FY 2015 Request for Concept Notes for NGO Programs Benefiting Refugees and Other Vulnerable Populations in Egypt, Iraq, Jordan, Lebanon, and Turkey, and Iraqi Refugees in Syria
Request for Concept Notes Number: PRM-PRMOAPNE-15-001-050760
Catalog of Federal Domestic Assistance (CFDA) number: 19.519 – Overseas Refugee Assistance Programs for Near East and South Asia
Announcement issuance date: Wednesday, January 28, 2015
Submission deadline: Monday, March 2 at 12:00 p.m. noon Washington, D.C. time (EST). Concept notes submitted after this deadline will not be considered.
**ADVISORY: All applicants must submit concept notes through the website Grants.gov (not GrantSolutions.gov). Applications that are submitted through GrantSolutions.gov in response to this funding opportunity will be disqualified. PRM strongly recommends submitting your concept note early to allow time to address any technical difficulties that may arise on the Grants.gov website.**
If you are new to PRM funding, the Grants.gov registration process can be complicated. We urge you to refer to PRM’s General NGO Guidelines “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.
Full Text of Notice of Funding Opportunity
A. Program Description
Summary: This is the first time PRM has issued a request for concept notes instead of full proposals and this solicitation is the first step in a two-part process. After reviewing concept notes, PRM will invite selected organizations to expand their submissions into full, 12 or 24 month proposals, with detailed budgets. Selected organizations will have 30 calendar days after they are notified of their selection to complete their full proposals.
This announcement references PRM’s General NGO Guidelines, which contain additional information on PRM’s priorities and NGO funding strategy with which selected organizations must comply. Please use both the General NGO Guidelines and this announcement to ensure that your concept note submission is in full compliance with PRM requirements and that the proposed activities are in line with PRM’s priorities. Concept note submissions that do not reflect the requirements outlined in these guidelines will not be considered.
(a) Concept note activities should primarily support displaced Iraqi and Syrian populations in Egypt, Iraq, Jordan, Lebanon, and Turkey, as well as Iraqi refugees in Syria; however, projects are encouraged to allow for support of other local refugee populations as well, including Palestinian refugees. (For Egypt only, projects may also focus primarily on sub-Saharan African populations.) With the exception of Iraq, concept note activities are restricted to beneficiaries living outside of government- or UNHCR-run camps. Concept notes may incorporate efforts to increase the capacity of national actors (both governmental and NGO) to respond to the needs of refugees and displaced populations.
(b) Concept notes must focus on one or more of the following sectors (see PRM’s General NGO Guidelines for sector descriptions):
(i) Protection, including but not limited to child protection, psychosocial assistance, dissemination of reliable information on services that beneficiaries are eligible to access, legal aid, meeting basic needs (cash assistance or relief items), and/or gender-based violence prevention and response as applicable
(ii) Education (primary, remedial, accelerated, and/or non-formal)
(iii) Health (including mental health)
(iv) Shelter
(v) Water, Sanitation, and Hygiene (WASH)
(vi) Livelihoods
Country-specific Provisions:
Proposed activities should primarily support refugee populations (and in the case of Iraq, both IDP and refugee populations) in targeted countries as identified below. 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% refugees or other populations of concern (such as IDPs in Iraq). Programs in urban areas should, wherever possible, pursue a community-based approach that also benefits host communities.
Applicants should submit separate concept notes for each country program. No regional proposals will be considered. PRM will not entertain multiple proposals from one applicant for the same population in a single country. PRM reserves the right to ask that an NGO merge two concept notes into a single proposal upon review.
Egypt Country-Specific Guidelines |
Programs for Syrians, Iraqis, and/or sub-Saharan African Refugees Sectors: Protection, Education, Health, Livelihoods Additional Guidance: Maximum one concept note per applicant. Applicants may combine multiple populations into a single concept note. |
Iraq Country-Specific Guidelines |
Programs for Iraqi IDPs Sectors: Protection, Education, Livelihoods Programs for Syrian Refugees Sectors: Protection, Shelter, WASH, Health, Education Additional Guidance: Maximum two proposals per applicant (one each maximum per target population). Applicants may not combine the two populations into a single concept note. |
Jordan Country-Specific Guidelines |
Programs for Iraqi Refugees Sectors: Protection, Livelihoods, Health Programs for Syrian Refugees Sectors: Protection, Health, Education, Shelter, WASH (hygiene only), Livelihoods (will be considered only as a well-integrated component of a program focused on another sector; standalone livelihoods programs will not be accepted) Joint Programs for Iraqi and Syrian Refugees Sectors: Protection, Health, Education Additional Guidance: Maximum two concept notes per applicant (one each maximum per target population). |
Lebanon Country-Specific Guidelines |
Programs for Syrian Refugees Sectors: Protection, Education, Health, Livelihoods, WASH, Shelter Joint Programs for Iraqi and Syrian Refugees Sectors: Protection, Education, Health, Livelihoods Additional Guidance: Programs in Lebanon assisting Iraqi refugees only will not be considered. Maximum two concept notes per applicant (one each maximum per target population). |
Syria Country-Specific Guidelines |
Programs for Iraqi Refugees Sectors: Protection, Education, Health Additional Guidance: Maximum one concept note per applicant. |
Turkey Country-Specific Guidelines |
Programs for Syrians Sectors: Protection, Education Additional Guidance: 1) For education for Syrians, programs that support the Government’s efforts to enroll primary (K-6) level students into formal education will be prioritized. Such programs may include, but are not limited to, activities that support language training, educational registration efforts, and transportation to/from school. Programs that utilize existing facilities, including but not limited to youth and/or community centers, will be given preference. 2) Protection activities for Syrians should be focused on providing psychosocial support to victims of trauma, which may include direct care, capacity building and training for care givers, and other appropriate activities. The use of existing facilities such as community centers to deliver services is preferred. Programs for Iraqis Sector: Protection Additional Requirements for All Programs 1) Maximum two concept notes per applicant (one each maximum per target population). Applicants may not combine the two populations into a single concept note. 2) All proposals in Turkey should focus on populations in urban areas rather than government-run accommodation centers/camps. |
B. Federal Award Information
Proposed program start dates: August-September 2015
Duration of Activity: Concept notes for 12 or 24 months will be considered in most countries. See country-specific provisions above.
C. Eligibility Information
1. Eligible Applicants: (1) Nonprofits having a 501(c)(3) status with IRS, other than institutions of higher education; (2) Nonprofits without 501(c)(3) status with IRS, other than institutions of higher education; and (3) International Organizations. International multilateral organizations, such as United Nations agencies, should not submit concept notes through Grants.gov in response to this 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 this funding announcement.
2. NGOs submitting proposals and/or their implementing partners should be registered to operate with the national government in each of the countries of the proposed activities by the program start date. All applicants should provide documentation verifying their registration status as an attachment to their proposal submission. PRM recognizes that there may be some instances when an organization cannot complete the registration process for reasons beyond its control; however, proposals must clearly indicate the organization’s registration status.
3. Cost Sharing or Matching: Cost sharing, matching, or cost participation is not a requirement of an application in response to this funding announcement; however, cost sharing is encouraged.
4. Other:
(a) Concept notes, and eventually full proposals, must encompass relevant international standards for humanitarian assistance, especially Sphere Standards. See PRM’s General NGO Guidelines for a complete list of sector-specific standards, including guidance on proposals for projects in urban areas.
(b) PRM strongly encourages programs that target the 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) and can demonstrate what steps have been taken to meet the specific and unique protection and assistance needs of these vulnerable groups effectively.
NOTE: Selected organizations will be required to complete a gender analysis at the full proposal development stage. A gender analysis is a requirement prior to PRM making a final funding award. More information about how to complete a gender analysis can be found in the General NGO Guidelines.
(c) PRM will accept concept notes from any NGO working in the above mentioned sectors although, given budgetary constraints, priority will be given to concept notes from organizations that can demonstrate:
a 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;
clearly defined outcome or impact of program activities. Full objective and indicator tables will only be required if the applicant is invited to submit a full proposal; however, the concept note must generally demonstrate the ability to deliver impact.
a working relationship with UNHCR;
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) Concept notes must be submitted via Grants.gov. Do not wait until the last minute to submit your application on Grants.gov. 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 disqualification.
(b) Organizations not registered with Grants.gov should register well in advance of the deadline as it can take weeks or months to finalize registration.
(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 on Grants.gov must be submitted under the authority of the Authorized Organization Representative (AOR) at the applicant organization.
(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 (in the U.S.) and +1-606-545-5035 (international). 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 here.
3. 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.
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
Content and Formatting
(a) Concept notes must be no more than three (3) pages in length submitted in Microsoft Word or Adobe PDF, using Times New Roman, 12 point font, with one inch margins on all sides. Budget summary information should be provided in a one-page attachment submitted in Microsoft Word or Excel. Concept notes that are longer than three pages (excluding budget attachment) will be automatically disqualified. There is no separate template for concept note submissions. Submissions may be in any format as long as they include all required information and conform to all formatting guidelines in this announcement.
(b) Concept notes must include the following:
(i) Problem statement, description of target population, and vulnerability criteria used
(ii) Project description, location, and duration
(iii) Proposed measurable outcomes and impact of the project
(iv) Summary of the organization and experience doing similar work
(v) Primary and secondary organizational point of contact
Proposals specifically designed to serve multiple refugee populations in a single country, where allowed (see country-specific provisions above), must state the approximate ratio of the populations who will be served and clearly identify where in the country each population will access services. If a program is designed to target a single population but may incidentally benefit other populations of concern, this requirement may be disregarded.
Please indicate if the project will be implemented using sub-grantees in the project description. If the names of the sub-grantees are known, please reference the organizations.
(c) Summary budgets for the first year of the program must be provided in a one-page attachment to the concept note and must include the following categories in accordance with 2 CFR 200:
(i) Personnel allowances
(ii) Benefits
(iii) Travel
(iv) Program equipment
(v) Supplies
(vi) Contractual
(vii) Construction
(viii) Other direct costs
(ix) Indirect costs
(x) Total requested
(d) There should be no additional attachments to the initial concept note submission. For selected organizations, PRM will request fully developed, 20-page maximum, single year proposals with objectives, indicators, and a detailed budget, or 30-page maximum, two-year proposals with objectives, indicators, and budgets for both years. Organizations that are invited to submit full proposals may attach work plans, activity calendars, and/or logical frameworks as addendums to their proposal at that stage.
(e) To be considered for PRM funding under this call, organizations must submit a complete application package including:
Concept note, including a summary budget (year one only) for the program period.
Signed completed SF-424 (does not count toward page limitation).
E. Application Review Information
1. Criteria: Eligible submissions will be those that comply with the criteria and requirements included in this announcement. In addition, the review panel will evaluate the concept notes based on the following criteria:
(i) Quality of program idea
(ii) Inclusion of vulnerable populations
(iii) Program feasibility/ability to achieve objectives
(iv) Organization’s experience and capacity
(v) Cost effectiveness
2. PRM will conduct a formal competitive review of all concept notes submitted in response to this funding announcement. A review panel of at least three people will evaluate submissions based on the above-referenced programmatic criteria and PRM priorities in the context of available funding.
3. After reviewing the concept notes, selected organizations will be invited to submit full proposals. Selected organizations will have 30 calendar days from notification to submit full proposals, with detailed budgets, and attachments as applicable (refer to PRM’s General NGO Guidelines for general proposal formatting and submission guidance for single year programs).
F. Federal Award Administration Information
1. Federal Award Administration. A successful applicant can expect to receive a separate notice from PRM stating that an application has been selected before PRM actually makes the federal award. That notice is not an authorization to begin performance. Only the notice of award signed by the grants officer is the authorizing document. Unsuccessful applicants will be notified following completion of the selection and award process.
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. 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.
Successful applicants will be required to submit:
(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
(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 Washington-based Contacts
For refugee populations in Turkey: Joe Livingston, livingstonjs@state.gov, 202-453-9281
For refugee populations in Egypt: Naveed Malik, MalikNA@state.gov, 202-453-9308
For Syrian refugees in Jordan, Lebanon, and Iraq: Sushil Narayanan, NarayananS@state.gov, 202-453-9294
For Iraqi refugees and IDPs: Virginia Terhar, TerharVS@state.gov, 202-453-9292
PRM Field-based Contacts
For refugee populations in Turkey: Matthew Johnson, JohnsonMR2@state.gov, U.S. Consulate Adana, Turkey
For Syrians in Egypt, Jordan, and Lebanon: Heather Kalmbach, KalmbachHE@state.gov, U.S. Embassy, Amman, Jordan
For Iraqis in Jordan, Lebanon, and Syria: Peter Chisholm, ChisholmPT@state.gov, U.S. Embassy, Amman, Jordan.
For Syrians and Iraqis in Iraq: Brett Pomainville, PomainvilleBG@state.gov, U.S. Embassy, Baghdad, Iraq.
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Source: Dept. Of State – Releases
Collected Department Releases: FY 2015 Request for Concept Notes for NGO Programs Benefiting Refugees and Other Vulnerable Populations in Egypt, Iraq, Jordan, Lebanon, and Turkey, and Iraqi Refugees in Syria
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