State Letter #00-02
Service Programs for Cuban and Haitian Refugees and Entrants
FY 2000 Discretionary Funds to States for service programs for Cuban-Haitian refugees and entrants
AGENCY: Office of Refugee Resettlement (ORR), ACF, DHHS
ACTION: Notice of Availability of FY 2000 Discretionary Funds to States for service programs for Cuban-Haitian refugees and entrants
SUMMARY: The Office of Refugee Resettlement invites competitive grant applications for services in the program areas of employment, health and mental health, adult and vocational education, and refugee crime/victimization for those localities most heavily impacted by Cuban and Haitian entrants and refugees, particularly where their arrival numbers in recent years have increased. These grants will be awarded on a competitive basis pursuant to the Director’s discretionary authority under section 412(c)(1) of the Immigration and Nationality Act (INA), as amended by section 311 of the Refugee Act of 1980 (Pub. L. No. 96-212), section 501 of the Refugee Education Assistance Act of 1980 (Pub. L. 96-422, note insofar as it incorporates by reference with respect to Cuban and Haitian entrants the authorities pertaining to assistance for refugees established by section 412(c) of the INA, as cited above; and the Refugee Assistance Extension Act of 1986 (Pub. O. No. 99-605. Applications will be screened and evaluated as indicated in this program announcement. Awards will be contingent on the outcome of the competition and the availability of funds.
DATES: The closing date for submission of applications is May 8, 2000. See Part IV of this announcement for more information on submitting applications.
ANNOUNCEMENT AVAILABILITY: The program announcement and the application materials are available from Bill McPherrin, ACF/Office of Refugee Resettlement, 370 L’Enfant Promenade, S.W., Sixth Floor, Washington, D.C. 20447 or from the ORR website.
FOR FURTHER INFORMATION, CONTACT: Bill McPherrin, Division of Community Resettlement (DCR), ORR, Administration for Children and Families (ACF), Telephone: (202) 401-9324; Fax: (202) 401-5772; E-mail: firstname.lastname@example.org).
SUPPLEMENTARY INFORMATION: This program announcement consists of four parts:
Part I: Background - program purpose and objectives, legislative authority, funding availability, CFDA Number
Part II: Project and Applicant Eligibility - eligible applicants, project and budget periods
Part III: The Review Process - intergovernmental review, initial ACF screening, competitive review and evaluation criteria
Part IV: The Application - application development, general instructions for preparing a project description, application submission, reporting requirements
Paperwork Reduction Act of 1995 (Pub. L. 104-13): Public reporting burden for this collection of information is estimated to average four hours per response, including the time for reviewing instructions, gathering and maintaining the data needed, and reviewing the collection of information. The following information collection is included in the program announcement: OMB Approval No. 0970-0139, ACF UNIFORM PROJECT DESCRIPTION (UPD), which expires 10/31/2000. An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number.
Part I. Background
Program Purpose and Objectives: The Office of Refugee Resettlement invites applicants to submit competing grant applications for programs that will provide assistance to and serve communities affected by Cuban and Haitian entrants and refugees. Discretionary grant funds may be sought for any or all of the following four program categories: (l) employment services; (2) hospitals and other health and mental health care programs; (3) adult and vocational education services; and (4) refugee crime or victimization programs.
The objective of the program is to provide assistance and services in one or more of the above listed program areas to communities affected by the Cuban and Haitian entrants and refugees whose arrivals in recent years have increased. Recent arrivals are primarily those Cuban and Haitian refugees and entrants who have arrived within the last five years.
Listed below are some examples of allowable services for each of the above listed program areas.
Assessment and pre-employment counseling; job development, placement, upgrading and follow-up; services aimed at placing two or more family members in jobs in order to achieve self-sufficiency; supportive services, such as transportation and transitional child care to help refugees maintain employment or participate in employment services
Health and Mental Health
Services for Cuban and Haitian refugees and entrants which are not covered by existing local, State or Federal programs. Examples include mental health services and/or substance abuse treatment provided through Community Mental Health Centers for refugees whose costs are not included under existing publicly funded programs; services provided in public hospitals for Cuban and Haitian refugees and entrants not covered by Refugee Medical Assistance, Medicaid, or a State medical assistance program available to all indigent residents of the States; and costs to medical care providers which are incurred for Cuban and Haitian refugees and entrants but not for other indigent patients, such as interpreter services
Adult and Vocational Education
Adult education and vocational education programs, including Vocational English language training, literacy training, short term skills training, and career counseling, recertifiction, General Equivalency Degree programs provided to Cuban and Haitian refugees who cannot be served through the regular high school programs, the use of language labs and other technologies in the enhancement of English Language instruction for Cuban and Haitian refugees
Refugee Crime Victimization
Community education and outreach (public service officers or community liaison officers), neighborhood storefronts, neighborhood watch programs designed to improve communication and cooperation among Cuban or Haitian refugee communities and law enforcement agencies; and domestic violence prevention or response services which are culturally and linguistically appropriate
ORR cannot consider for funding law enforcement , such as the hiring of sworn police officers (except those who are public service officers or community liaison officers), fingerprinting, incarceration, or parole counseling
Legislative Authority: Section 412(c)(1)(A) of the Immigration and Nationality Act authorizes the Director "to make grants to, and enter into contracts with, public or private nonprofit agencies for projects specifically designed -- (i) to assist refugees in obtaining skills which are necessary for economic self-sufficiency, including projects for job training, employment services, day care, professional refresher training, and other recertification services; (ii) to provide training in English where necessary (regardless of whether the refugees are employed or receiving cash or other assistance); and (iii) to provide where specific needs have been shown and recognized by the Director, health (including mental health) services, social services, educational and other services."
The Fiscal Year 2000 House Report (Pub. L. No. 106-370) states: "The Committee agrees that $19,000,000 is available for assistance to serve communities affected by the Cuban and Haitian entrants and refugees whose arrivals in recent years have increased." The Fiscal Year 2000 Senate Report (Pub. L. No. 106-166) has similar language which indicates the same provision of $19,000,000 to serve communities affected by Cuban and Haitian entrants.
Funding Availability: ORR expects to award $19 million in FY 2000 funds for service programs for Cuban-Haitian refugees and entrants. Grants are expected to range from $200,000 up to $17 million, based on approximately $200 per refugee eligible for services in any one category. ORR expects to award approximately four to six grants.
The Director reserves the right to award more or less than the funds described in the absence of worthy applications or such other circumstances as may be deemed to be in the best interest of the government. Applicants may be required to reduce the scope of selected projects based on the amount of the approved grant award.
CFDA Number: The Catalog of Federal Domestic Assistance (CFDA) number assigned to this announcement is 93.576. The title of the program is FY 2000 Discretionary Funds to States for service programs for Cuban-Haitian refugees and entrants.
Part II. Project and Applicant Eligibility
Eligible Applicants: Eligible applicants for these funds are (a) those agencies of State governments which are responsible for the refugee program under 45 CFR 400.5 and (b) an agency which has State-wide responsibility for an alternative to the State-administered program in lieu of the State under a Wilson/Fish grant. Applicants are limited to those States with an approved State Plan that includes the Cuban-Haitian Entrant Program (CHEP).
Eligible applicants may apply under this announcement based on ORR arrival data for Cuban and Haitian refugees and entrants during the period FY 1995 through FY 1999 (a Table of this data is attached). Based on the arrival data on the attached Table, a minimum State threshold of 2,000 Cuban and Haitian refugees and entrants has been established as a baseline. The purpose of the threshold is to target needed assistance to those areas most heavily impacted with these arrivals. Awards, however, will not be based solely on population numbers, but will be based on the proposed program and justification and documentation of the applicant, including such factors as service needs and available resources.
If a State believes that its Cuban and Haitian population meets the minimum threshold of 2,000 for the same period and is not listed on the attached Table, the State agency responsible for the refugee programs under 45 CFR 400.5 may submit an application for funds under this announcement. The application must provide documentation that includes the name, alien number, date of birth, and date of arrival in the U.S. for each refugee/entrant claimed for the period indicated on the attached table (i.e., FY 1995 through 1999).
Project and Budget Periods:
This announcement invites applications for project periods up to three years. Awards, on a competitive basis, will be for a one-year budget period. Applications for continuation grants funded under these awards beyond the first one-year budget period but within the three-year project period will be entertained in subsequent years on a noncompetitive basis, subject to availability of funds, satisfactory progress of the grantee, and a determination that continued funding would be in the best interest of the Government.
Part III: The Review Process
A. Intergovernmental Review
This program is covered under Executive Order 12372, "Intergovernmental Review of Federal Programs," and 45 CFR Part 100, "Intergovernmental Review of Department of Health and Human Services Programs and Activities." Under the Order, States may design their own processes for reviewing and commenting on proposed Federal assistance under covered programs.
As of November 20, 1998, the following jurisdictions have elected not to participate in the Executive Order process. Applicants from these jurisdictions need take no action in regard to E.O. 12372: Alabama, Alaska, American Samoa, Colorado, Connecticut, Kansas, Hawaii, Idaho, Louisiana, Massachusetts, Minnesota, Montana, Nebraska, New Jersey, Ohio, Oklahoma, Oregon, Palau, Pennsylvania, South Dakota, Tennessee, Vermont, Virginia, and Washington.
Although the jurisdictions listed above no longer participate in the process, entities which have met the eligibility criteria of the program may still apply for a grant even if a State, Territory, Commonwealth, etc., does not have a Single Point of Contact (SPOC). All remaining jurisdictions participate in the Executive Order process and have established SPOCs. Applicants from participating jurisdictions should contact their SPOCs as soon as possible to alert them of the prospective applications and receive instructions. Applicants must submit any required material to the SPOCs as soon as possible so that the program office can obtain and review SPOC comments as part of the award process. The applicant must submit all required materials, if any, to the SPOC and indicate the date of this submittal (or the date of contact if no submittal is required) on the Standard Form 424, item 16a. Under 45 CFR 100.8(a)(2), a SPOC has 60 days from the application dline to comment on proposed new or competing continuation awards.
SPOCs are encouraged to eliminate the submission of routine endorsements as official
recommendations. Additionally, SPOCs are requested to differentiate clearly between mere advisory comments and those official State process recommendations, which may trigger the "accommodate or explain" rule.
When comments are submitted directly to ACF, they should be addressed to: Department of Health and Human Services, Administration for Children and Families, Office of Refugee Resettlement, Attention: Daphne Weeden, ORR Grants Officer, 370 L'Enfant Promenade, S.W., Washington, D.C. 20447.
A list of the Single Points of Contact for each State and Territory is included with the application materials for this program announcement.
B. Initial ACF Screening
Each application submitted under this program announcement will undergo a pre-review to determine that (1) the application was received by the closing date and submitted in accordance with the instructions in this announcement; and (2) the applicant is eligible for funding.
C. Competitive Review and Evaluation Criteria
Applications that pass the initial ACF screening will be evaluated and rated by an independent review panel on the basis of specific evaluation criteria. The evaluation criteria were designed to assess the quality of a proposed project and to determine the likelihood of its success. The evaluation criteria are closely related and are considered as a whole in judging the overall quality
of an application. Points are awarded only to applications that are responsive to the evaluation criteria within the context of this program announcement. Proposed projects will be reviewed using the following evaluation criteria:
1.Objectives and Need for Assistance. The application identifies the Cuban-Haitian refugee and entrant populations to be assisted by this project and describes the need for assistance of this population. (15 points)
2.Approach. The application provides a clear explanation of a feasible, appropriate, and complete plan for providing services to the Cuban-Haitian refugee and entrant participants. (25 points)
3.Organization Profiles. Applicant organization and staff and partner organizations have demonstrated capability to implement and manage programs to serve the Cuban-Haitian refugee and entrant population. (25 points)
4.Results or Benefits Expected. The outcomes and benefits proposed are reasonable and reflect the objectives of this announcement. (20 points)
5.Budget and Budget Justification. The budget is reasonable and clearly justified. The budget narrative relates to proposed activities and expected outcomes. Applicant provides line item detail and detailed calculations for each budget object class identified on the Budget Information form. Detailed calculations include estimation methods, quantities, unit costs and other similar quantitative detail sufficient for the calculation to be duplicated. The detailed budget also includes a breakout by the funding sources identified in Block 15 of the SF-424. Narrative budget justification describes how the categorical costs are derived. Applicant discusses the necessity, reasonableness, and allocability of the proposed costs. (15 points)
Part IV. The Application
In order to be considered for a grant under this program announcement, an application must be submitted on the Standard Form 424 and in the manner prescribed by ACF. Application materials including forms and instructions are available from the contacts named under the "FOR FURTHER INFORMATION, CONTACT" section in the preamble of this announcement.
General Instructions for Preparing a Project Description
Purpose: The project description provides a major means by which an application is evaluated and ranked to compete with other applications for available assistance. The project description should be concise and complete and should address the activity for which Federal funds are being requested. Supporting documents should be included where they can present information clearly and succinctly. Applicants are encouraged to provide information on their organizational structure, staff, related experience, and other information considered to be relevant. Awarding offices use this and other information to determine whether the applicant has the capability and resources necessary to carry out the proposed project. It is important, therefore, that this
information be included in the application. However, in the narrative, the applicant must distinguish between resources directly related to the proposed project from those that will not be used in support of the specific project for which funds are requested.
General Instructions: Cross-referencing should be used rather than repetition. ACF is particularly interested in specific factual information and statements of measurable goals in quantitative terms. Project descriptions are evaluated on the basis of substance, not length. Extensive exhibits are not required. (Supporting information concerning activities that will not be directly funded by the grant or information that does not directly pertain to an integral part of the grant-funded activity should be placed in an appendix.) Pages should be numbered and a table of contents should be included for easy reference.
Project Summary/Abstract: Provide a summary of the project description (a page or less) with reference to the funding request.
Objectives and Need for Assistance: Clearly identify the economic, social, financial, institutional, and/or other problem(s) requiring a solution. The need for assistance must be demonstrated and the principal and subordinate objectives of the project must be clearly stated; supporting documentation, such as letters of support and testimonials from concerned interests other than the applicant, may be included. Any relevant data based on planning studies should be included or referred to in the endnotes/footnotes. Incorporate demographic data and participant/beneficiary information, as needed. In developing the project description, the
applicant may volunteer, or be requested to provide, information on the total range of projects currently being conducted and supported (or to be initiated), some of which may be outside the scope of the program announcement.
Results or Benefits Expected: Identify the results and benefits to be derived. For example, when applying for a grant to establish a neighborhood child care center, describe who will occupy the facility, who will use the facility, how the facility will be used, and how the facility will benefit the community which it will serve. Another example would be describing the impact of a proposed literacy program on the target population.
Approach: Outline a plan of action that describes the scope and detail of how the proposed work will be accomplished. Account for all functions or activities identified in the application. Cite factors which might accelerate or decelerate the work and state your reason for taking the proposed approach rather than others. Describe any unusual features of the project such as design or technological innovations, reductions in cost or time, or extraordinary social and community involvement. Provide quantitative monthly or quarterly projections of the accomplishments to be achieved for each function or activity in such terms as the number of people to be served and the number of microloans made. When accomplishments cannot be quantified by activity or function, list them in chronological order to show the schedule of accomplishments and their target dates. Identify the kinds of data to be collected, maintained, and/or disseminated. Note that clearance from the U.S. Office of Management and Budget might
be needed prior to a "collection of information" that is "conducted or sponsored" by ACF. List organizations, cooperating entities, consultants, or other key individuals who will work on the project along with a short description of the nature of their effort or contribution.
Organization Profiles: Provide information on the applicant organization(s) and cooperating partners such as organizational charts, financial statements, audit reports or statements from CPAs/Licensed Public Accountants, Employer Identification Numbers, names of bond carriers, contact persons and telephone numbers, child care licenses and other documentation of professional accreditation, information on compliance with Federal/State/local government standards, documentation of experience in the program area, and other pertinent information. Any non-profit organization submitting an application must submit proof of its non-profit status in its application at the time of submission. The non-profit agency can accomplish this by providing a copy of the applicant's listing in the Internal Revenue Service's (IRS) most recent list of tax-exempt organizations described in Section 501(c)(3) of the IRS code or by providing a copy of the currently valid IRS tax exemption certificate or by providing a copy of the articles of incorporation bearing the seal of the State in which the corporation or association is domiciled
Budget and Budget Justification: Provide line item detail and detailed calculations for each budget object class identified on the Budget Information form. Detailed calculations must include estimation methods, quantities, unit costs, and other similar quantitative detail sufficient for the calculation to be duplicated. The detailed budget must also include a breakout by the funding sources identified in Block 15 of the SF-424.
Provide a narrative budget justification that describes how the categorical costs are derived. Discuss the necessity, reasonableness, and allocability of the proposed costs.
The following guidelines are for preparing the budget and budget justification. Both Federal and non-Federal resources shall be detailed and justified in the budget and narrative justification. For purposes of preparing the budget and budget justification, "Federal resources" refers only to the ACF grant for which you are applying. Non-Federal resources are all other Federal and non-Federal resources. It is suggested that budget amounts and computations be presented in a
columnar format: first column, object class categories; second column, Federal budget; next column(s), non-Federal budget(s), and last column, total budget. The budget justification should be a narrative.
Description: Costs of employee salaries and wages.
Justification: Identify the project director or principal investigator, if known. For each staff person, provide the title, time commitment to the project (in months), time commitment to the
project (as a percentage or full-time equivalent), annual salary, grant salary, wage rates, etc. Do not include the costs of consultants or personnel costs of delegate agencies or of specific project(s) or businesses to be financed by the applicant.
Description: Costs of employee fringe benefits unless treated as part of an approved indirect cost rate.
Justification: Provide a breakdown of the amounts and percentages that comprise fringe benefit costs such as health insurance, FICA, retirement insurance, taxes, etc.
Description: Costs of project-related travel by employees of the applicant organization (does not include costs of consultant travel).
Justification: For each trip, show the total number of traveler(s), travel destination, duration of trip, per diem, mileage allowances, if privately owned vehicles will be used, and other transportation costs and subsistence allowances. Travel costs for key staff to attend
ORR-sponsored conferences should be detailed in the budget.
Description: Costs of tangible, non-expendable, personal property, having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. However, an applicant may use its own definition of equipment provided that such equipment would at least include all equipment defined above.
Justification: For each type of equipment requested, provide a description of the equipment, the cost per unit, the number of units, the total cost, and a plan for use on the project, as well as use
or disposal of the equipment after the project ends. An applicant organization that uses its own definition for equipment should provide a copy of its policy or section of its policy which includes the equipment definition.
Description: Costs of all tangible personal property other than that included under the Equipment category.
Justification: Specify general categories of supplies and their costs. Show computations and provide other information, which supports the amount requested.
Enter the total of all other costs. Such costs, where applicable and appropriate, may include but are not limited to insurance, food, medical and dental costs (noncontractual), professional services costs, space and equipment rentals, printing and publication, computer use, training costs, such as tuition and stipends, staff development costs, and administrative costs. Justification: Provide computations, a narrative description and a justification for each cost under this category.
Description: Total amount of indirect costs. This category should be used only when the applicant currently has an indirect cost rate approved by the Department of Health and Human Services (HHS) or another cognizant Federal agency.
Justification: An applicant that will charge indirect costs to the grant must enclose a copy of the current rate agreement. If the applicant organization is in the process of initially developing or renegotiating a rate, it should immediately upon notification that an award will be made, develop a tentative indirect cost rate proposal based on its most recently completed fiscal year in accordance with the principles set forth in the cognizant agency's guidelines for establishing indirect cost rates, and submit it to the cognizant agency. Applicants awaiting approval of their indirect cost proposals may also request indirect costs. It should be noted that when an indirect cost rate is requested, those costs included in the indirect cost pool should not also be charged as direct costs to the grant. Also, if the applicant is requesting a rate which is less than what is allowed under the program, the authorized representative of the applicant organization must submit a signed acknowledgement that the applicant is accepting a lower rate than allowed.
Description: The estimated amount of income, if any, expected to be generated from this project.
Justification: Describe the nature, source and anticipated use of program income in the budget or refer to the pages in the application, which contain this information.
Description: Amounts of non-Federal resources that will be used to support the project as identified in Block 15 of the SF-424.
Justification: The firm commitment of these resources must be documented and submitted with the application in order to be given credit in the review process. A detailed budget must be prepared for each funding source.
Total Direct Charges, Total Indirect Charges, Total Project Costs
1.Mailed applications postmarked after the closing date will be classified as late.
2.Dline. Mailed applications shall be considered as meeting an announced dline if they are either received on or before the dline date or sent on or before the dline date and received by ACF in time for the independent review to: U.S. Department of Health and Human Services, Administration for Children and Families, Office of Refugee Resettlement, Attention: Daphne Weeden, ORR Grants Officer, 370 L'Enfant Promenade, S.W., Washington, D.C. 20447. Applicants must ensure that a legibly dated U.S. Postal Service postmark or a legibly dated, machine produced postmark of a commercial mail service is affixed to the envelope/package containing the application(s). To be acceptable as proof of timely mailing, a postmark from a commercial mail service must include the logo/emblem of the commercial mail service company and must reflect the date the package was received by the commercial mail service company from the applicant. Private metered postmarks shall not be acceptable as proof of timely mailing. (Applicants are cautioned that express/overnight mail services do not always deliver as agreed.) Applications handcarried by applicants, applicant couriers, or by other representatives of the applicant shall be considered as meeting an announced dline if they are received on or before the dline date, between the hours of 8:00 a.m. and 4:30 p.m., EST, at the U.S. Department of Health and Human Services, Administration for Children and Families, Office of Refugee Resettlement, ACF Mailroom, Second Floor (near loading dock), Aerospace Center, 901 D Street, S.W., Washington, D.C. 20024, between Monday and Friday (excluding Federal holidays). The address must appear on the envelope/package containing the application with the note "Attention: Daphne Weeden, ORR Grants Officer." ACF cannot accommodate transmission of applications by fax or through other electronic media. Therefore, applications transmitted to ACF electronically will not be accepted regardless of date or time of submission and time of receipt.
3.Late applications. Applications that do not meet the criteria above are considered late applications. ACF shall notify each late applicant that its application will not be considered in the current competition.
4.Extension of dlines. ACF may extend an application dline when circumstances such as acts of God (floods, hurricanes, etc.) occur, or when there is widespr disruption of the mail service, or in other rare cases. Determinations to extend or waive dline requirements rest with ACF's Chief Grants Management Officer.
Grantees under this program announcement will be required to provide semi-annual program narrative reports, describing outcomes and activities under the grant. Grantees will also be required to submit semi-annual financial reports using the Financial Status Report (SF-269). A final financial and narrative report shall be due 90 days after the end of the Grant Project Period (i.e., after the final budget period).
Office of Refugee Resettlement