted. The following are the minimum configurations for each server:
Server Hardware
Domain Controller
1 Dual Core Processor 64-bit
8 GB RAM
2 – 80 GB SATA Disk Drives
CD-RW/DVD-ROM
Domain Controller/Exchange & Application Server (2 Servers)
2 Dual Core Processors 64-bit
Minimum 16 GB RAM
Minimum 2TB Storage
CD-RW/DVD-ROM
RAID Controller
Tape Drive for backups
Redundant Power Supply
Redundant Fan Kit
Database Server
4 Dual Core Processors 64-bit
Minimum 32 GB RAM
Minimum 3TB storage
CD-RW/DVD-ROM
RAID Controller
Tape Drive for backups
Redundant Power Supply
Redundant Fan Kit
Server Software
All Servers
Windows Server 2008 R2
Anti-Virus Software
Microsoft .Net 3.5 SP1
Remotely Anywhere 10.0
Adobe Acrobat Reader
WinRAR
WinZip 17
Backup Software
Application
Microsoft SQL Server 2008 R2 Enterprise
MSXML 6.0
PKZip Command Line
Exchange Server
Microsoft Exchange 2010 SP1
Database Server
Microsoft SQL Server 2008 R2 Enterprise
MSXML 6.0
Server Rack
Standard 22U Rack
R5500 UPS
4 Port KVM Switch
Rack Mount Keyboard/Monitor/Mouse
Network Components
Any standards compliant components will work, but the Refugee Processing Center supports Cisco as a networking platform. Following are the minimum configurations for the networking components:
Router
Cisco 1941 with rack mount kit and 3DES/AES encryption license, or
Cisco 2901 with 3DES/AES encryption license
Firewall
Cisco ASA 5505 for sites with 10 or less concurrent users and 3DES/AES encryption license
Cisco ASA 5510 with 3DES/AES encryption license
Switch
Cisco Catalyst 2960 10/100/1000 Ethernet Switch
Note: Number of switches and port density are locally determined.
All networking components listed above have a single power supply, so an adequate battery backup is recommended.
Required Peripherals (for WRAPS operation)
Network Printer(s)
Network Label Printer (Zebra LP2844 is utilized at the RPC)
Digital Camera
Double-sided Image Scanner
Workstation Desktops
Each caseworker and each supervisor at the RSC must have at least a 64-bit capable Intel or AMD desktop computer with the following minimum requirements:
Workstation Hardware
Minimumu 4 GB RAM
Minimum 80 GB Hard Disk
CD/DVD-ROM Drive
4 USB Ports
17-in Monitor
Workstation Software
Windows 7 Professional or Enterprise
Microsoft Office 2010
Microsoft Internet Explorer 9.0
Adobe Acrobat Reader
Anti-Virus Software
Structured Cabling
Cat 5E/6 UTP (plenum or low smoke)
Cable run from wall jacks to patch panel in wiring closet
RJ45 patch cables to connect PC to wall jacks
RJ45 patch cables to connect patch panel to LAN switches
Security
Servers, routers, firewall, and switches should be installed in a secure area to prevent unauthorized access to the server consoles
Power
A minimum of two 15 Amp circuits for the servers
Telecommunications
The RSC must have an Internet Service Provider (ISP) with a minimum of:
1024 Kbps dedicated link
IP subnet with at least 14 usable host addresses
Personnel
RSC must supply personnel with the following minimum qualifications:
Network Administrator
Microsoft Windows Server 2008 R2
Microsoft Windows 7 Professional
IIS 7.5
Microsoft SQL Server 2008 R2
Microsoft Exchange 2010
Microsoft Office 2010
Cisco Router/Switch/Firewall configuration and management
Caseworkers
Must be proficient in using e-mail, PCs, and Microsoft Windows applications
Circuit Rides
The following equipment is needed to support the Circuit Ride functionality of WRAPS. One set of equipment is needed to support a single circuit ride.
Hardware – minimum of 2 laptops per Circuit Ride
64-bit capable Intel or AMD processor
Minimum 16 GB RAM
Minimum 500 GB Hard drive – must be at least 4 times the size of the RSC database
4 USB Ports
Workstations and switches for circuit ride processing are determined by local circuit ride requirements.
Wi-Fi is an acceptable networking solution provided that a minimum of Wi-Fi Protected Access (WPA) security is enabled.
Not required, but recommended for system backups is a 500 GB USB External Disk Drive – only 1 needed per circuit ride
Software – one copy per laptop
Microsoft Windows Server 2008 R2
Microsoft Office 2010
Microsoft SQL Server 2008 R2 Standard
Anti-Virus Software
PKZip Command Line
Microsoft .Net 3.5 SP1
MSXML 6.0
Remotely Anywhere 10.0
Adobe Acrobat Reader
WinRAR
WinZip 17
Backup Software
Additional Information:
The RPC utilizes HP equipment for servers, desktops, and network printers. Intel Xeon-based processors are preferred for server systems. Both AMD and Intel-based processors are acceptable for desktops. Also, Cisco is the preferred manufacturer for the networking/security infrastructure. Any subscription-based anti-malware/anti-virus products should be sufficient. Symantec is utilized at the RPC and has been verified to not interfere with WRAPS operations.
A virtualized infrastructure is acceptable for WRAPS operations. The RPC supports servers running VMware vSphere 4.x/5.x on rack-mount and HP blade infrastructures. If implementing WRAPS in a virtualized environment, shared storage will be required such as a Fibre Channel or iSCSI SAN.
**Special Note**
In our ongoing effort to streamline the WRAPS infrastructure to improve data protection and gain more efficient resource utilization by leveraging newer technology, RPC has been evaluating the Riverbed Granite product to consolidate and manage all WRAPS RSC servers in the data center. Storage is decoupled from its server over thousands of miles of distance—and actually work as if the storage is local to the server. End users are the RSC get uncompromised performance, while the RPC is able to manage, backup, provision, patch, expand, and protect the data all within the four walls of the RPC.
The Riverbed Steelhead appliances that the RSC should consider are: EX1260 (2 TB), EX1260 (4 TB), or EX1360 (10 TB). Please contact the RPC before any hardware purchases are made so that we may appropriately provide guidance for your site.