Executive Summary:

The Administration for Children and Families (ACF), Office of Refugee Resettlement (ORR) is soliciting applications for the Voluntary Agency Matching Grant Program.  The Matching Grant Program is an alternative to public assistance designed to enable refugees to become self-sufficient within four to six months from date of arrival into the United States (U.S.).  Services provided under this agreement include, but are not limited to, case management, employment services, maintenance assistance and cash allowance, and administration. 

Competition is limited.  Only agencies that have an on-going relationship with refugees that has been established as a result of providing reception and placement services under the terms of a cooperative agreement with the U.S. Department of State (DOS) or the U.S. Department of Homeland Security (DHS) are eligible to apply.

ORR will consider subsequent applications for the continuation of the cooperative agreements funded under these awards for the 36-month project period on a noncompetitive basis, subject to the availability of funds, satisfactory progress of the agency and a determination that continued funding would be in the best interest of the Federal Government.

I. FUNDING OPPORTUNITY DESCRIPTION

Legislative Authority

Section 412(c)(1)(A) of the Immigration and Nationality Act (8 U.S.C. § 1522(c)(1)(A)

Section 7(a) and (b) of the Refugee Assistance Extension Act of 1986 (P.L. 99-605)(8 U.S.C. 1522 note)

Program Purpose:

The goal of the Matching Grant program is to help refugees, certain Amerasians, Cuban and Haitian entrants, asylees, and certified victims of human trafficking attain economic self-sufficiency as defined by 45 CFR 400.2.  Program Participants are expected to attain economic self-sufficiency within 120 to 180 days after the date of eligibility for the program without accessing public assistance.

Participating agencies agree to match the Office of Refugee Resettlement (ORR) grant with cash and in-kind contributions of goods and services from the community.

Matching Grant funds are awarded to National Voluntary Agencies and dispersed to participating local affiliates who serve refugees through an R&P Program funded by DOS or DHS.  National Voluntary Agencies provide critical support and oversight to participating local affiliates.  

REQUIRED SERVICES THAT AGENCIES MUST PROVIDE IN-HOUSE:

1.      Case Management

Objective: To ensure that services are provided in a planned, effective, and timely manner to eligible clients; are appropriate to the needs of the clients; and contribute to their community integration, early employment and self-sufficiency.  Case Management shall commence immediately upon enrollment and continue through the 180^th day.  Services should support and strengthen clients' motivation and capacities to become self-supporting. From the first client contact, agency interaction with the client shall reinforce his/her motivation and ability to become self-supporting.

A case file shall be maintained which includes: 

1. Intake information (date of eligibility, date of enrollment, date of MG service termination, number and names of members of the case upon arrival; and, for those in the Matching Grant, documentation showing the individual is eligible for services (see 45 CFR 400.43 and ORR State Letters #00-17, #00-22, #01-13 and #02-01 ), alien number, birth date, current address, health status, educational level, native language, literacy and English language level on arrival, prior work experience and skills, and social security number when obtained);
2. Signed and dated Matching Grant Agreement form and letter of Client Rights and Responsibilities.  Documents should be translated into the languages of each office's primary caseloads.
3. A resettlement plan detailing steps and projected time frames to be taken by the client, the agency, and his/her family to work toward the earliest possible employment and self-sufficiency for the family, including strategies to remove any barriers to self-sufficiency and amount of earnings necessary to be self-sufficient;
4. Clear documentation of all services provided to clients based upon the needs and goals identified in the resettlement services plan.
5. If a client is enrolled in a training program, the date, type, intended duration, expected outcomes, and provider of the training program also should be indicated in the case file.
6. Documentation of regular contact with, and monitoring progress of, members of the case over time with summary notes regarding the purpose and outcomes of that contact.  Notes and general documentation should cover all required service areas as prescribed in each Resettlement Plan.  All services received as a result of the MG Resettlement Plan are to be documented in the file, regardless of whether the person providing the services is funded through MG funds.
7. A statement(s) regarding the status of the case at 120 and 180 days after date of eligibility, e.g., whether the employable refugees are employed, number of hours per week, at what wage(s), place(s) of employment, employer contact information, whether or not health benefits are available within 120 days of placement, self-sufficiency status, referral to welfare, etc. These status statements should be located in a designated place in all case files, easily found, and not randomly stated within the case notes.
8. Documentation of the provision of childcare and after school care, if needed.
9. Documentation of the full provision of housing.  See Section II.3 for requirements.
10. Cash transactions are to be clearly documented and initialed by an adult member of the client family. Each file is to have a summary sheet of all cash and in-kind contributions allocable to the Matching Grant program.   
11. Proposed budget for the respective case with actual expenditures to date.  Budget for each family unit, translated if necessary, showing a list of proposed expenses and income necessary to cover such expenses.  The budget should show 'income' from MG cash payments during core MG service period as well as income from employment.  This budget should be a realistic reflection of the household's financial situation during and after the MG service period and demonstrate self-sufficiency.
12. Documentation of the termination of the case, status at termination and referrals to subsequent programs.  Upon completion of MG services at the 180th day, the client is to be provided a letter indicating the self-sufficiency status of the client; a statement of eligibility for additional refugee services for up to five years and referrals to services as appropriate; and a reminder to adjust their status to permanent resident alien after one year from date of grant of the immigration status that made the individual eligible for the MG program.
13. Matching Grant file documentation must be separate from that of services provided to clients through other programs and the R&P Cooperative Agreement. Separation by sectioning Matching Grant from other services in combined files is acceptable. In cases where a refugee case is split for MG purposes, each separate MG case must have a separate section in the file.  See section IV.3 for splitting cases.

2.      Employment Services

Objective: To place employable clients as quickly as possible into appropriate jobs that will enable the household unit to become self-sufficient within 120-180 days. Employment services are to be provided to employable adult clients beginning upon enrollment in the Matching Grant program and continuing as needed through the 180^th day.  The level of employment services received by each client should reflect the skills, needs and barriers determined in the Resettlement Plan.  Agencies providing MG employment services are to provide these services equally as needed to all clients, regardless of the client's community relations (ex. Refugee reunion case, asylee derivative).

Federal policy requires that, if necessary, clients accept "entry level" employment (see 45 CFR 400.81(a) for criteria for appropriate employment). Grantees shall communicate to employable clients who lack English language competency that they must exert a good faith effort to obtain employment while acquiring the competency in English to facilitate self-sufficiency and retain employment. Agencies shall continue to look for suitable work with clients through job upgrades where appropriate.

Grantees shall attempt to find employment for all employable members of the family unit when requested and/or is necessary to have more than one wage earner employed in order for the family to be economically self-sufficient.

Employment services to be provided are:

Job development: An ongoing process of networking with employers to develop prospective job openings for MG clients.

1. Job counseling: Ongoing interaction between the client and the person responsible for job development regarding questions and concerns that clients have about the world of work, job search, the need for early employment, job retention, and the consequences of refusing an appropriate offer of employment.
2. Direct job placement assistance: Assisting the client to identify and contact prospective places of employment, scheduling appointments for job interviews, preparing clients for interviews, and following up on results of interviews. Each locale must have a staff person who is responsible for providing or overseeing provision of these services to assist clients to become employed. This person may receive assistance from sponsors and volunteers in locating employment, but the grantee is ultimately responsible for full provision of said service.
3. Follow-up with employer and employed clients: Contacting the employer (if the agency or the agency's volunteer has found the job placement) and contacting the employed clients (regardless of whether the agency or the client has found the job placement) within two weeks after the client has started work to identify any adjustment problems and to assist in the resolution of those problems. Such follow-up activities must occur throughout the first 180 days from date of eligibility. The responsibility for placement and follow-up of Matching Grant clients resides with the Matching Grant staff. Job developers funded by other sources may share information on job availability with Matching Grant staff and vice versa, but the actual conduct of the above services for Matching Grant clients must be done by the staff of the Matching Grant agency under the Matching Grant funding.
4. Services that lead to job upgrades for clients with particular skills, vocations, or when necessary in order for the client family to achieve economic self-sufficiency.
5. Subsidized employment may be used to gain entry into the job market; however employment outcomes are only counted when the subsidy ends and the client retains employment; the transition to a non-subsidized job must be completed by the 180^th day.  See section III.3.b of the ORR Matching Grant Program Guidelines.

3.      Maintenance Assistance and Cash Allowance

Objective:

To provide support adequate to meet the subsistence needs of the refugee and to preclude the need to access public cash assistance.  Maintenance assistance includes provision of food or food subsidies, suitable housing, cash allowance and transportation assistance, throughout the first 120 days from the client's date of eligibility. Agencies may elect to provide maintenance assistance to clients, if necessary for up to an additional 60 days, provided that the grantee's total grant budget and the amount charged to the grant do not exceed the grant award.  "If necessary" means that the individual has not attained economic self-sufficiency, as defined at 45 CFR 400.2, and has not left the program.

This assistance is available to enhance and extend, but not supplant nor duplicate, assistance provided for under any R&P Cooperative Agreement.  Food, housing, essential furnishings, and transportation to and from job interviews and job training is usually provided through a Cooperative Agreement with non-Matching Grant funding during the first thirty days of the refugees' stay in the United States. In cases where such support is available, Matching Grant funds would not be needed to provide these items or services during the first 30 days and such costs should not be charged to the Matching Grant program. It is expected that the two programs where they coexist, should provide, if necessary, a minimum of four consecutive months of maintenance support for the refugee case. "If necessary" means that the individual has not attained self-sufficiency and has not left the Matching Grant program.  For Matching Grant clients that arrive without the benefit of R&P services, i.e., certain Cuban/Haitian entrants, victims of severe forms of trafficking and asylees, these services (such as referral to health screening, enrollment of children in school, orientation, etc.) are to be provided.  All such services and in-kind contributions are allocable to the Matching Grant program for these clients.

Housing:

For clients who require housing as a part of maintenance assistance, rent payments shall continue at a minimum for the month following job placement up to the 120^th day.  Agencies are responsible for ensuring that housing is provided for all MG clients.  In cases where a client's housing is provided by a family member, friend or other source, case files should clearly indicate that such an agreement exists.  Under no circumstances should a client use MG cash allowances on rent. 

Agencies may elect to provide housing assistance to clients for an additional 60 days, if necessary, provided that the grantee's total grant budget and the amount charged to the grant do not exceed the grant award.  Resettlement agencies are reminded to pay particular attention to placing clients in housing that is near employment and/or where public transportation to employment areas is readily available.

Cash Allowance:

Beginning upon enrollment and continuing until income from employment shall render the case self-sufficient, agencies must provide a minimum of $200 cash allowance per month ($50 per week) to each adult in the case and $40 per month ($10 per week) to each minor in the case, or the maximum amount that will not affect Medicaid eligibility. Cash payments are to be distributed to clients within ten working days of enrollment.  This minimum cash allowance should be used by clients to buy personal items as necessary and NOT FOR BASIC MAINTENANCE ASSISTANCE. Local resettlement agencies may provide some of the weekly allowance in the form of vouchers if such form of payment is in the overall best interest of the refugee and he/she concurs. 

Agencies may opt to withhold a portion of the minor's allowance until the end of the MG service period to build up a family's savings, provided that the monthly allowance is sufficient to buy personal items as necessary, that such savings will not affect Medicaid eligibility, and that client has voluntarily agreed to these terms in writing. 

Agencies are not required to pay the $50/week/adult and $10/week/minor from Matching Grant funds if enrolling refugees concurrently during R&P period or Cubans/Haitian entrants receiving services from the Department of Homeland Security Cuban/Haitian Program.  Cash allowances for these clients must begin upon conclusion of the R&P or C/H 30-day period.  This waiver is extended to clients receiving services from the R&P or Cuban/Haitian program.  All other Cubans/Haitian entrants, asylees, victims of trafficking or Amerasians are to receive cash payments within ten working days of enrollment.

4.      Administration

Objective: To ensure planned, coordinated, timely, and appropriate delivery of services and adherence to Federal regulations, policies, and guidelines. 

Grantee shall:

1. Plan and coordinate program services with other local service providers in the community. Local Matching Grant affiliates must notify all Matching Grant agencies in the community of enrollment of any Cuban and Haitian entrant, victim of severe forms of trafficking, or asylee that arrives without the benefit of an R&P grant to assure non-duplication of enrollment in the Matching Grant program.
2. Provide technical assistance and training to local offices regarding the Matching Grant program's administrative, reporting, and other grant requirements.
3. Monitor the performance of the grant and sub-grant activities and review each program function to assure that adequate progress is being made towards achieving programmatic goals and compliance with Federal grant regulations.
4. Prepare monitoring reports. Any corrective actions recommended and follow-up on those recommendations shall be filed at the grantee's national office.  Reports and other documentation related to monitoring activities are to be made available to ORR upon request.
5. Manage grant finances and account for funds according to Federal grant requirements.
6. Ensure that administrative functions relating to reception and placement activities (e.g., coordination of refugee arrivals into the United States, placement, placement activities, and core services) are allocated appropriately to available Cooperative Agreement grants.
7. Submit timely programmatic and financial reports as detailed in the Program Announcement to ORR.
8. Obtain prior approval from ORR before making any significant changes (defined as a 10 percent change, up or down or greater than 20 enrollees) in the number of clients enrolled in the Matching Grant Program at any given site and before adding any new sites. 
9. Work with local offices to develop policies in the context of the Federal Food Stamp requirements to assure clients meet the eligibility requirements for the Food Stamp program. [See ORR State Letter 97-28]. ORR recognizes that weekly cash payments may make certain refugee cases ineligible for Food Stamps. Local resettlement agencies may provide some of the weekly allowance in the form of vouchers if such form of payment is in the overall best interest of the refugee and he/she concurs.
10. Maintain procedures for sanctioning clients that fail to comply with an agreed-upon MG Agreement, resettlement plan and/or directive involving attendance at counseling, training sessions, or English classes or who refuses to be interviewed for or accept an appropriate job offer.  See section IV.1 on Sanctioning of the Matching Grant Program Guidelines.

Grantees shall provide the services listed below, as necessary, directly through the Matching Grant Program or through referral to other programs. Agencies are encouraged to develop special programs, which take into account client characteristics and the agency's experience.

5.      English Language Training (ELT)

1. Provide or assist clients in enrolling in an English language training class, as needed, according to competency level and previous English language training identified in the resettlement plan. English language training must be concurrent with rather than sequential to employment services. English language training is to be provided without cost to the client.
2. English language training classes shall be taught by trained certified ELT instructors.
3. Classes shall be scheduled so as not to inhibit employment search and employment; i.e., evening classes are recommended where possible.  Classes should be geared toward early employment and self-sufficiency to the extent possible.
4. Agencies are required to document attendance and progress of the client when ELT is indicated as an essential part of the Resettlement Plan for employment.
5. Grantees shall inform clients that non-participation without good cause in ELT, where ELT is indicated as essential in a resettlement plan for employment, may be considered grounds for sanctioning or termination of maintenance assistance.
6. Grantees shall take reasonable measures to ensure that tutoring support services provided by volunteers are coordinated with the English Language Training curriculum and are provided in response to the needs indicated in the resettlement plan. Volunteers should be provided program orientation and ongoing guidance to assist in effective service delivery.

6.      Health and Medical Services

1. Agencies shall assist clients in attaining and accessing necessary health and medical services including health screenings.  These costs are normally covered under Cooperative Agreements.  For clients who do not receive such services under a Cooperative Agreement, these costs are allocable to the Matching Grant program.
2. Agencies should enroll Matching Grant clients in Medicaid or Refugee Medical Assistance (RMA), and make every effort to ensure that the client's need for medical assistance does not result in receipt of public cash assistance.
3. Also 45 CFR 400.104(a) states that "[i]f a refugee who is receiving medical assistance receives earnings from employment, the earnings shall not affect the refugee's continued medical assistance eligibility." Section 400.104(b) provides that "[i]f a refugee, who is receiving Medicaid and has been residing in the U.S. less than the time-eligibility period for refugee medical assistance, becomes ineligible for Medicaid because of earnings from employment, the refugee must be transferred to refugee medical assistance without an RMA eligibility determination." Section 400.104 (c) further provides that the refugee shall continue to receive medical assistance until he/she reaches the end of his or her time-eligibility period for refugee medical assistance. Finally, section 400.104(d) provides that "in cases where a refugee is covered by employer-provided health insurance, any payment of RMA for that individual must be reduced by the amount of the third party payment."

7.      Employment Training or Recertification

1. Provide, or assist clients in enrolling in, short-term job training, customized skills training, or job recertification courses, if indicated in the resettlement plan. Such training is allowed if it is expected to lead to self-sufficiency within the first 120-180 days of eligibility.
2. Non-Matching Grant funded On-the-Job Training (OJT) may be used only when suitable employment is not obtainable without the OJT or for the purpose of job upgrading. Agencies are expected to find the placement and monitor the client's progress. Follow-up on placements continues to be the responsibility of the Matching Grant agency. Job placement is counted from the time the job is no longer subsidized.  See section II.2.f for outcome determination.
3. Specialized or customized skill training is an allowable employment service activity where there is a short-term training program available for Matching Grant clients with specific skills and for whom the training will lead to self-sufficiency for the case within 120-180 days from date of eligibility. Such costs as tuition, books and related support services are allowable and allocable to the Matching Grant program when not otherwise available under other programs. Subsidized employment may be used to gain entry into the job market; however employment outcomes are only counted when the subsidy ends and the client retains employment.

8.      Social Adjustment Services

1. Provide or assist clients in obtaining social adjustment services, such as counseling and interpretation services, when necessary.

9.      Support Services

1. Provide, or assist clients in obtaining childcare (day care and after school care), and address transportation problems that are barriers to self-sufficiency.

Program Guidelines          

Applicants must follow the requirements for the Matching Grant Program in the Matching Grant Guidelines for 2008, which are posted on the ORR website at

http://www.acf.hhs.gov/programs/orr/programs/match_grant_prg.htm

II. AWARD INFORMATION

Substantial Involvement with Cooperative Agreement:

A cooperative agreement is a specific method of awarding Federal assistance in which substantial Federal involvement is anticipated. A cooperative agreement clearly defines the respective responsibilities of ORR and the grantee prior to the award. ORR anticipates that agency involvement will produce otherwise unavailable programmatic benefits to the recipient. The involvement and collaboration includes:

• ORR prior approval in the allocation of Matching Grant funding and services throughout each affiliate network;
• ORR prior approval in the design or direction of service delivery models; and
• Close monitoring by ORR of the implementation, conduct, and results of services performed under the cooperative agreement. 

Funding for this program is limited.  ORR will provide eligible grantees the maximum amount of allocated Matching Grant funds for which they will be able to apply.  These allocations will total $55 million and will be based on the 120- and 180-day self-sufficiency outcomes of cases recorded from previous service periods, as well as the total number of funded enrollments in previous years. Agency management of the program, particularly as pertains to timely and accurate reporting to ORR, will also be taken into consideration. 

The remaining $5 million will be open for competition, based on a supplemental request submitted in addition to agency applications. 

Explanation of Other:

Awards under this announcement are subject to the availability of funds.

Supplemental Funds

The Director of ORR has set aside $5 million dollars to be available to the voluntary agencies.  These supplemental funds would be used to allocate additional Matching Grant slots to applicants who successfully demonstrate a need.

See Section V for Evaluation Criteria relating to the review for the supplemental funds.

III. ELIGIBILITY INFORMATION

1. Eligible Applicants:

• Others (See below):

Eligible applicants are private, non-profit organizations that:

• Have, through its national offices and its affiliates, an ongoing relationship with the refugees  that has been established as a result of providing reception and placement services under the terms of a cooperative agreement with DOS or DHS; and
  
  
• Are national voluntary resettlement agencies able to coordinate comprehensive multilingual, multicultural services for refugees, Amerasians, Cuban and Haitian entrants, certified victims of trafficking, and asylees at local sites.

Faith-based and community organizations that meet the statutory eligibility requirements are eligible to apply under this announcement.

Foreign entities are not eligible under this announcement.

2. Cost Sharing or Matching: Yes

Grantees are required to meet a non-Federal share of the project costs, in accordance with Section 412 (c) (1)(A) of the Immigration and Nationality Act (8 U.S.C. § 1522 (c) (1)(A)) and Section 7 (a) and (b) of the Refugee Assistance Extension Act of 1986 (P.L. 99-605) (8 U.S.C. 1522 note).  Grantees must be able to provide at least 33 percent of the total approved cost of the project. The total approved cost of the project is the sum of the ACF share and the non-Federal share.  The non-Federal share may be met by cash or in-kind contributions, although applicants are encouraged to meet their match through cash contributions.  Of this match, at least 20 percent of the match must be in cash; the balance may be cash, in-kind services, or donated goods.  Therefore, a project requesting $200,000 in Federal funds must provide a match of at least $100,000 (33 percent of total approved project costs of $300,000.)  Grantees will be held accountable for commitments of non-Federal resources even if over the amount of the required match.  Failure to provide the amount will result in reduction of the Federal award.

3. Other:

Eligible Client Population:

To be eligible for Matching Grant assistance, clients must provide documentary proof of one of the following statuses as a condition of eligibility. Henceforth, all eligible clients will be referred to as "clients" unless the context indicates otherwise.

1. Refugees or asylees under 45 CFR 400.43;
   
   
2. Cuban and Haitian entrants under 45 CFR Part 401;
   
   
3. Certain Amerasians from Vietnam under 45 CFR 400.43;
   
   
4. Victims of Severe Form of Human Trafficking, per section §107(b)(1)(A) of the Trafficking Victims Protection Act of 2000, P.L. No. 106-386, and certain family members of victims of a severe form of human trafficking, per the Trafficking Victims Protection Reauthorization Act of 2003 (TVPRA), P.L. No. 108-193 (22 U.S.C. § 7105(b)(1)(A)).  [See ORR State Letters #00-17 (as clarified by #00-22); #01-13 (as modified by #02-01; and #04-12.]

Enrollment Criteria:

The date of eligibility for Matching Grant Services is counted from the date of arrival into the country for refugees and Amerasians; the date an individual becomes a Cuban/Haitian entrant; the date of the final grant of asylum for asylees; and the date of the certification or eligibility letter for victims of severe forms of trafficking. Enrollment into the Matching Grant Program must be within 31 days of the date of eligibility for the individual.  Agencies may request from ORR an exception to the eligibility date for asylees if the date of notification to the asylee differs from the date of the grant of asylum. 

At least one member of the refugee unit must be deemed employable for the case to be enrolled into the Matching Grant Program, and all other members must be otherwise eligible. The following refugees are not eligible for the Matching Grant Program:

• Elderly or disabled refugees who are expected to receive Supplemental Security Income (SSI) within nine months after arrival;
   
• Refugees who are not expected to become employed shortly after eligibility for the program; 
  
  
• Individuals who are already economically self-sufficient.  Economic self-sufficiency means earning a total family income at a level that enables a family unit to support itself without receipt of a cash assistance grant (45 CFR 400.2); or  
  
  
• Individuals receiving other forms of cash assistance or supplementary income such as Refugee Cash Assistance (RCA), Temporary Assistance for Needy Families (TANF) or SSI, or participating in ORR funded Wilson/Fish Alternative Program, Public Private Partnerships, or Unaccompanied Refugee Minors programs. 

Refugees who have migrated to a new site may be enrolled into the Matching Grant Program if:

• They have not applied for cash assistance or enrolled in the Matching Grant Program elsewhere;
  
  
• The affiliate belongs to the same Voluntary Agency (Volag) that provided the initial reception and placement services; and
  
  
• They enroll at the new site within 31 days of eligibility.

In cases where a secondary migration occurs to a site where an affiliate of the same agency does not exist or participate in the Matching Grant Program, enrollment will be permitted within the first 31 days with written concurrence of the initial resettlement agency and approval by ORR. In cases for which no agency has been assigned through an R&P Cooperative Agreement, enrollment into the program must be coordinated with other local agencies participating in the Matching Grant Program to assure no duplication of enrollment.

Refugees who are resettled by a local affiliate through the DOS's R&P program may not enroll in MG services through an affiliate of a different Voluntary Agency in that same locale without prior approval by ORR.    

Disqualification Factors

IV. APPLICATION AND SUBMISSION INFORMATION

1. Address to Request Application Package:

2. Content and Form of Application Submission:

Submit application materials on white, 8.5 by 11 inch paper only.  Pages should be numbered in a single sequential order.  The font size may be no smaller than 12-point (such as Times New Roman or Courier) and the margins must be at least one inch on all sides.  Do not use colored, oversized, or folded materials.  Do not include organizational brochures or other promotional materials, slides, films, clip, etc.  Limit your national project description narrative to 25 pages.  ORR will not consider applications with project narratives that exceed 25 pages.

Applications should begin with a project abstract that makes reference to the funding request.  Each application should include a national project description followed by four attached appendices.  Project description narrative content should be organized by categories as listed under Evaluation Criteria found in Section V of this announcement.  Successful applicants will address the Evaluation Criteria of this announcement.

Applications for supplemental requests should be attached last.  

Appendices:

• Appendix One-  National Office GPRA Chart, for a sample National Office GPRA Chart, contact The ORR Matching Grant Program.  See Section VII Agency Contacts. 
  
  
• Appendix Two-  Local Site Project Designs with attached GPRA chart, budget and budget narrative and third-party agreements.   

Applicants are encouraged to use the Local Site Project Designs template, which may be found at http://www.acf.hhs.gov/programs/orr/programs/match_grant_prg.htm

Refer to the checklist found in Section IV.3 of this announcement.  Local Site Project Design narrative content should be limited to two pages for each affiliate site excluding local site budgets.  Appendix Two should be organized alphabetically by state, then by city. 

Third party agreements should be included in the application by applicants who deliver services through third parties.  Provide written and signed agreements between grantees and subgrantees, or subcontractors, or other cooperating entities.  These agreements must detail the scope of work to be performed, work schedules, remuneration and other terms and conditions that structure or define the relationship. 

For local site budgets, provide the following: 

1. A line-item budget.
   
   
2. A narrative explanation.  The line-item budget shall indicate the amount of local administrative costs, case management, employment services, cash allowance, maintenance assistance (food and housing), transportation, and "other" (e.g. non-required, but allowable services), for each affiliate. Also include the number of refugees projected to be resettled at each site during the grant period and the number of clients expected to be served through the Matching Grant Program. The line-item budget for each site shall include a line-item breakout between the Federal and non-Federal resources that will be used to serve the Matching Grant clients.  The budget narrative shall include the total number of staff positions funded, salary, time allocated, costs for each position funded, and direct and indirect administrative costs.
   
   
3. Describe policies and procedures that govern affiliate in-kind match services (e.g., guidelines and required documentation concerning services provided by volunteers, training and supervision provided to volunteers, procedures for determining the value of in-kind contributions, and the average local rate for volunteer staff time and how this was determined), and how that match is tracked and reflected in Matching Grant services and client files. 
   
4. Describe how and when the required dollar match will be raised.  Provide agency fund raising schedules/events, if available. 

• Appendix Three-  Agency network data

Applications should provide a description of the affiliate network service capacity and its rationale and strategy for placement.  Applications are encouraged to include the Agency network data template , which may be found at http://www.acf.hhs.gov/programs/orr/programs/match_grant_prg.htm

Refer to the checklist found in Section IV.3 of in this announcement. 

• Appendix Four-  Voluntary Agencies Standardized Forms

Applicants should include a copy of all standard forms used by the Voluntary Agencies to administer the Matching Grant Program.

Budget

For the overall budget and budget justification, applicants must provide detailed descriptions in the following format by category: General Guidelines, Personnel, Fringe Benefits, Travel, Equipment, Supplies, Contractual, Indirect Charges, Program Income (see 45 CFR Part 74 or Part 92, as applicable), Non-Federal Resources, Total Direct Charges, Total Indirect Charges and Total Costs.

For applicant's National Administration, provide:

1. A line-item budget.
   
   
2. A narrative explanation for national administration. The line-item budget shall include a line-item breakout between the Federal and non-Federal resources that are used to serve the Matching Grant clients. The budget narrative shall include the total number of staff positions funded, salary, time allocated, costs for each position funded, and direct and indirect administrative costs. Describe policies and procedures that govern agency in-kind match services (e.g., guidelines concerning services provided by volunteers, training and supervision provided to volunteers, procedures for determining the value of in-kind contributions, and the average local rate for volunteer staff time and how this was determined), and how matching is tracked, monitored, and reported at the national level.

D-U-N-S Requirement

Proof of Non-Profit Status

Forms, Assurances, and Certifications

3. Submission Dates and Times:

Due Date for Applications: 11/16/2007

Explanation of Due Dates

Receipt acknowledgement for application packages will not be provided to applicants who submit their package via mail, courier services, or by hand delivery.   Applicants will receive an electronic acknowledgement for applications that are submitted via http://www.Grants.gov.

Checklist

Applications should be organized to follow the order as prescribed in the checklist.  The application should have four attached appendices.  Refer to http://www.acf.hhs.gov/programs/orr/programs/match_grant_prg.htm for templates.  

Applicants are encouraged to organize the narrative content of the application according to the Evaluation Criteria in Section V. 

You may use the checklist below as a guide when preparing your application package.

4. Intergovernmental Review of Federal Programs:

5. Funding Restrictions:

6. Other Submission Requirements:

Submission by Mail

Hand Delivery

V. APPLICATION REVIEW INFORMATION

The Paperwork Reduction Act of 1995 (P.L. 104-13)

Public reporting burden for this collection of information is estimated to average 40 hours per response, including the time for reviewing instructions, gathering and maintaining the data needed and reviewing the collection information.

The project description is approved under OMB control number 0970-0139, which expires 4/30/2010.

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.  (This information collection is currently under OMB review for extension of the expiration date.  According to OMB policy, the approval will not expire while the collection is under its review.).

1. Criteria:

Part I   THE PROJECT DESCRIPTION OVERVIEW

PURPOSE

GENERAL EXPECTATIONS AND INSTRUCTIONS

Part II   GENERAL INSTRUCTIONS FOR PREPARING A FULL PROJECT DESCRIPTION

INTRODUCTION

EVALUATION CRITERIA:

APPROACH - 25 points

Applications will be evaluated to the extent that they demonstrate the following:

1. The institutional organization and the overall management of this structure. The administrative relationship between the national office and the participating local affiliates, including the financial relationship, reporting mechanisms and data collection activities. 
   
   
2. The national strategy for encouraging enrollment of clients into the program taking into account performance and proposed outcomes.  Strategies should include and reference free cases versus family reunion cases; single refugees versus families with two parents and/or families with single parents; refugee versus parolee versus asylee, etc.
   
   
3. Service delivery systems including provision of in-house and out-of-house services.  Successful applicants will demonstrate adequate use of case management procedures.  
    
   
4. The method established for determining when a refugee is considered self-sufficient.
   
   
5. The agency's process for coordinating Matching Grant services with the State-administered program services and other social services programs such as Food Stamps and Medicaid. 
   
   
6. The policies concerning language assistance for Limited English Proficient persons in accordance with ORR State Letter #00-18 and #05-20. 
   
   
7. The policies implemented by the agency to differentiate charges for services funded by the R&P Cooperative Agreement, by alternative projects such as public-private partnerships (PPP), or by Wilson/Fish Alternative Program from those provided through the Matching Grant Program to ensure that the Matching Grant will not fund services to be provided under other agreements.
   
   
8. The policies and procedures that govern agency in-kind match services.  Include the guidelines concerning allowable services provided by volunteers, background checks, training and supervision provided to volunteers, procedures for determining the value of in-kind contributions, and the average local rate for volunteer staff time and how this was determined.   

RESULTS OR BENEFITS EXPECTED - 15 points

Successful applications will demonstrate the following:

1. The reasonableness of the applicant's plan to set goals for continuous improvement.
   
   
2. The extent on which the applicant's goals and its proposed local site goals meet the overall goal of the Matching Grant Program of refugees achieving self-sufficiency as quickly as possible after their arrival in the U.S.
   
   
3. The extent to which the applicant demonstrates a national strategy that maximizes successful outcomes.
   

EVALUATION - 15 points

Applications will be evaluated to the extent that they demonstrate the following:

1. Its processes for ensuring adequate oversight of activities at local affiliates. 
   
   
2. Its strategies for ensuring accurate reporting of self-sufficiency outcomes (including how self-sufficiency outcomes are measured), monitoring (purpose and protocol) and technical assistance.
   
   
3. Its processes for ensuring valuation of the in-kind match is assessed in accordance with 45 CFR 74.23.  Also include the processes for auditing, tracking and reporting the match at the national level. 
   
   
4. Its procedures to ensure refugees will not access public cash assistance benefits during their Matching Grant service period.  Any sanctions applied, and the procedures for applying those sanctions, when an appropriate offer of employment or training is refused without good cause.
   
   
5. Its support and technical assistance to participating local affiliates.    
   

STAFF AND POSITION DATA - 10 points

Applications will be evaluated to the extent that they demonstrate the following: 

1. The national management of the Matching Grant Program, including the number of staff members in the national office whose time is allocated to the grant, the percent of time allocated to the grant, and their grant-related responsibilities. 
2. The qualifications of the staff members who will manage the Matching Grant Program.
   

ORGANIZATIONAL PROFILES - 25 points

BUDGET AND BUDGET JUSTIFICATION - 10 points

Applications will be evaluated to the extent that they demonstrate the following: 

1. The clarity and reasonableness of the budget; the extent on which the applicant sufficiently details the budget and demonstrates a cost-effective use of Federal funds.
   
   
2. The extent to which the applicant justifies the budget and uses reasonable methodologies for estimating the number of client participants and the amount of matching funds.
   
   
3. The extent to which the system for determining the value of in-kind contributions is clear, reasonable, and appropriate.
   
   
4. The reasonableness of the methods for acquiring the match.
   
   
5. The ways in which the applicant will distribute funds to affiliate offices and the affiliate offices will track those funds. 
   

BONUS POINTS, SUPPLEMENTAL FUNDS - 20 points

The following criteria will be used to evaluate applications for supplemental requests: 

ORR will assess the applicant's request for supplemental funds by considering unmet needs throughout the respective Volag's national service network.  ORR will look at such factors as having served more clients than funded, or the inability to enroll clients at the end of the previous project period due to a lack of sufficient funding, and overall performance.

2. Review and Selection Process:

An independent review panel of experts will review and score competitively all applications that meet the stipulated deadline and other stated requirements in accordance with ACF grants policy and the criteria stated above.  The independent review panel's scores and explanatory comments will assist the Director of ORR in considering competing applications.  Reviewers' scores weigh heavily in funding decisions but will not be the only factors considered.  Applications generally will be considered in order of the average scores assigned by the reviewers.  However, highly ranked applications are not guaranteed funding since other factors are taken into consideration, including comments of reviewers and of ACF/ORR officials, the applicants' previous program performance, the applicants' compliance with the grant terms of previous HHS grants, audit reports, and investigative reports.  The Director of ORR will make the final funding decisions.

3. Anticipated Announcement and Award Dates:

VI. AWARD ADMINISTRATION INFORMATION

1. Award Notices:

2. Administrative and National Policy Requirements:

3. Reporting Requirements:

Financial Reports: Semi-Annually

Program Progress Reports: Tri-Annually
Financial Reports: Semi-Annually

VII. AGENCY CONTACTS

Program Office Contact:

Ron Munia
Co-Director of Community Resettlement
U.S. Department of Health and Human Services
Administration for Children and Families
370 L'Enfant Promenade, SW.
Aerospace Building, 8th Floor-West
Washington, DC 20447
Phone:  202-401-4559
Fax: 202-401-4820
Email: rmunia@acf.hhs.gov

Grants Management Office Contact:

Ben Sharp
U.S. Department of Health and Human Services
Administration for Children and Families
Office of Grants Management-Division of Discretionary Grants
370 L'Enfant Promenade, SW.
Aerospace Building, 6th Floor-East
Washington, DC 20447
Phone:  202-401-5513
Email: ACFOGME-Grants@acf.hhs.gov

VIII. OTHER INFORMATION