Administration for Children and Families
 
 
Office of Refugee Resettlement
 
Standing Announcement for Residential (Secure) Services for Unaccompanied Alien Children
HHS-2017-ACF-ORR-ZU-1134
Application Due Date: 08/01/2016
Due Date for Applications:
  • FY2016: 08/01/16
  • FY2017: 06/16/17
  • FY2018: 06/15/18

No applications will be accepted in between the open application periods.

 
Standing Announcement for Residential (Secure) Services for Unaccompanied Alien Children
HHS-2017-ACF-ORR-ZU-1134
TABLE OF CONTENTS
 
    1. Overview
    2. Executive Summary
    1. Program Description
    2. Federal Award Information
    3. Eligibility Information
      1. Eligible Applicants
      2. Cost Sharing or Matching
      3. Other
    4. Application and Submission Information
      1. Address to Request Application Package
      2. Content and Form of Application Submission
      3. Unique Entity Identifier and System for Award Management
        (SAM)
      4. Submission Dates and Times
      5. Intergovernmental Review
      6. Funding Restrictions
      7. Other Submission Requirements
    5. Application Review Information
      1. Criteria
      2. Review and Selection Process
      3. Anticipated Announcement and Federal Award Dates
    6. Federal Award Administration Information
      1. Federal Award Notices
      2. Administrative and National Policy Requirements
      3. Reporting
    7. HHS Awarding Agency Contact(s)
    8. Other Information
 
 
HHS-2017-ACF-ORR-ZU-1134
Standing Announcement for Residential (Secure) Services for Unaccompanied Alien Children
ANNOUNCEMENT PUBLICATION | VALIDATE & APPROVE
 
Department of Health & Human Services
Administration for Children and Families
 
Program Office:Office of Refugee Resettlement
Funding Opportunity Title:Standing Announcement for Residential (Secure) Services for Unaccompanied Alien Children
Announcement Type:Initial
Funding Opportunity Number:HHS-2017-ACF-ORR-ZU-1134
Primary CFDA Number: 93.676
Due Date for Applications: 08/01/2016
 
Due Date for Applications:
  • FY2016: 08/01/16
  • FY2017: 06/16/17
  • FY2018: 06/15/18

No applications will be accepted in between the open application periods.

 
Executive Summary

Notice: 

  • Applicants are strongly encouraged to read the entire funding opportunity announcement (FOA) carefully and observe the application formatting requirements listed in Section IV.2. Content and Form of Application Submission. For more information on applying for grants, please visit "How to Apply for a Grant" on the ACF Grants Page at http://www.acf.hhs.gov/grants/howto.

The Office of Refugee Resettlement/Division of Children's Services (ORR/DCS), within the Administration for Children and Families (ACF), provides temporary shelter care and other child welfare-related services to unaccompanied children (UC) in ORR custody.  Residential care services begin once ORR accepts a UC for placement and ends when the UC is released from ORR custody, turns 18 years of age, or the UC’s immigration case results in a final disposition of removal from the United States.  Residential care and other child welfare-related services are provided by state-licensed residential care programs in the least restrictive setting appropriate for the UC’s age and needs. 

ORR is announcing this funding opportunity announcement (FOA) to seek secure care providers. Care providers operating a secure facility are required to be licensed in the state in which it is located to provide secure care. The secure care provider manages a specialized population of UC who have exhibited the following behaviors: violent or criminal behavior that endangers others; serious escape history/risk; extremely disruptive/dangerous behavior in a shelter; and/or disruptive/dangerous behavior in a staff-secure setting.

All entities, funded under this FOA, must also comply with the Flores Settlement Agreement, the Perez-Olano Settlement Agreement, Case No. CV05-3604 (C.D. Cal., Dec. 14, 2010), pertinent regulations, laws, and ORR policies, instructions, and procedures. ORR encourages applicants to review ORR's policies, instructions, and procedures at:  http​://www​.acf​.hhs​.gov​/progr​ams​/orr​/resou​rce​/child​ren​-enter​ing​-the​-unite​d​-state​s​-unacc​ompan​ied​ as these will be critical to the overall program design.

 

I. Program Description

Statutory Authority

This program is governed by:  Section 462 of the Homeland Security Act (HSA) of 2002, 6 U.S.C. § 279, which in March 2003, transferred responsibility for the care and custody of UC from the Commissioner of the former Immigration and Naturalization Service to the Director of ORR.  In making decisions on placement and services provided to UC, the Director is governed by §462 of the HSA of 2002; section 235 of the William Wilberforce Trafficking Victims Protection Reauthorization Act of 2008, Pub. L. No. 110-457 (TVPRA of 2008), as amended; relevant portions of the Prison Rape Elimination Act of 2003, Pub. L. No. 108-79 (PREA), as amended; and when it is not inconsistent with subsequent law, the Flores settlement agreement and the Perez-Olano Settlement Agreement, Case No. CV85-4544RJK (C. D. Cal. 1996) (Perez-Olano settlement agreement).

In December 2014, the Department of Health and Human Services (HHS) released an Interim Final Rule (IFR) on standards to prevent, detect, and respond to sexual abuse and sexual harassment involving UC.  The IFR sets forth standards to prevent, detect, and respond to sexual abuse and sexual harassment in ORR care provider facilities that house UC in accordance with section 1101(c) of the Violence Against Women Reauthorization Act of 2013, Pub. L. 113-4 (VAWA 2013).  The rule does not apply to secure care provider facilities.  Instead, section 411.10(a) of the IFR directs secure care provider facilities to follow the Department of Justice’s National Standards to Prevent, Detect, and Respond to Prison Rape, 28 CFR part 115.   

 

Description

BACKGROUND

The primary function of ORR/DCS is to provide temporary shelter care and other related services to UC in ORR custody.[1]  The HSA of 2002 §462(g)(2) defines an unaccompanied alien child as a child who:

(A) has no lawful immigration status in the United States;
(B) has not attained 18 years of age; and
(C) with respect to whom—

(i) there is no parent or legal guardian in the
    United States; or
(ii) no parent or legal guardian in the United States is available to provide care and physical custody.

Although the UC population generally consists of adolescents 12 to 17 years of age, with males representing a higher percentage of the overall population, ORR is seeking applicants who can provide services for a diverse population of UC of all ages and genders, as well as pregnant and parenting teens.  UC come from all over the world, but  most are from El Salvador, Honduras, Guatemala, and Mexico. Unless otherwise specified, successful applicants are expected to provide services for UC from any country.

UC are in the legal custody of the federal government throughout their stay in ORR care but are in the physical custody of the care provider.  The majority of UC are typically in ORR custody between 30-35 days, but a UC's length of care can vary. The size of the entire UC population in ORR custody will fluctuate depending on the number of UC the United Sates Department of Homeland Security refers to ORR for placement and the rate at which UC are discharged from ORR custody.

 

PROGRAM STRUCTURE

Secure care (care providers) provides temporary and safe custody of UC whose alleged conduct is subject to court jurisdiction and who require a restricted environment for their own and the community’s safety while pending legal action. Care providers must have state or county authorization or licensing to operate a secure juvenile detention facility.

Care providers must be in full compliance with the U.S. Department of Justice’s (DOJ) regulations on National Standards to Prevent, Detect, and Respond to Prison Rape (28 CFR Part 1150, as well as applicable ORR policies and procedures addressing sexual abuse and sexual harassment.  The DOJ rule may be found here: https​://www​.gpo​.gov​/fdsys​/pkg​/FR​-2012​-06​-20​/pdf​/2012​-12427​.pdf​.  

In addition to the DOJ standards, care providers must comply with the following ORR policies on sexual abuse and harassment:  

  • Maintaining and enforcing a zero tolerance policy for all forms of sexual abuse, sexual harassment, and inappropriate sexual behavior;
  • Meeting personnel requirements including but not limited to background checks, training, and disciplinary sanctions and corrective actions; 
  • Meeting staffing and supervision requirements, including but not limited to staffing levels, staffing plans, and video monitoring restrictions;
  • Providing responsive planning in the event there is an incident of sexual abuse or sexual harassment that occurs at the care provider facility; 
  • Providing a coordinated response in coordination with medical and mental health care practitioners community service providers, outside investigators, and care provider leadership immediately following an incident of sexual abuse or sexual harassment as well as the follow-up necessary to ensure the safety of all UC and staff;   
  • Educating UC of policies and topics related to preventing, detecting, and responding to sexual abuse and harassment via an orientation, pamphlets, and bulletins board postings;
  • Assessing all UC for risk of being a victim or a perpetrator of sexual abuse while in ORR care and custody in order to inform the minor’s housing, education, recreation, and other service assignments;
  • Providing medical and mental health care, including services following an incident of sexual abuse; and
  • Reporting, providing notifications, and following up on sexual abuse, sexual harassment, and inappropriate sexual behavior occurring in ORR care, any retaliatory actions resulting from reporting allegations, and staff neglect or violations of responsibilities that have contributed to incidents.

Care providers must provide all UC with medical, behavioral, counseling, dietary and educational services and engage in recreational activities.

Care providers must provide or have access to specialized services for UC with substance abuse problems, anger management issues, mental health issues, and/or other special behavior needs. Care providers must have in-house bilingual mental health/clinician services, including psychiatric evaluations; medication assessment and management; and bilingual ORR case management services. Care providers must review UC cases every 30 days to monitor UC length of stay and evaluate possible transfer to a less restrictive facility or safe and timely release, when applicable.

Care providers must be geographically located in areas reasonably accessible to law enforcement agencies, the court, community resources, and attorneys.

Care provider facilities must be readily accessible to visitors, staff, and UC with disabilities and must comply with local, state and federal laws, codes and regulations including the Americans with Disabilities Act (ADA).

The facility must conform to applicable building and fire safety codes and have a written policy and procedure in place for all emergencies.

Care provider sleeping rooms must have natural lighting and a bed above floor level. Toilet and wash basin facilities must be in the room or readily accessible by direct communication to facility personnel.

Care provider’s facilities must have an indoor activity area consisting of day space, dining area, educational space, visiting facilities, and exercise area, excluding sleeping rooms. The facility must have adequate outdoor recreation areas as well. 

Care provider facilities must have controlled entry and exit from the premises, video monitoring in common and living areas, a communications system and alarm system for all areas of the residential structure, effective video monitoring of the exterior of the building and surrounding premises, a system for physically counting the residents and a written policy that provides that staff regulate UC movements, a daily log on resident population movement, mirrored windows or small windows in the doors of any rooms used for one-on-one meetings with UC, a facility inspection checklist (to include the safety related components of all residential operations and program functions), quarterly safety assessments, and spot inspections. 

Care providers must be familiar with the issue of human trafficking in order to provide appropriate services to UC who are victims of human trafficking, as well as to protect UC from potential threats of human trafficking. The Trafficking Victims Protection Act of 2008 (TVPA) defines human trafficking as: The recruitment, harboring, transportation, provision, or obtaining of a person for sex trafficking in which a commercial sex act is induced by force, fraud, or coercion, or in which the person induced to perform such act has not attained 18 years of age; or labor or services, through the use of force, fraud, or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage, or slavery. Any child (under the age of 18) engaged in commercial sex (including prostitution, pornography, stripping) is a victim of trafficking. For more information, click on link http​://www​.acf​.hhs​.gov​/progr​ams​/orr​/progr​ams​/anti​-traff​ickin​g​ .

UC Eligibility

A UC may be placed in a secure facility if ORR determines the youth poses a danger to self or others or has been charged with having committed a criminal offense. In making its determination, ORR considers if the UC:

  • Has committed, threatened to commit, or engaged in violent or malicious behavior that poses a danger to others
  • Has committed, threatened to commit, or engaged in serious, self-harming behavior that poses a danger to self (if a child has a mental health issue, ORR and the care provider may place him or her in a residential treatment center rather than a secure facility)
  • Has been adjudicated as a delinquent
  • Has been convicted of a crime as an adult
  • Was charged with a crime or delinquent offense
  • Is chargeable with a crime or delinquent offense
  • Needs assessment for self-disclosed violent criminal history

A UC may not be placed in secure care solely because he or she may pose a risk of escape from ORR custody. However, ORR may place a UC in a secure facility solely because he or she poses a risk of escape.  In all cases, ORR must assess whether a UC is an escape risk in order to make an informed placement decision.

Indicators of escape risk include:

  • The UC child has displayed behaviors indicative of escape or has expressed an intent to escape
  • The UC is within one month of turning 18 years of age
  • The UC has previously escaped or attempted to escape from detention or government custody
  • A UC child with an immigration history that includes:
    • A final order of removal (UC has a legal duty to report for deportation)
    • A prior breach of a bond
    • Failure to appear before Department of Homeland Security or the immigration courts
    • Previous repatriation (return to the home country) through a grant of voluntary departure or a final order of removal from an immigration judge

 

PROGRAM STAFFING REQUIREMENTS

Care providers are required to develop, implement, and document a staffing plan based on the populations served, the scope and type of provided services, anticipated requirements, staff vacancies, and budgets. The staffing plan must include staffing ratios in accordance with their licensing or authorizing entities requirement and as required by ORR’s policies and procedures.  Care provider facilities must be staffed with qualified, bi-lingual professionals, paraprofessionals, and support staff to meet the diverse needs, level of care, supervision, safety, and well-being of UC. Care providers must include a plan to staff sufficiently to cover one-on-one safety plan when necessary.

ORR requires care providers to supervise UC in accordance with state licensing requirements.  However, staff-children ratios, for secure, must be maintained at a minimum of:

  • One on-duty staff for every six children or youth during waking hours;
  • One on-duty staff for every 10 children or youth during sleeping hours;
  • One case manager for every eight children or youth; and
  • One clinician for every 12 children or youth.

Care providers are subject to the provisions of the Service Contract Act, Code of Federal Regulations (CFR) Title 29 and must abide by applicable state wage determination guidelines in their programs. For additional information on the provisions of the Service Contract Act, please click here:  http​://www​.dol​.gov​/whd​/govco​ntrac​ts​/sca​.htm​ and/or http​://www​.wdol​.gov​/

Additional or backup staff must be available for emergency situations or to meet the special needs of UC during busier periods.  Rotating after-hours and holiday coverage personnel must also be available in crisis situations.  Same gender supervision must be provided when indicated by individual treatment needs.

Care providers must complete background investigations on all staff, contractors, and volunteers prior to hire to ensure the candidate is suitable for employment to work with minors in a residential setting.  Background checks must be completed in accordance with requirements of care provider’s licensing or authorizing entity. At a minimum, a background check must be updated every five years.  For additional information on the specific types of checks that must be completed, please consult the ORR Policy Guide at section 4.3 Personnel http​://www​.acf​.hhs​.gov​/progr​ams​/orr​/resou​rce​/child​ren​-enter​ing​-the​-unite​d​-state​s​-unacc​ompan​ied​.

All hired staff must (at the minimum):

  • Be at least 21 years of age;
  • Possess the relevant experience and/or qualifications to work with UC and/or children with special needs; and
  • Be properly trained and licensed, as necessary.

Care providers must have job descriptions and selection criteria for all staff positions that state the qualifications, performance standards, and responsibilities for each position (each job description must include a section on Essential Functions as mandated by the ADA).

Care providers must have a clear organizational structure that outlines lines of authority and supervision.  Staffing plans must be in place that provide a sound relationship between the proposed responsibliities of lead program staff.

Care providers must obtain prior approval from ORR for the positions noted below. Exceptions to the minimum qualifications require ORR’s explicit written approval prior to hire.

Program Director is responsible for the overall management of the programmatic, administrative, financial, and operational systems related to the provision of care and services; provision of regular and timely reports to ORR regarding operations, services, and finances; establishing a respectful and supportive workplace environment; and elevating any issues or concerns to ORR.  At a minimum, Program Director must have a Master’s degree in social work or an equivalent degree in education, psychology, sociology, or other relevant behavioral science degree or bachelor’s degree plus five years’ experience in detention, child protective services, program management, or as Director of a licensed child care program. 

Assistant Program Director provides support to the Program Director and serves as secondary liaison with ORR. The need for an Assistant Program Director will vary depending on the number of UC served at care provider facility. At a minimum, the Assistant Program Director must have a Bachelor’s degree in education, psychology, sociology or other relevant behavioral science plus five years of progressive employment experience with a social services, detention or childcare agency or organization, 

Lead Clinician coordinates clinical services, trains new clinicians, and supervises clinical staff. At a minimum, the Lead Clinician must have a Master’s degree in social work with clinical experience or Master’s degree in psychology, sociology, or other relevant behavioral science in which clinical experience is a program requirement, or a bachelor’s degree plus five years clinical employment experience.  Lead Clinician must be licensed.

Clinician conducts mental health assessments, and provides ongoing individual and group counseling services, screens for human trafficking concerns, and provides crisis intervention services. At a minimum, the Clinician must have a Master’s degree in social work with clinical experience, or Master’s degree in psychology, sociology, or other relevant behavioral science in which clinical experience is a program requirement, or a bachelor’s degree plus five years clinical employment experience.  Clinician must be licensed or eligible for licensure.  

Lead Case Manager is responsible for coordinating case management and safe and timely release services, training new case managers, and supervising the work of other case managers. At minimum, the Lead Case Manager must have a Master’s degree in the behavioral sciences, human services or social services fields or bachelor’s degree and at least three years progressive employment experience that demonstrates supervisory and case management experience.

Prevention of Sexual Abuse (PSA) Compliance Manger is responsible for managing implementation and ongoing compliance with the DOJ’s regulation and ORR policies and procedure related to sexual abuse and harassment http​://www​.acf​.hhs​.gov​/progr​ams​/orr​/resou​rce​/child​ren​-enter​ing​-the​-unite​d​-state​s​-unacc​ompan​ied​-secti​on​-4​#4​.2​.  At a minimum, the PSA Compliance Manager must have a Bachelor’s degree in behavioral sciences, human services or social service fields, business administration or management, and at least one year experience working with child welfare standards, best practices, quality assurance or compliance.

 

PROGRAM REQUIREMENTS

Care providers are required to provide services in a structured, safe, and productive environment that meets respective state guidelines, relevant federal law, and the ORR Policy Guide: http​://www​.acf​.hhs​.gov​/progr​ams​/orr​/resou​rce​/child​ren​-enter​ing​-the​-unite​d​-state​s​-unacc​ompan​ied​.

Care providers are required to provide or arrange for the program required services in a manner that is sensitive to the age, culture, religion, dietary needs, native language, sexual orientation, gender identity, and other important individual needs of each UC.  All UC in ORR care are entitled to human rights protections and freedom from discrimination and abuse. Care providers must ensure that UC who are lesbian, gay, bisexual, transgender, questioning, or intersex (LGBTQI) are fairly treated and served during their time in ORR custody. All services and assessments are required to be administered for all UC even if they are in ORR custody for a short period of time. Care providers are required to have the capacity to provide services in the language spoken by the majority of UC in their facility and/or provide translation services. Most UC in ORR custody speak Spanish.

Care providers are expected to provide all the services under Program Requirements unless otherwise noted in this announcement.  

Important Time-Frames

Care providers must adhere to specific time-frames for required assessments and/or reports that must be administered to UC.  

Report / Assessment  Initial Deadline
Initial Intakes Assessment  Within 24 hours of admission 
Initial Medical Exam  Within 48 hours of admission
UC Assessment Within five days of admission
Individual Service Plan  Within seven days of admission 
UC Case Review  On the UC's 30th day in care and subsequently every 30 days


Acculturation and Adaptation Services

Care providers are required to provide acculturation and adaptation services that include the development of social and interpersonal skills that contribute to the ability to live independently and responsibly in the community.

Activities

Care providers are required to ensure that UC participate in activities according to a recreation and leisure time plan that includes daily outdoor activities, weather permitting, of at least one hour per day of large muscle activity and one hour per day of structured leisure time activities other than television. Activities are required to be increased to a total of three hours daily on weekends and other days when school is not in session. Recreation and leisure time activities are separate from the required physical educational requirement during school day instruction.

Case Management Services

Care providers are required to implement and administer a case management system that tracks and monitors a UC's progress on a regular basis to ensure that each UC receives the full range of program services in an integrated and comprehensive manner.  Case managers are required to meet with UC, at a minimum, once a week. The care provider's case management team is also responsible for maintenance of the UC Portal. All placement, transfer, and release requests, as well as all significant incident reports are processed through this web-based system. When necessary, case management staff are required to also work collaboratively with agencies that conduct home studies and provide post release services. Care providers are required to conduct safety and well-being follow-up calls to a UC and sponsor 30 days after the UC is released. 

Educational Services

UC must attend school five days a week for six hours a day, year round, and be appropriate to the UC's level of development, education, and communication skills. Educational services are required to be administered in a structured classroom setting and concentrate primarily on the development of basic academic competencies and secondarily on English Language Training. The educational program consists of instruction, educational materials, and other reading materials in the following basic academic areas: Science, Social Studies, Mathematics, Reading, Writing, and Physical Education.

Further Assessment Swift Track (FAST) Process

FAST is the 30-day review process to reevaluate the placement of a UC in secure care. The process is used to identify a new placement (or warrant a continued placement in a secure care provider) depending on the behavior of the UC. The FAST process takes place every 30 days, starting with 30 days after initial placement into a secure care provider. At the time of referral, the ORR/Intakes Team uses a standardized “Placement Tool” to determine the initial placement of a UC with juvenile or criminal background, violent offenses, serious behavioral concerns, and/or escape risk.

A UC does not require a review of the FAST assessment if he or she is in custody for less than one month from the date of the initial placement designation to the date of his/her 18th birthday. UC who are in ORR care less than 30 days do not require a review of the FAST assessment. ORR also allows the process to take place earlier than 30 days, particularly if new information indicates an alternative placement is more appropriate.

Group Counseling

Care providers are required to provide group counseling sessions twice a week, at a minimum. One of these two groups can be substituted by “community meetings.”  At least one group counseling session must be provided according to a psycho-educational curriculum that may be adjusted according to the needs of the population.

Individual Counseling

Care providers are required to provide at least one individual counseling session per week, for each UC. A qualified clinician conducts the counseling session with the specific objective of assessing and responding to the UC's mental health needs, reviewing the UC's progress, establishing new short-term objectives, and addressing the developmental progress, immediate concerns, and crisis-related needs of each UC.

Individualized Needs Assessments

Care providers are required to provide individualized ongoing assessment for each UC, which includes:

  • Initial Intakes Assessment (initial intake assessment, psychosocial summary, and trauma and human trafficking assessment), to be completed within five days of UC placement with care provider, to gather initial information relating to the UC's journey; the UC and family's psychosocial assessment; trauma and substance abuse history; information about a UC's work history or concerns about working to pay off debt; exploitation or trafficking concerns;  and other essential data relating to the identification and history of the UC and his/her family;
  • Assessment for Risk, which must be completed upon admission and updated every 30 days, to identify risk factors for potential sexual victimization or sexual abuser tendencies so early intervention can take place to mitigate any potential risks or safety concerns; 
  • A UC Assessment, and periodic UC Case Review every 30 days assessing the UC’s:
    • mental health and identification of any special medical needs, including any specific issues that may require immediate intervention;
    • an educational assessment and plan;
    • ongoing assessment of a UC's behavioral issues and any previous juvenile justice or criminal involvement;
    • a statement of religious preference and practice; and
    • identifying information and continuing to pursue additional information regarding the UC's immediate family members, other relatives, or family friends who may be residing in the United States and able to be a UC’s sponsor, when applicable.

Individual Service Plan

Care providers are required to complete a comprehensive and realistic Individual Service Plan (ISP) for each UC in accordance with the UC's needs as determined by the UC Assessments and assessment of any trafficking concerns.  ISPs are implemented and closely coordinated through an operative clinical assessment and intervention plan, as well as a case management system. The ISP must be completed with seven days of admission and updated every 30 days. In cases where human trafficking is suspected or confirmed, the care provider is required to refer the UC to ACF’s Office of Anti-Trafficking in Persons division and provide or refer the UC for other services to ensure the UC has access to all services guaranteed by TVPRA of 2008.

Legal Services

Care providers are required to inform UC of the availability of free legal assistance, and the rights victims of trafficking have under TVPRA of 2008. A private space for the UC and his/her attorney to meet and confer on legal matters must be made available. The care provider must make reasonable accommodations to allow the UC to meet privately with their attorney and attend all hearings or proceedings to which the UC is a party.

Care providers must make reasonable accommodations to allow the UC to meet privately with their attorney and attend all hearings or proceedings to which the UC is a party. 

Maintenance of Case Files

Care providers must maintain comprehensive, accurate, and up-to-date case files as well as electronic records on UC that are kept confidential and secure at all times and must be accessible to ORR upon request. Electronic records include those on the care provider’s network drive, as well as those on the UC Portal. Care providers must have written policies and procedures for organizing and maintaining the content of active and closed case files that incorporate state licensing requirements and/or accrediting agency requirements, and ORR policies and procedures.

Medical Services

Care providers are required to provide:

  • a complete medical examination (including a screening for infectious diseases) within 48 business hours of admission; excluding weekends and holidays, only if UC does not have documentation of a medical examination completed within the previous six months at another ORR facility;
  • appropriate immunizations in accordance with the United States Public Health Service and the Centers for Disease Control and Prevention;
  • family planning services, including pregnancy tests and comprehensive information about and access to medical reproductive health services and emergency contraception;
  • other appropriate and routine medical and dental care;
  • emergency health care services;
  • administration of prescribed medication and special diets;
  • appropriate mental health interventions, when necessary;
  • arranging forensic medical examinations, as necessary; and
  • sexually transmitted infections prophylaxis.

Mental Health Services

Care providers are required to provide clinical services, including regular on-site individual and group counseling sessions and have an ability to access community mental health services for UC with special needs. Community mental health services include psychiatric evaluations and treatment, medication assessments and management, crisis intervention, in-patient acute psychiatric care, and other clinical interventions as identified by ORR.

Nutritional Services

Care providers must provide nutritional services in accordance with U.S. Department of Agriculture and HHS nutritional guidelines and state licensing requirements. They also must establish procedures to accommodate dietary restrictions, food allergies, health issues, and religious or spiritual requirements.

Orientation

Upon 48 hours of admission, care providers are required to provide every UC with a comprehensive program orientation that covers the program's services, rules (written and verbal), expectations, zero tolerance policy towards sexual abuse and sexual harassment, and the availability of free legal assistance. The orientation must be provided in formats that are accessible to UC who are limited English proficient, deaf, visually impaired or otherwise disabled, as well as those who have limited reading skills.

Religious Access

Whenever possible, care providers must provide or arrange for access to any available religious services of the UC's choice. Care providers must abide by 45 CFR § 87.1(c), which prohibits the program administrators from providing inherently religious activities, such as worship, religious instruction or proselytization, as part of the federally funded program or services. This means that the materials disseminated by staff persons must be neutral in their treatment of religion. Neither staff nor materials used in these programs should promote, endorse, or favor religious beliefs over non-religious beliefs, nor should they disparage religious beliefs in any way. Further, they should not express a judgment with regard to religious beliefs or non-belief, or seek to influence the beliefs of UC with respect to religion. Yet, this does not limit the speech of any UCs who might choose to talk about religion, as long as the program administrators, instructors, or officials do not control, encourage, or approve of their speech after the fact. For example, a UC may choose to engage in prayer, subject to the same rules designed to prevent material disruption of the program that are applied to any other privately initiated speech. Additionally, as indicated above, care providers should provide or arrange for access to outside privately funded religious services that a UC requests by, for example, providing television access or arranging for transportation to such services.

If a care provider chooses to operate a program with inherently religious content then the provider must take steps to completely separate that program from the federally funded services in time or location, and do so in such a way that it is clear that the two programs are separate and distinct. For example, the inherently religious program may be offered in another facility. Yet, participation in that program must be voluntary for any UCs that chooses to attend, and that program must be privately funded.

Right to Privacy

UC have a reasonable right to privacy that includes the right to: (a) wear his or her own clothes, as permitted by the facility's rules and regulations; (b) retain a private space in the facility for the storage of personal belongings; (c) talk privately on the phone, as permitted by the facility’s rules and regulations; (d) visit privately with guests, as permitted by the facility rules and state or local regulations; and (e) receive and send uncensored mail unless there is a reasonable belief that the mail contains contraband.

Rules/Behavior Management

Care providers' program rules and discipline standards are required to be formulated with consideration for the range of ages and maturity levels of UC in the program and with cultural sensitivity towards all UC. A behavior management plan used by the care provider must meet child welfare best practice standards and must be approved by ORR. Each care provider facility must have basic rules posted in both English and UC’s native language. These rules must be reviewed with UC upon placement and focus on safety, respect, and group living. Misbehavior must be resolved on an individual basis. All interventions must be positive, strength-based and must never subject UC to corporal punishment, humiliation, mental abuse, or punitive interference with the daily functions of living, such as eating or sleeping.  Any form of restraints must be in accordance with care provider’s state licensure.

Safe and Timely Release Services

Care providers must adhere to ORR’s policies and procedures that are in place to ensure the care and safety of UC, when applicable. These policies require the timely release of UC to qualified parents, guardians, relatives or other adults, referred to as “sponsors.” Safe and timely release must occur within a setting that promotes public safety and ensures that sponsors are able to provide for the physical and mental well-being of UC. ORR evaluates potential sponsors’ ability to provide for the UC’s physical and mental well-being, as the law requires ORR to protect UC from smugglers, traffickers or others who might seek to victimize or otherwise engage the UC in criminal, harmful or exploitative activity.  The process for the safe and timely release of a UC from ORR custody involves many steps, including:  the identification of sponsors; the submission by a sponsor of the application for release and supporting documentation; the evaluation of the suitability of the sponsor, including verification of the sponsor’s identity and relationship to the child, background checks, and in some cases home studies; and planning for post-release. The provision of safe and timely release services will be monitored and evaluated by ORR, and poor performance may result in corrective actions or termination of the agreement.

Safety Planning

Care providers must develop a written safety and security plan that includes policies and procedures for all UC in its care and program staff. The safety plan must address emergency situations covering the following areas: runaways, evacuations (for example due to a hurricane, fire, or other emergency), medical and mental health emergencies, and disease outbreaks.

Care providers must meet the safety requirements maintained by state and/or local licensing entities, fire code regulations, and local zoning and building code regulations.

Transportation/Escort

Care providers are required to provide UC with transportation services to local airports and if necessary, provide escort for the UC according to ORR policies and to local services and appointments, such as medical and dental appointments, and immigration court hearings.

Visitation/Phone Calls

UC must be provided the opportunity to make a minimum of two telephone calls per week (10 minutes each) to family members and/or sponsors, in a private setting. UC are allowed to call both family members and sponsors living in the United States and abroad. UC also have a right to receive visitors. Attorneys of record must be allowed reasonable access to UC according to ORR/DCS instructions and procedures.  Visitors are required to follow established facility protocols in order to ensure the safety and well-being of the UC and others in the facility.

Vocational Educational Services

Care providers are encouraged to create or provide access to vocational training opportunities that will provide UC with practical and competitive job skills and assist in the preparation for adulthood. Vocational programs may not replace academic education or be a substitute for the basic subject areas.

For more information on application requirements, please see Section IV.2. The Project Description.

 

FAITH BASED ORGANIZATIONS

Consistent with the ACF Policy on Grants to Faith-Based Organizations (please see Section III.1 Eligible Applicants for more information), ACF is mindful that potential grantees may have religious objections to providing certain kinds of services.  ACF is committed to providing the full range of legally permissible services to people who need them, and to do so in a timely fashion and in a manner that respects the diverse religious and cultural backgrounds of those we serve. At the same time, ACF is also committed to exploring ways for organizations to partner with ACF and other grantees even if they object to providing specific services on religious grounds.

If an organization has a religious objection to providing any of the services required in the program, it may propose an approach to meeting its grant obligations consistent with ACF's faith-based policy. The alternative approach must be one that accomplishes the goal of ensuring that UC in ORR’s custody understand the full range of services available in the program, including family planning services, and that there is a mechanism by which UC requesting such services can receive appropriate services. If an alternative approach is proposed, ORR will decide whether to accept the alternative approach, based upon a determination of whether the alternative approach will ensure timely provision of all services for which the individual is eligible, is not burdensome to the client, and is operationally feasible for ACF.

 

POST-AWARD REQUIREMENTS

ORR is seeking approval from the Office of Management and Budget (OMB) for information collection under the Paperwork Reduction Act (PRA) on the UC forms for post-award reporting. Forms will include, but are not limited to:

  • UC Portal Capacity Report
  • Notice of Placement in Secure or Staff Secure Facility
  • Initial Intakes Assessment
  • UC Assessment
  • ISP
  • UC Case Review Form
  • Significant Incident Report (SIR)
  • Sexual Abuse SIR Form
  • Assessment for Risk Form
  • Care Provider Incident Review Form
  • New Sponsor Form
  • Transfer Request and Tracking Form
  • Long Term Foster Care Placement Memo
  • Travel Request form for UC Long Term Foster Care
  • Notice of Transfer to Immigration and Customs Enforcement (ICE) Chief Counsel and Change of Address
  • Care Provider Family Reunification Checklist
  • Release Request
  • Discharge Notification
  • Verification of Release
  • Child Advocate Referral and Appointment Form
  • Notice of Rights and Provision of Services Handout
  • Legal Service Provider List for UC

NOTE: Consistent with the PRA of 1995, 44 U.S.C. §§ 3501-3521, under this FOA, ORR will not conduct or sponsor – and a person is not required to respond to - a collection of information covered by such Act, unless it displays a currently valid OMB control number. ORR will be seeking approval of its UC forms through the OMB Office of Information and Regulatory Affairs. ORR will not request this information if these forms are not approved at the time that reports are due.

Please see Section VI.3. Reporting for more information.



[1] The term “unaccompanied child” or “UC” is used in place of the statutory term “unaccompanied alien child,” but it retains the statutory meaning.

II. Federal Award Information
Funding Instrument Type: Cooperative Agreement
Estimated Total Funding: $9,000,000
Expected Number of Awards: 10
Award Ceiling: $3,000,000 Per Budget Period
Award Floor: $1,000,000 Per Budget Period
Average Projected Award Amount: $2,000,000 Per Budget Period
Anticipated Project Start Date: 10/01/2016

Length of Project Periods:

Length of Project Period: 36-month project with three 12-month budget periods

Additional Information on Awards:

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

Applications requesting an award amount that exceeds the Award Ceiling per budget period, or per project period, as stated in this section, will be disqualified from competitive review and from funding under this announcement. This disqualification applies only to the Award Ceiling listed for the first 12-month budget period for projects with multiple budget periods. If the project and budget period are the same, the disqualification applies to the Award Ceiling listed for the project period. Please see Section III.3. Other, Application Disqualification Factors.

Note: For those programs that require matching or cost sharing, recipients will be held accountable for projected commitments of non-federal resources in their application budgets and budget justifications by budget period or by project period for fully funded awards, even if the projected commitment exceeds the required amount of match or cost share. A recipient's failure to provide the required matching amount may result in the disallowance of federal funds. See Section III.2. of this announcement for information on cost-sharing or matching requirements.

Funds for years two through three will be awarded on the basis of submission and approval of the non-competing continuation applications. Awards are subject to the satisfactory progress by the grantee and a determination that continued funding would be in the best interest of the federal government.

Applicants proposing staff allocated to several funding sources or several funding applications must ensure that Full Time Employees (FTEs) allocations do not exceed 100%.

Description of ACF's Anticipated Substantial Involvement Under the Cooperative Agreement

ORR supports grantees in the following areas:

  • The design, implementation, and modification of program activities, services, and facilities;
  • The design of protocols or procedures;
  • The evaluation of contractors (if applicable);
  • The approval of key program staff;
  • Input of case information into UC Portal;
  • The provision of training and technical assistance to staff;
  • Select decisions regarding individual case management activities; and
  • The approval of all releases of UC to sponsors, when applicable.

ORR monitors grantees by reviewing of budgets, mandatory reports, and overall compliance outlined by the ORR/DCS policies and procedures manual. ORR will not request any UC reports from grantees unless it has received OMB approval under PRA. Although ORR reviews budgets, the Office of Grants Management (OGM) is included in all budgetary and fiscal matters and final budget approval is made by OGM.  

III. Eligibility Information
III.1. Eligible Applicants

Care providers are required to provide documentation of state or county authorization to operate a secure juvenile detention facility.

Applications from individuals (including sole proprietorships) and foreign entities are not eligible and will be disqualified from competitive review and from funding under this announcement. See Section III.3. Other, Application Disqualification Factors.

Faith-based and community organizations that meet the eligibility requirements are eligible to receive awards under this funding opportunity announcement. Faith-based organizations are encouraged to review the ACF Policy on Grants to Faith-Based Organizations at: http: //www.acf.hhs.gov/acf-policy-on-grants-to-faith-based-organizations.
See Section IV.2. Legal Status of Applicant Entity for documentation required to support eligibility.
 
III.2. Cost Sharing or Matching
Cost Sharing / Matching Requirement: No

For all federal awards, any shared costs or matching funds and all contributions, including cash and third-party in-kind contributions, must be accepted as part of the recipient’s cost sharing or matching when such contributions meet all of the criteria listed in 45 CFR 75.306.

For awards that require matching by statute, recipients will be held accountable for projected commitments of non-federal resources in their application budgets and budget justifications by budget period, or by project period for fully funded awards, even if the projected commitment exceeds the amount required by the statutory match. A recipient’s failure to provide the statutorily required matching amount may result in the disallowance of federal funds. Recipients will be required to report these funds in the Federal Financial Reports.

For awards that do not require matching or cost sharing by statute, where “cost sharing” refers to any situation in which the recipient voluntarily shares in the costs of a project other than as statutorily required matching. These include situations in which contributions are voluntarily proposed by an applicant and are accepted by ACF. Non-federal cost sharing will be included in the approved project budget so that the applicant will be held accountable for proposed non-federal cost-sharing funds as shown in the Notice of Award (NOA). A recipient’s failure to provide voluntary cost sharing of non-federal resources that have been accepted by ACF as part of the approved project costs and that have been shown as part of the approved project budget in the NOA, may result in the disallowance of federal funds. Recipients will be required to report these funds in the Federal Financial Reports.

 
III.3. Other

Application Disqualification Factors

Applications from individuals (including sole proprietorships) and foreign entities are not eligible and will be disqualified from competitive review and from funding under this announcement.

Award Ceiling Disqualification
Applications that request an award amount that exceeds the Award Ceiling per budget period or per project period as stated in Section II. Federal Award Information, will be disqualified from competitive review and from funding under this announcement. This disqualification applies only to the Award Ceiling listed for first 12-month budget period for projects with multiple budget periods. If the project and budget period are the same, the disqualification applies to the Award Ceiling listed for the project period.

Required Electronic Application Submission
ACF requires electronic submission of applications at www.Grants.gov. Paper applications received from applicants that have not been approved for an exemption from required electronic submission will be disqualified from competitive review and from funding under this announcement.

Applicants that do not have an Internet connection or sufficient computing capacity to upload large documents to the Internet may contact ACF for an exemption that will allow the applicant to submit applications in paper format. Information and the requirements for requesting an exemption from required electronic application submission are found in "Request an Exemption from Electronic Application Submission" in Section IV.2. Content and Form of Application Submission.

Missing the Application Deadlines (Late Applications)
The deadline for electronic application submission is 11:59 p.m., ET, on the due date listed in the Overview and in Section IV.4. Submission Dates and Times. Electronic applications submitted to www.Grants.gov after 11:59 p.m., ET, on the due date, as indicated by a dated and time-stamped email from www.Grants.gov, will be disqualified from competitive review and from funding under this announcement. That is, applications submitted to www.Grants.gov, on or after 12:00 a.m., ET, on the day after the due date will be disqualified from competitive review and from funding under this announcement.

Applications submitted to www.Grants.gov at any time during the open application period, and prior to the due date and time, which fail the www.Grants.gov validation check, will not be received at, or acknowledged by, ACF.

Each time an application is submitted via www.Grants.gov, the submission will generate a new date and time-stamp email notification. Only those applications with on-time date and time stamps that result in a validated application, which is transmitted to ACF, will be acknowledged.

The deadline for receipt of paper applications is 4:30 p.m., ET, on the due date listed in the Overview and in Section IV.4. Submission Dates and Times. Paper applications received after 4:30 p.m., ET, on the due date will be disqualified from competitive review and from funding under this announcement. Paper applications received from applicants that have not received approval of an exemption from required electronic submission will be disqualified from competitive review and from funding under this announcement.

Notification of Application Disqualification

Applications that are disqualified under these criteria are considered to be “non-responsive” and are excluded from the competitive review process. Applicants will be notified of a disqualification determination by email or by USPS postal mail within 30 federal business days from the closing date of this FOA.

IV. Application and Submission Information
IV.1. Address to Request Application Package
Shannon McGhee
Administration for Children and Families
Office of Refugee Resettlement
Division of Children's Services
330 C Street, SW
Washington, DC 20201
Phone: (202) 205-9513
Fax: (202) 401-1022
Email: DCS_ProjectOfficers@acf.hhs.gov


Electronic Application Submission:
The electronic application submission package is available in the FOA's listing at www.Grants.gov.

Applications in Paper Format:
For applicants that have received an exemption to submit applications in paper format, Standard Forms, assurances, and certifications are available in the Application Package available in the FOA's Grants.gov synopsis at www.Grants.gov. They are also available at http://www.grants.gov/web/grants/forms/sf-424-family.html#sortby=1. See Section IV.2.Request an Exemption from Required Electronic Application Submission if applicants do not have an Internet connection or sufficient computing capacity to upload large documents (files) to www.Grants.gov.

Standard Forms that are compliant with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d):
Available at the Grants.gov Forms Repository website at http://www.grants.gov/web/grants/forms/sf-424-family.html#sortby=1.

Federal Relay Service:
Hearing-impaired and speech-impaired callers may contact the Federal Relay Service (FedRelay) for assistance at www.gsa.gov/fedrelay.

IV.2. Content and Form of Application Submission
IV.2. Content and Form of Application Submission

FORMATTING APPLICATION SUBMISSIONS

In FY 2013 ACF implemented a new application upload requirement. Each applicant applying electronically via www.Grants.gov is required to upload only two electronic files, excluding Standard Forms and OMB-approved forms. No more than two files will be accepted for the review, and additional files will be removed. Standard Forms and OMB-approved forms will not be considered additional files.

FOR ALL APPLICATIONS:
Authorized Organizational Representative (AOR)
AOR is the designated representative of the applicant/recipient organization with authority to act on the organization’s behalf in matters related to the award and administration of grants. In signing a grant application, this individual agrees that the organization will assume the obligations imposed by applicable Federal statutes and regulations and other terms and conditions of the award, including any assurances, if a grant is awarded.

AOR authorization is part of the registration process at www.Grants.gov. where the AOR will create a short profile and obtain a username and password from the Grants.gov Credential Provider. AORs will only be authorized for the DUNS number registered in the System for Awards Management (SAM).

Point of Contact
In addition to the AOR, a point of contact on matters involving the application must also be identified.  The point of contact, known as the Project Director or Principal Investigator, should not be identical to the person identified as the AOR.  The point of contact must be available to answer any questions pertaining to the application.

Application Checklist
Applicants may refer to Section VIII. Other Information for a checklist of application requirements that may be used in developing and organizing application materials.

Accepted Font Style
Applications must be in Times New Roman (TNR), 12-point font, except for footnotes, which may be TNR 10-point font.

Page Limitations
Applicants must observe the page limitation(s) listed under "PAGE LIMITATIONS AND CONTENT FOR ALL SUBMISSION FORMATS:".  Page limitation(s) do not include SFs and OMB-approved forms.

All applications must be double-spaced.  An application that exceeds the cited page limitation for double-spaced pages in the Project Description file or the Appendices file will have the last extra pages removed and the removed pages will not be reviewed.

Application Elements Exempted from Double-Spacing Requirements
The following elements of the application submission are exempt from the double-spacing requirements and may be single-spaced: the table of contents, the one-page Project Summary/Abstract, required Assurances and Certifications, required SFs, required OMB-approved forms, resumes, logic models, proof of legal status/non-profit status, third-party agreements, letters of support,  footnotes, tables, the line-item budget and/or the budget justification.

Adherence to FOA Formatting, Font, and Page Limitation Requirements
Applications that fail to adhere to ACF’s FOA formatting, font, and page limitation requirements will be adjusted by the removal of page(s) from the application. Pages will be removed before the objective review. The removed page(s) will not be made available to reviewers.

In instances where formatting and font requirements are not adhered to, ACF uses a formula to determine the actual number of pages to be removed. The formula counts the number of characters an applicant uses when following the instructions and using 12-point TNR and compares the resulting number with that of the submitted application. For example, an applicant using TNR, 11-point font, with 1-inch margins all around, and single-spacing, would have an additional 26 lines, or 1500 characters, which is equal to 4/5 of an additional page. Extra pages resulting from this formula will be removed and will not be reviewed. Applications that have more than one scanned page of a document on a single page will have the page(s) removed from the review.

For applicants that submit paper applications, double-sided pages will be counted as two pages. When the maximum allowed number of pages is reached, excess pages will be removed and will not be made available to reviewers.

NOTE: Applicants failing to adhere to ACF’s FOA formatting, font, and page limitation requirements will receive a letter from ACF notifying them that their application was amended. The letter will be sent after awards have been issued and will specify the reason(s) for removal of page(s).

Copies Required
Applicants must submit one complete copy of the application package electronically. Applicants submitting electronic applications need not provide additional copies of their application package.

Applicants submitting applications in paper format must submit one original and two copies of the complete application, including all Standard Forms and OMB-approved forms. The original copy must have original signatures.

Signatures
Applicants submitting electronic applications must follow the registration and application submission instructions provided at www.Grants.gov.

The original of a paper format application must include original signatures of the authorized representatives.

Accepted Application Format
With the exception of the required Standard Forms (SFs) and OMB-approved forms, all application materials must be formatted so that they are 8 ½" x 11" white paper with 1-inch margins all around.

If possible, applicants are encouraged to include page numbers for each page within the application.

ACF generally does not encourage submission of scanned documents as they tend to have reduced clarity and readability.  If documents must be scanned, the font size on any scanned documents must be large enough so that it is readable. Documents must be scanned page-for-page, meaning that applicants may not scan more than one page of a document onto a single page.

PAGE LIMITATIONS AND CONTENT FOR ALL SUBMISSION FORMATS:

With the exception of the Standard Forms and OMB-approved forms, the application submission in its entirety (Project Description and Appendices) is limited to 100 pages.

The Project Description (Narrative) includes the following:

  • A one page Project Summary/Abstract;
  • Table of Contents;
  • Approach;
  • Organizational Capacity;
  • Line-item Budget and Budget Justifications; and
  • Program Performance Evaluation Plan.

The Appendices includes the following:

  • Required Certifications and Assurances;
  • Proof of Legal Status;
  • A List of Organization’s Board of Directors;
  • Third-Party Agreements;
  • Resumes of Current Staff, and/or Position Descriptions;
  • Organizational Chart of Applicant Entity and the Project;
  • Letter of Agreement with a Cognizant Federal Agency on Indirect Charges, if applicable;
  • Letters of Support;
  • Documentation of state or county authorization or licensing to operate a secure juvenile detention facility;
  • Management Letter/Summary Report in lieu of full audit reports; and
  • Any other information the applicant deems relevant and necessary.

ELECTRONIC APPLICATION SUBMISSION INSTRUCTIONS
Applicants are required to submit their applications electronically unless they have requested and received an exemption that will allow submission in paper format. See Section IV.2. Application Submission Options for information about requesting an exemption.

Electronic applications will only be accepted via www.Grants.gov. ACF will not accept applications submitted via email or via facsimile.

Each applicant is required to upload ONLY two electronic files, excluding SFs and OMB-approved forms.

File One: Must contain the entire Project Description, and the Budget and Budget Justification (including a line-item budget and a budget narrative).

File Two: Must contain all documents required in the Appendices.

Adherence to the Two-File Requirement
No more than two files will be accepted for the review.  Applications with additional files will be amended and files will be removed from the review.  SFs and OMB-approved forms will not be considered additional files.  

Application Upload Requirements
ACF strongly recommends that electronic applications be uploaded as Portable Document Files (PDFs). One file must contain the entire Project Description and Budget Justification; the other file must contain all documents required in the Appendices. Details on the content of each of the two files, as well as page limitations, are listed earlier in this section.

To adhere to the two-file requirement, applicants may need to convert and/or merge documents together using a PDF converter software. Many recent versions of Microsoft Office include the ability to save documents to the PDF format without need of additional software. Applicants using the Adobe Professional software suite will be able to merge these documents together.  ACF recommends merging documents electronically rather than scanning multiple documents into one document manually, as scanned documents may have reduced clarity and readability.

Applicants must ensure that the version of Adobe Professional they are using is compatible with Grants.gov. To verify Adobe software compatibility please go to Grants.gov and click on “Support” at the top bar menu and select “Adobe Software Compatibility”, which is listed under the topic “Find Answers Online.” The Adobe verification process allows applicants to test their version of the software by opening a test application package. Grant.gov also includes guidance on how to download a supported version of Adobe, as well as troubleshooting instructions if an applicant is unable to open the test application package. There is also a help page for configuring Firefox and Chrome to open PDFs using Adobe software.

The Adobe Software Compatibility page located on Grants.gov also provides guidance for applicants that have received error messages while attempting to save an application package. It also addresses local network and/or computer security settings and the impact this has on use of Adobe software.

For any systems issues experienced with Grants.gov or with SAM.gov, please refer to ACF’s “Policy for Applicants Experiencing Federal Systems Issues” document for complete guidance at https://www.acf.hhs.gov/sites/default/files/assets/systems_issue_policy_final.pdf under "How to Apply for a Grant/Submit an Application."

Required Standard Forms (SFs) and OMB-approved Forms
Standard Forms (SFs) and OMB-approved forms, such as the SF-424 application and budget forms and the SF-P/PSL (Project/Performance Site Location), are uploaded separately at Grants.gov. These forms are submitted separately from the Project Description and Appendices files. See Section IV.2. Required Forms, Assurances, and Certifications for the listing of required Standard Forms, OMB-approved forms, and required assurances and certifications.

Naming Application Submission Files
Carefully observe the file naming conventions required by www.Grants.gov. Limit file names to 50 characters (characters and spaces). Special characters that are allowed under Grants.gov’s naming conventions, and are accommodated by ACF’s systems, are listed in the instructions available in the Download Application Package at Grants.gov. Please also see http://www.grants.gov/web/grants/applicants/submitting-utf-8-special-characters.html.

Use only file formats supported by ACF
It is critical that applicants submit applications using only the supported file formats listed here. While ACF supports all of the following file formats, we strongly recommend that the two application submission files (Project Description and Appendices) are uploaded as PDF documents in order to comply with the two file upload limitation. Documents in file formats that are not supported by ACF will be removed from the application and will not be used in the competitive review. This may make the application incomplete and ACF will not make any awards based on an incomplete application.

ACF supports the following file formats:

  • Adobe PDF – Portable Document Format (.pdf)
  • Microsoft Word (.doc or .docx)
  • Microsoft Excel (.xls or .xlsx)
  • Microsoft PowerPoint (.ppt)
  • Corel WordPerfect (.wpd)
  • Image Formats (.JPG, .GIF, .TIFF, or .BMP only)

Do Not Encrypt or Password-Protect the Electronic Application Files
If ACF cannot access submitted electronic files because they are encrypted or password protected, the affected file will be removed from the application and will not be reviewed. This removal may make the application incomplete and ACF will not make awards based on an incomplete application.

FORMATTING FOR PAPER APPLICATION SUBMISSIONS:
The following requirements are only applicable to applications submitted in paper format. Applicants must receive an exemption from ACF in order for a paper format application to be accepted for review. See Section IV.2. Request an Exemption from Required Electronic Application Submission later in this section under Application Submission Options for more information.

Format Requirements for Paper Applications
All copies of mailed or hand-delivered paper applications must be submitted in a single package. If an applicant is submitting multiple applications under a single FOA, or multiple applications under separate FOAs, each application submission must be packaged separately. The package(s) must be clearly labeled for the specific FOA it addresses by FOA title and by Funding Opportunity Number (FON).

Because each application will be duplicated, do not use or include separate covers, binders, clips, tabs, plastic inserts, maps, brochures, or any other items that cannot be processed easily on a photocopy machine with an automatic feed. Do not bind, clip, staple, or fasten in any way separate sections of the application. Applicants are advised that the copies of the application submitted, not the original, will be reproduced by the federal government for review. All application materials must be one-sided for duplication purposes. All pages in the application submission must be sequentially numbered.

Addresses for Submission of Paper Applications
See Section IV.7. Other Submission Requirements for addresses for paper format application submissions.

Required Forms, Assurances, and Certifications

Applicants seeking grant or cooperative agreement awards under this announcement must submit the listed Standard Forms (SFs), assurances, and certifications with the application. All required Standard Forms, assurances, and certifications are available in the Application Package posted for this FOA at www.Grants.gov.

Other versions of required Standard Forms, assurances,and certifications are available at Grants.gov http://www.grants.gov/web/grants/forms/sf-424-family.html.

Forms / Assurances / Certifications Submission Requirement Notes / Description

Mandatory Grant Disclosure

Submission is required for all applicants and recipients, in writing, to the awarding agency and to the HHS Office of the Inspector General (OIG) all information related to violations of federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the federal award.

Disclosures must be sent in writing to: 

The Administration for Children and Families,  
U.S. Department of Health and Human Services,  
Office of Grants Management,  
ATTN: Grants Management Specialist,
330 C Street, SW., Switzer Building,
Corridor 3200,
Washington, DC 20201

And

U.S. Department of Health and Human Services,  
Office of Inspector General,  
ATTN: Mandatory Grant Disclosures, Intake Coordinator,  
330 Independence Avenue, SW., Cohen Building,
Room 5527,  
Washington, DC 20201

Mandatory Disclosures, 45 CFR 75.113

Certification Regarding Lobbying
(Grants.gov Lobbying Form)

Submission required of all applicants with the application package.  If it is not submitted with the application package, it must be submitted prior to the award of a grant.

Submission of the certification is required for all applicants.

SF-Project/Performance Site Location(s) (SF-P/PSL)

Submission is required for all applicants by the application due date.

Required for all applications. In the SF-P/PSL, applicants may cite their primary location and up to 29 additional performance sites.

SF-LLL - Disclosure of Lobbying Activities

If submission of this form is applicable, it is due at the time of application.  If it is not available at the time of application, it may also be submitted prior to the award of a grant.

If any funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this commitment providing for the United States to insure or guarantee a loan, the applicant shall complete and submit the SF-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.

DUNS Number (Unique Entity Identifier) and Systems for Award Management (SAM) registration.

A DUNS number (Unique Entity Identifier) is required of all applicants.

To obtain a DUNS number, go to 
http​://fedgo​v​.dnb​.com​/ webfo​rm​

Active registration at the Systems Award Management (SAM) website must be maintained throughout the application and project award period.

SAM registration is available at 
http​://www​.sam​.gov​.

A DUNS number (Unique Entity Identifier) and SAM registration are eligibility requirements for all applicants.

See Section IV.3. Unique Entity Identifier and System for Award Management (SAM) for more information.

SF-424 Key Contact Form

Submission is required for all applicants by the application due date.

Required for all applications.

SF-424A - Budget Information - Non- Construction Programs

and

SF-424B - Assurances - Non- Construction Programs

Submission is required for all applicants when applying for a non-construction project. Standard Forms must be used. Forms must be submitted by the application due date.

Required for all applications when applying for a non-construction project. By signing and submitting the SF-424B, applicants are making the appropriate certification of their compliance with all federal statutes relating to nondiscrimination.

SF-424 - Application for Federal Assistance

Submission is required for all applicants by the application due date.

Required for all applications.


ORR Non-discrimination Assurance

Submission of an application for this funding opportunity constitutes assurance that in serving beneficiaries of this program; applicants have made reasonable good faith efforts to:

  • have policies prohibiting discrimination and harassment of such beneficiaries based on race, sexual orientation, gender, gender identity (or expression), religion, and national origin in place;
  • be inclusive of and non-stigmatizing toward lesbian, gay, bisexual, and transgender LGBTQI individuals including LGBTQI youth;
  • ensure that all staff serving program beneficiaries are trained to prevent and respond to harassment in all forms; and
  • to monitor claims of harassment and discrimination of beneficiaries, address them seriously, and document corrective action(s) so all participants are assured that programs are safe, inclusive, and non-stigmatizing by design and in operation.

Submission of an application for this award further constitutes an assurance that any subcontractors directly engaged in the care and custody of UC:

  • will be inclusive of and non-stigmatizing toward LGBTQI individual, including LGBTQI youth;
  • will ensure that all staff will be trained prior to program implementation on how to prevent and respond to harassment and discrimination of beneficiaries in all forms, and;
  • are prepared to monitor claims of harassment and discrimination of beneficiaries, address them seriously, and document corrective action(s) so all participants are assured that programs are safe, inclusive, and non-stigmatizing by design and in operation. 

Non-Federal Reviewers

Since ACF will be using non-federal reviewers in the review process, applicants have the option of omitting from the application copies (not the original) specific salary rates or amounts for individuals specified in the application budget as well as Social Security Numbers, if otherwise required for individuals. The copies may include summary salary information.If applicants are submitting their application electronically, ACF will omit the same specific salary rate information from copies made for use during the review and selection process.
    The Project Description
    The Project Description

The Project Description Overview

Purpose

The project description provides the majority of information by which an application is evaluated and ranked in competition with other applications for available assistance.  It should address the activity for which federal funds are being requested, and should be consistent with the goals and objectives of the program as described in Section I. Program Description.  Supporting documents should be included where they can present information clearly and succinctly.  When appropriate, applicants should cite the evaluation criteria that are relevant to specific components of their project description.   Awarding offices use this and other information in making their funding recommendations.  It is important, therefore, that this information be included in the application in a manner that is clear and complete.

General Expectations and Instructions

Applicants should develop project descriptions that focus on outcomes and convey strategies for achieving intended performance. Project descriptions are evaluated on the basis of substance and measurable outcomes, not length. Extensive exhibits are not required. Cross-referencing should be used rather than repetition. 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.

General Instructions for Preparing a Full Project Description

Introduction

Applicants must prepare the project description statement in accordance with the following instructions while being aware of the specified evaluation criteria in Section V.1. Criteria.  The text options give a broad overview of what the project description should include while the evaluation criteria identify the measures that will be used to evaluate applications.

 

Table of Contents

List the contents of the application including corresponding page numbers. The table of contents must be single spaced and will be counted against the total page limitations.

Project Summary/Abstract

Provide a summary of the application’s project description. The summary must be clear, accurate, concise, and without reference to other parts of the application. The abstract must include a brief description of the proposed grant project including the needs to be addressed, the proposed services, and the population group(s) to be served. 

Please place the following at the top of the abstract: 

  • Project Title
  • Applicant Name
  • Address
  • Contact Phone Numbers (Voice, Fax)
  • E-Mail Address
  • Web Site Address, if applicable 

The project abstract must be single-spaced, in Times New Roman 12-point font, and limited to one page in length. Additional pages will be removed and will not be reviewed.

Approach

Outline a plan of action that describes the scope and detail of how the proposed project will be accomplished.  Applicants must account for all functions or activities identified in the application. Describe any design or technological innovations, reductions in cost or time, or extraordinary social and/or community involvement in the project. Provide a list of organizations, cooperating entities, consultants, or other key individuals that will work on the project, along with a short description of the nature of their effort or contribution.

Cite potential obstacles and challenges to accomplishing project goals and explain strategies that will be used to address these challenges.

Program Design and Service Provision

  • Applicants must describe their overall program design for secure care and provide documentation supporting its ability to provide the required program services indicated in Section I, Program Requirements. Applicants must describe how their service delivery is sensitive to the culture, native language, sexual orientation, and special needs of UC.
  • Applicant's program design for secure care must describe that it is appropriate for the target population.
  • Applicants must describe experience and proficiency in implementing a behavioral management plan for secure care as indicated Section I, Program Requirements, Rules/Behavior Management.
  • Applicants must describe experience and provide documentation supporting their ability to provide appropriate case management services for secure care including developing and updating ISPs, as well as other assessment required by ORR.
  • Applicants must describe an ability to comply with the pertinent laws, regulations and settlement agreements, and with ORR policies, procedures, and instructions as referenced in Section I, Program Description, Statutory Authority, as well as DOJ regulations.
  • Applicants must design developmentally appropriate programs for secure care that address the specialized and individual needs of all UC, including vulnerable and traumatized minors.
  • Applicants must describe their capacity to identify possible victims of human trafficking and other crimes.
  • Applicants must describe the ability to process the identification and safe and timely release of UC to eligible sponsors for a secure facility, when applicable.
  • If an applicant has a religious objection to providing any of ORR's required program services, applicant must explicitly describe an alternative approach to meeting the grant obligations consistent with ACF's faith-based policy. The alternative approach must be one that accomplishes the goal of ensuring that UC in ORR’s custody understand the full range of services available in the program, including family planning services, and that there is a mechanism by which UC requesting such services can receive appropriate services. The alternative approach must ensure that all services for which the UC is eligible are timely, not be burdensome to the UC, and be operationally feasible for ORR.

Program Management

  • Applicants must provide a comprehensive overview of the applicant's organization, including qualifications, history, organizational mission and goals, and lists of all federal, state, or local funded grants and/or contracts received.
  • Applicants must describe their experience in the provision of child welfare services, child protective services, services to children with special needs and/or victims of trafficking, youth outreach, and/or other social services. Describe organizational experience working directly with UC or cross cultural/international or related services to children from various cultural backgrounds, various language capabilities, and special needs, including vulnerability to human trafficking.
  • Applicants must provide documentation of clear organizational structure outlining lines of authority and supervision.
  • Applicants must describe staffing plans that provide a sound relationship between the proposed responsibilities of lead program staff, including Program Director, Lead Clinician, and Lead Case Manager, and the educational and professional experience required for the position according to requirements outlined in Section I, Program Staffing Requirements.
  • Applicants must describe a plan to implement DOJ and ORR's sexual abuse and harassment policies, including, but not limited to appropriate screening of new hires, developing internal policy documents, and training staff.
  • As required by state licensing, applicants must provide a detailed plan for completing background checks for applicable staff, contractors, and volunteers.
  • Applicants must describe the ability to provide a comprehensive staff training plan that meets state licensing requirements, ORR policies and include elements specific to working with the UC population, prevention, and intervention in child abuse and neglect, including local reporting procedures and staff code of conduct.
  • Applicants must describe case management staff is proficient in using the Internet and related computer programs.

 Administrative and Service Environment

  • Applicants must describe their overall program service environment and provide documentation supporting its ability to provide the required program services for secure care indicated in Section I, Program Requirements.
  • Applicants must describe the facility's accessibility to immigration court, airports, fire, police, and the local community. Applicants must provide evidence on the feasibility of administering a program in the area that is proposed.
  • Applicants must clearly describe and/or provide photographs of the proposed facility (including description of sleeping arrangements, food preparation, kitchen and dining area, classrooms, office space, rest rooms, outside recreation areas, and living space).
  • Applicants must describe that the facility meets all relevant zoning, licensing, fire, safety, and health codes required to operate a juvenile detention facility.
  • Applicants must provide detailed information regarding type of state licensure/county authorization, including information on capacity, age/gender permitted, and length of stay allowable. Any and all documented state licensing allegations/concerns must be reported.
  • Applicants must explain and document facility ownership or leasing agreements.
  • Applicants must describe all security measures for the facility and describe how they adequately meet the requirements of the program in order to prevent unauthorized absence from the facility and to monitor those who enter and exit the facility.
  • Applicants must provide documented evidence/references or letters of local community support and acceptance of the applicant's program. This must include established relationships with local emergency services (i.e., police, fire), medical and mental health agencies, religious and community organizations, and state licensing offices' recommendations for serving UC.
Project Timeline and Milestones

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 activities accomplished. Data may be organized and presented as project tasks and subtasks with their corresponding timelines during the project period. For example, each project task could be assigned to a row in the first column of a grid. Then, a unit of time could be assigned to each subsequent column, beginning with the first unit (i.e., week, month, quarter) of the project and ending with the last.  Shading, arrows, or other markings could be used across the applicable grid boxes or cells, representing units of time, to indicate the approximate duration and/or frequency of each task and its start and end dates within the project period.

When accomplishments cannot be quantified by activity or function, list them in chronological order to show the schedule of accomplishments and their target dates.

Program Performance Evaluation Plan

Applicants must describe the plan for the program performance evaluation that will contribute to continuous quality improvement. The program performance evaluation should monitor ongoing processes and the progress towards the goals and objectives of the project.  Include descriptions of the inputs (e.g., organizational profile, collaborative partners, key staff, budget, and other resources), key processes, and expected outcomes of the funded activities. The plan may be supported by a logic model and must explain how the inputs, processes and outcomes will be measured, and how the resulting information will be used to inform improvement of funded activities. 

Applicants must describe the systems and processes that will support the organization's performance management requirements through effective tracking of performance outcomes, including a description of how the organization will collect and manage data (e.g. assigned skilled staff, data management software) in a way that allows for accurate and timely reporting of performance outcomes. Applicants must describe any potential obstacles for implementing the program performance evaluation and how those obstacles will be addressed.

  • Applicants must describe effective and resource-efficient strategies for programmatic control, predictability, and accountability as evidenced by the program design for secure care.
  • Applicants must provide an effective plan for developing and maintaining internal structure, control, and accountability through programmatic means.
  • Applicants must describe ability to produce statistical reports to track demographics and performance of program.
  • Applicants must describe ability to maintain adequate records, including client files, medical files, financial files, and personnel files.
  • Applicants must provide documentation of a system that preserves the confidentiality of UC information and protects the records from unauthorized use or disclosure. The records of UC are the property of ORR and are required to be provided to ORR upon request.
  • Applicants must describe the ability to make regular reports as required by ORR that permit ORR to monitor and enforce the Flores Settlement Agreement, federal requirements, ORR policies and procedures and other requirements and standards. ORR will not request any UC reports from grantees unless it has received OMB approval under PRA.
  • Applicants must describe the ability to implement and maintain the UC Portal.
  • Applicants must include a plan for assessing performance with regard to the safe and timely release process for UC as appropriate for a secure facility. Applicants must address how it will monitor the progression of individual cases and include a clear structured timeline with regard to working with each UC on safe and timely release, when applicable.
Geographic Location

Describe the precise location of the project and boundaries of the area to be served by the proposed project.

Legal Status of Applicant Entity

Applicants must provide documentation in order to certify their legal status and/or eligibility.  This may include but is not limited to, Governing Board Membership Documentation and/or articles of incorporation.

Non-profit organizations applying for funding are required to submit proof of their non-profit status. Proof of non-profit status is any one of the following:
  • A reference to the applicant organization's listing in the IRS's most recent list of tax-exempt organizations described in the IRS Code.
  • A copy of a currently valid IRS tax-exemption certificate.
  • A statement from a state taxing body, state attorney general, or other appropriate state official certifying that the applicant organization has non-profit status and that none of the net earnings accrue to any private shareholders or individuals.
  • A certified copy of the organization's certificate of incorporation or similar document that clearly establishes non-profit status.
  • Any of the items in the subparagraphs immediately above for a state or national parent organization and a statement signed by the parent organization that the applicant organization is a local non-profit affiliate.

Unless directed otherwise, applicants must include proof of non-profit status in the Appendices file of the electronic application submission.


Additional Eligibility Documentation

Applicants must provide the additional, required documentation, or required credentials, to support eligibility for an award, as described in Section III. Eligibility Information of this announcement:

Care providers must provide documentation of state or county authorization or licensing to operate a secure juvenile detention facility.

Organizational Capacity

Provide the following information on the applicant organization and, if applicable, on any cooperating partners:

  • Organizational charts;
  • Resumes (no more than two single-spaced pages in length);
  • Financial statements adhering to Generally Accepted Accounting Principles (GAAP), if available, submit statements for up to the two most recently completed fiscal years (this requirement does not apply to start-up organizations);
  • Audit reports or statements from Certified Public Accountants/Licensed Public Accountants, if available, submit statements for up to the two most recently completed fiscal years (this requirement does not apply to start-up organizations);
  • Copy or description of the applicant organizationís fiscal control and accountability procedures;
  • Evidence that the applicant organization, and any partnering organizations, have relevant experience and expertise with administration, development, implementation, management, and evaluation of programs similar to that offered under this announcement;
  • Evidence that each participating organization, including partners and/or subcontractors, possess the organizational capability to fulfill their role(s) and function(s) effectively;
  • Child care licenses and other documentation of professional accreditation;
  • Information on compliance with federal/state/local government standards;
Protection of Sensitive and/or Confidential Information

If any confidential or sensitive information will be collected during the course of the project, whether from staff (e.g., background investigations) or project participants and/or project beneficiaries, provide a description of the methods that will be used to ensure that confidential and/or sensitive information is properly handled and safeguarded. Also provide a plan for the disposition of such information at the end of the project period.

Third-Party Agreements

Third-party agreements include Memoranda of Understanding (MOU) and Letters of Commitment. General letters of support are not considered to be third-party agreements. Third-party agreements must clearly describe the project activities and support to which the third party is committing.  Third-party agreements must be signed by the person in the third-party organization with the authority to make such commitments on behalf of their organization.

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.
Letters Of Support

Provide statements from community, public, and commercial leaders that support the project proposed for funding.  All submissions must be included in the application package.

Plan for Oversight of Federal Award Funds

Provide a plan describing how oversight of federal funds will be ensured and how grant activities and partner(s) will adhere to applicable federal and programmatic regulations. Applicants must identify staff that will be responsible for maintaining oversight of program activities, staff, and partner(s). Applicants must describe procedures and policies used to oversee staff and/or partners/contractors.

Describe organizational records systems that relate financial data to performance data by identifying the source and application of federal funds so that they demonstrate effective control over and accountability for funds, compare outlays with budget amounts, and provide accounting records supported by source documentation.

 

 

The Project Budget and Budget Justification

All applicants are required to submit a project budget and budget justification with their application. The project budget is entered on the Budget Information Standard Form, either SF-424A or SF-424C, according to the directions provided with the SFs. The budget justification consists of a budget narrative and a line-item budget detail that includes detailed calculations for "object class categories" identified on the Budget Information Standard Form. Applicants must indicate the method they are selecting for their indirect cost rate.  See Indirect Charges for further information. 

Project budget calculations must include estimation methods, quantities, unit costs, and other similar quantitative detail sufficient for the calculation to be duplicated. If matching or cost sharing is a requirement, applicants must include a detailed listing of any funding sources identified in Block 18 of the SF-424 (Application for Federal Assistance). See the table in Section IV.2. Required Forms, Assurances, and Certifications listing the appropriate budget forms to use in this application.

Special Note: The Consolidated Appropriations Act, 2016, (Division E, Title VII, General Provisions – Government-Wide), limits the salary amount that may be awarded and charged to ACF grants and cooperative agreements. Award funds issued under this announcement may not be used to pay the salary, or any percentage of salary, to an individual at a rate in excess of Executive Level II. The Executive Level II salary of the "Rates of Pay for the Executive Schedule" is $185,100. This amount reflects an individual's base salary exclusive of fringe benefits and any income that an individual may be permitted to earn outside of the duties of the applicant organization. This salary limitation also applies to subawards and subcontracts under an ACF grant or cooperative agreement.

 

Provide a budget using the 424A and/or 424C, as applicable, for each year of the proposed project. Provide a budget justification, which includes a budget narrative and a line-item detail, for the first year of the proposed project. The budget narrative should describe how the categorical costs are derived. Discuss the necessity, reasonableness, and allocation of the proposed costs.

For applicants proposing staff allocated to several funding sources or several funding applications, applicants must ensure that FTE allocations do not exceed 100%. Budgets must include the names of staff for positions already filled and level of effort (percentage dedicated to the project).

Funding for UC medical services is provided under a separate ORR managed care program and must not be included as a component of the applicant's budget. Applicants, however, must include the cost of coordinating medical, dental, and mental health services. Coordination will include over the counter medication, having a staff person who dispenses medication, books, and transports UC's to medical appointments.

Based on UC needs, transfer to a facility within ORR network may be necessary. In addition, temporary placement, outside of ORR network, in an acute psychiatric hospital and/or psychiatric residential setting, would require transportation of UC for placement and discharge once treatment has been completed. Placement decisions, outside of ORR’s network, are initiated by the care provider in conjunction with ORR and final approval is made by ORR. These transfers would include airfare, escort, and transport to and from airport/facility. Applicant should include transport cost for no more than one percent of the estimated number of UC applicant proposes to serve annually.

Applicants and their subcontractor(s), if applicable, must provide a description of an internal financial monitoring system that demonstrates structure and accountability, as well as describe effective fiscal management and accountability. 

For profit organizations must clearly describe that they are only charging the program actual cost incurred. 

General

Use the following guidelines for preparing the budget and budget justification. Both federal and non-federal resources (when required) shall be detailed and justified in the budget and budget narrative justification. "Federal resources" refers only to the ACF grant funds for which you are applying. "Non-federal resources" are all other non-ACF 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 in a narrative form.

Personnel

Description:  Costs of employee salaries and wages.

Justification: Identify the project director or principal investigator, if known at the time of application.  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, personnel costs of delegate agencies, or of specific project(s) and/or businesses to be financed by the applicant. Contractors and consultants should not be placed under this category.

Fringe Benefits

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, Federal Insurance Contributions Act (FICA) taxes, retirement insurance, and taxes.

Travel

Description:  Costs of out-of-state or overnight project-related travel by employees of the applicant organization. Do not include in-state travel or 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 to travel out of town; and other transportation costs and subsistence allowances.  If appropriate for this project, travel costs for key project staff to attend ACF-sponsored workshops/conferences/grantee orientations should be detailed in the budget.

Equipment

Description:  "Equipment" means an article of nonexpendable, tangible personal property having a useful life of more than one year per unit and an acquisition cost that equals or exceeds the lesser of:  (a) the capitalization level established by the organization for the financial statement purposes, or (b) $5,000.  (Note:  Acquisition cost means the net invoice unit price of an item of equipment, including the cost of any modifications, attachments, accessories, or auxiliary apparatus necessary to make it usable for the purpose for which it is acquired.  Ancillary charges, such as taxes, duty, protective in-transit insurance, freight, and installation, shall be included in or excluded from acquisition cost in accordance with the applicant organization's regular written accounting practices.) 

Justification:  For each type of equipment requested applicants must provide a description of the equipment; the cost per unit; the number of units; the total cost; and a plan for use of the equipment in the project; as well as a plan for the use, and/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, that includes the equipment definition.

Supplies

Description:  Costs of all tangible personal property other than that included under the Equipment category.  This includes office and other consumable supplies with a per-unit cost of less than $5,000.

Justification:  Specify general categories of supplies and their costs.  Show computations and provide other information that supports the amount requested.

Contractual

Description:  Costs of all contracts for services and goods except for those that belong under other categories such as equipment, supplies, construction, etc.  Include third-party evaluation contracts, if applicable, and contracts with secondary recipient organizations (with budget detail), including delegate agencies and specific project(s) and/or businesses to be financed by the applicant.  This area is not for individual consultants.

Justification:  Demonstrate that all procurement transactions will be conducted in a manner to provide, to the maximum extent practical, open, and free competition. Recipients and subrecipients are required to use 45 CFR 75.328 procedures and must justify any anticipated procurement action that is expected to be awarded without competition and exceeds the simplified acquisition threshold fixed by 41 U.S.C. § 134, as amended by 2 CFR Part 200.88, and currently set at $150,000.  Recipients may be required to make pre-award review and procurement documents, such as requests for proposals or invitations for bids, independent cost estimates, etc., available to ACF.

 

Note: Whenever the applicant intends to delegate part of the project to another agency, the applicant must provide a detailed budget and budget narrative for each contractor/sub-contractor, by agency title, along with the same supporting information referred to in these instructions.  If the applicant plans to select the contractors/sub-contractors post-award and a detailed budget is not available at the time of application, the applicant must provide information on the nature of the work to be delegated, the estimated costs, and the process for selecting the delegate agency.

Other

Description: Enter the total of all other costs.  Such costs, where applicable and appropriate, may include but are not limited to: consultant costs, local travel; insurance; food (when allowable); medical and dental costs (noncontractual); professional services costs (including audit charges); 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.

 

Indirect Charges

Description:  Total amount of indirect costs. This category has one of two methods that an applicant can select.  An applicant may only select one. 

1) The applicant currently has an indirect cost rate approved by the Department of Health and Human Services (HHS) or another cognizant federal agency.

Note: An applicant must enclose a copy of the current approved rate agreement.  If the applicant is requesting a rate that 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.

2) Per 45 CFR  § 75.414(f) Indirect (F&A) costs, “any non-Federal entity [i.e., applicant] that has never received a negotiated indirect costs rate, … may elect to charge a de minimis rate of 10%  of modified total direct costs (MTDC) which may be used indefinitely.   As described in § 75.403, costs must be consistently charged as either indirect or direct costs, but may not be double charged or inconsistently charged as both.  If chosen, this methodology once elected must be used consistently for all Federal awards until such time as a non-Federal entity chooses to negotiate for a rate, which the non-Federal entity may apply to do at any time.” 

 

Justification:  This method only applies to applicants that have never received an approved negotiated indirect cost rate from HHS or another cognizant federal agency.  Applicants awaiting approval of their indirect cost proposal may request the 10 percent de minimis.  When the applicant chooses this method, costs included in the indirect cost pool must not be charged as direct costs to the grant.

Program Income

Description:  The estimated amount of income, if any, expected to be generated from this project. Program income includes, but is not limited to, income from fees for services performed, the use or rental of real or personal property acquired under federally-funded projects, the sale of commodities or items fabricated under an award, license fees and royalties on patents and copyrights, and interest on loans made with award funds. 

Justification:  Describe the nature, source, and anticipated use of program income in the budget or refer to the pages in the application that contain this information.

Commitment of Non-Federal Resources

Description:  Amounts of non-federal resources that will be used to support the project as identified in Block 18 of the SF-424.  The match calculation applies to the total project cost (including match) and not just to the federal share. 

Justification:  If an applicant is relying on match from a third party, then a firm commitment of these resources (letter or other documentation) is required with the application.  Detailed budget information must be provided for every funding source identified in Block 18 of the SF-424.

Note: Applicants are required to fully identify and document in their applications the specific costs or contributions they propose in order to meet a matching or cost-sharing requirement. Applicants are also required to provide documentation in their applications on the sources of funding or contribution(s) and, for in-kind contributions, a justification of how the stated valuation was determined.

Paperwork Reduction Disclaimer

As required by the Paperwork Reduction Act of 1995, 44 U.S.C. §§ 3501-3521, the public reporting burden for the Project Description and Budget/Budget Justification is estimated to average 60 hours per response, including the time for reviewing instructions, gathering and maintaining the data needed, and reviewing the collection information. The Project Description and Budget/Budget Justification information collection is approved under OMB control number 0970-0139, expiration date is 01/31/2019. 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.

    Application Submission Options
    Application Submission Options

Electronic Submission via www.Grants.gov

Additional guidance on the submission of electronic applications can be found at http:// www.grants.gov /web /grants /applicants /apply- for- grants.html.

After a grant application package is submitted to www.Grants.gov, a confirmation screen will appear on the applicant’s computer screen. This screen confirms that an application has been submitted an application to Grants.gov. This page also contains a tracking number to identify the status of the application submission in the Track My Application feature.

When the application has completed the Grants.gov submission process, Grants.gov will send email messages to advise the applicant of the progress of the application through its system. Over the next two business days, an applicant should receive two emails from Grants.gov:

  • Submission Receipt Email: Confirms successful receipt of the application by the Grants.gov system and indicates the application’s status as "Received."
  • Submission Validation –OR– Rejection with Errors Email: Indicates that the application was either successfully validated or rejected by Grants.gov. Either the application has been successfully validated by the system prior to transmission to the grantor agency or the application has been rejected due to errors.

Application Validation at www.Grants.gov
After an application has been successfully submitted to www.Grants.gov, it still must pass a series of validation checks.  After an application is submitted, Grants.gov generates a submission receipt via email and also sets the application status to "Received." This receipt verifies that the application has been successfully delivered to the Grants.gov system.

Next, Grants.gov verifies the submission is valid by ensuring it does not contain viruses, the opportunity is still open, and the applicant login and applicant DUNS number match. If the submission is valid, Grants.gov generates a submission validation receipt via email and sets the application status to "Validated."

If the application is not validated, the application status is set to "Rejected." The system sends a rejection email notification to the applicant and the applicant must re-submit the application package. See "What to Expect After Submitting" at www.Grants.gov for more information.

Each time an application is re-submitted to www.Grants.gov, the applicant will receive a new Submission Receipt Email. Only  applications with on-time date and time stamps in Submission Receipt Email, and that pass validation, will be transmitted to ACF. Applications that are submitted on time that fail the validation check are not be transmitted to ACF and will not be acknowledged.

NOTE: The Grants.gov validation check can affect whether the application is accepted for review. If an application fails the Grants.gov validation check and is not resubmitted by 11:59 p.m., ET, on the due date, it will not be transmitted to ACF and will be excluded from the review. 

Similarly, if an applicant resubmits their application to Grants.gov by 11:59 p.m., ET, on the due date, and the resubmitted application does not pass the validation check, it will not be transmitted to ACF and will be excluded from the review.

Grants.gov Support Center

  • If applicants encounter any technical difficulties in using www.Grants.gov, contact the Grants.gov Support Center at: 1-800-518-4726, or by email at support@grants.gov, to report the problem and obtain assistance. Hours of Operation: 24 hours a day, 7 days a week. The Grants.gov Support Center is closed on federal holidays.
  • Applicants should always retain Grants.gov Support Center service ticket number(s) as they may be needed for future reference.
  • Contact with the Grants.gov Support Center prior to the listed application due date and time does not ensure acceptance of an application. If difficulties are encountered, the Grants Management Officer listed in Section VII. HHS Awarding Agency Contact(s) will determine whether the submission issues are due to Grants.gov system errors or user error.


Issues with Federal Systems
For any systems issues experienced with Grants.gov or SAM.gov, please refer to ACF’s “Policy for Applicants Experiencing Federal Systems Issues” document for complete guidance at https://www.acf.hhs.gov/sites/default/files/assets/systems_issue_policy_final.pdf.

Request an Exemption from Required Electronic Application Submission
ACF recognizes that some applicants may have limited or no Internet access, and/or limited computer capacity, which may prohibit them from uploading large files at www.Grants.gov. To accommodate such applicants, ACF offers an exemption from required electronic submission. The exemption will allow applicants to submit hard copy, paper applications by hand-delivery, applicant courier, overnight/express mail couriers, or by other representatives of the applicant.

To receive an exemption from required electronic application submission, applicants must submit a written request to ACF that must state that the applicant qualifies for the exemption for one of the two following reasons:

  • Lack of Internet access or Internet connection, or
  • Limited computer capacity that prevents the uploading of large documents (files) at www.Grants.gov.

Applicants may request and receive the exemption from required electronic application submission by either:

  • Submitting an email request to electronicappexemption@acf.hhs.gov, or
  • Sending a written request to the Office of Grants Management Contact listed in Section VII. HHS Awarding Agency Contact(s) in this announcement.

Requests for exemption from required electronic application submission will be acknowledged with an approval or disapproval.

Requests that do not state one of the two listed reasons will not be approved.

An exemption is applicable to all applications submitted by the applicant organization during the Federal Fiscal Year (FFY) in which it is received. Applicants need only request an exemption once in a FFY.  Applicants must request a new exemption from required electronic submission for any succeeding FFY.

Please Note: electronicappexemption@acf.hhs.gov may only be used to request an exemption from required electronic submission. All other inquiries must be directed to the appropriate agency contact listed in Section VII. of this announcement. Queries or requests submitted to this email address for any reason other than a request for an exemption from electronic application submission will not be acknowledged or answered.

All exemption requests must include the following information:

  • Funding Opportunity Announcement Title,
  • Funding Opportunity Number (FON),
  • The listed Catalog of Federal Domestic Assistance (CFDA) number,
  • Name of Applicant Organization and DUNS Number,
  • AOR name and contact information,
  • Name and contact information of person to be contacted on matters involving the application (i.e., the Point of Contact), and
  • The reason for which the applicant is requesting an exemption from electronic application submission. The request for exemption must state one of the following two reasons: 1) lack of Internet access or Internet connection; or 2) lack of computer capacity that prevents uploading large documents (files) to the Internet.

Exemption requests must be received by ACF no later than two weeks before the application due date, that is, 14 calendar days prior to the application due date listed in the Overview and in Section IV.4. Submission Dates and Times. If the fourteenth calendar day falls on a weekend or federal holiday, the due date for receipt of an exemption request will move to the next federal business day that follows the weekend or federal holiday.

Applicants may refer to Section VIII. Other Information for a checklist of application requirements that may be used in developing and organizing application materials. Details concerning acknowledgment of received applications are available in Section IV.4. Submission Dates and Times of this announcement.

Paper Format Application Submission
An exemption is required for the submission of paper applications. See the preceding section on "Request an Exemption from Required Electronic Application Submission."

Applicants with exemptions that submit their applications in paper format, by mail or delivery, must submit one original and two copies of the complete application with all attachments. The original and each of the two copies must include all required forms, certifications, assurances, and appendices, be signed by the AOR, and be unbound.  The original copy of the application must have original signature(s). See Section IV.7. of this announcement for address information for paper format application submissions. Applications submitted in paper format must be received by 4:30 p.m., ET, on the due date.

Applicants may refer to Section VIII. Other Information for a checklist of application requirements that may be used in developing and organizing application materials.  Details concerning acknowledgment of received applications are available in Section IV.4. Submission Dates and Times in this announcement.

IV.3. Unique Entity Identifier and System for Award Management (SAM)
IV.3. Unique Entity Identifier and System for Award Management (SAM)

All applicants must have a DUNS Number (http://fedgov.dnb.com/webform) and an active registration with the System for Award Management (SAM.gov/SAM, https://www.sam.gov).

Obtaining a DUNS Number may take 1 to 2 days.

All applicants are required to maintain an active SAM registration until the application process is complete. If a grant is awarded, registration at SAM must be active throughout the life of the award.

Plan ahead. Allow at least 10 business days after you submit your registration for it to become active in SAM and at least an additional 24 hours before that registration information is available in other government systems, i.e. Grants.gov.

This action should allow you time to resolve any issues that may arise. Failure to comply with these requirements may result in your inability to submit your application through Grants.gov or prevent the award of a grant. Applicants should maintain documentation (with dates) of your efforts to register for, or renew a registration, at SAM. User Guides are available under the “Help” tab at https://www.sam.gov.

HHS requires all entities that plan to apply for, and ultimately receive, federal grant funds from any HHS Agency, or receive subawards directly from recipients of those grant funds to:   

  • Be registered in the SAM prior to submitting an application or plan;
  • Maintain an active SAM registration with current information at all times during which it has an active award or an application or plan under consideration by an OPDIV; and
  • Provide its active DUNS number in each application or plan it submits to the OPDIV.

ACF is prohibited from making an award until an applicant has complied with these requirements.  At the time an award is ready to be made, if the intended recipient has not complied with these requirements, ACF:

  • May determine that the applicant is not qualified to receive an award; and
  • May use that determination as a basis for making an award to another applicant.
IV.4. Submission Dates and Times
IV.4. Submission Dates and Times
Due Dates for Applications
Due Date for Applications:
  • FY2016: 08/01/16
  • FY2017: 06/16/17
  • FY2018: 06/15/18

No applications will be accepted in between the open application periods.

Explanation of Due Dates

The due date for receipt of applications is listed in the Overview section and in this section. See Section III.3. Other, Application Disqualification Factors.

Electronic Applications
The deadline for submission of electronic applications via www.Grants.gov is 11:59 p.m., ET, on the due date. Electronic applications submitted at 12:00 a.m., ET, on the day after the due date will be considered late and will be disqualified from competitive review and from funding under this announcement.

Applicants are required to submit their applications electronically via www.Grants.gov unless they received an exemption through the process described in Section IV.2. Request an Exemption from Required Electronic Application Submission.

ACF does not accommodate transmission of applications by email or facsimile.

Instructions for electronic submission via www.Grants.gov are available at: http://www.grants.gov/web/grants/applicants/apply-for-grants.html.

Applications submitted to www.Grants.gov at any time during the open application period prior to the due date and time that fail the Grants.gov validation check will not be received at ACF. These applications will not be acknowledged.

Mailed Paper Format Applications
The deadline for receipt of mailed, paper applications is 4:30 p.m., ET, on the due date. Mailed paper applications received after the due date and deadline time will be considered late and will be disqualified from competitive review and from funding under this announcement.

Paper format application submissions will be disqualified if the applicant organization has not received an exemption through the process described in Section IV.2. Request an Exemption from Required Electronic Application Submission.

Hand-Delivered Paper Format Applications
Applications that are hand-delivered by applicants, applicant couriers, by overnight/express mail couriers, or other representatives of the applicant must be received on, or before, the due date listed in the Overview and in this section. These applications must be delivered between the hours of 8:00 a.m. and 4:30 p.m., ET, Monday through Friday (excluding federal holidays). Applications should be delivered to the address provided in Section IV.7.Other Submission Requirements.

Hand-delivered paper applications received after the due date and deadline time will be considered late and will be disqualified from competitive review and from funding under this announcement.

Hand-delivered paper format application submissions will be disqualified if the applicant organization has not received an exemption through the process described in Section IV.2. Request an Exemption from Required Electronic Application Submission.

No appeals will be considered for applications classified as late under the following circumstances:

  • Applications submitted electronically via www.Grants.gov are considered late when they are dated and time-stamped after the deadline of 11:59 p.m., ET, on the due date.
  • Paper format applications received by mail or hand-delivery after 4:30 p.m., ET, on the due date will be classified as late and will be disqualified.
  • Paper format applications received from applicant organizations that were not approved for an exemption from required electronic application submission under the process described in Section IV.2. Request an Exemption from Required Electronic Submission will be disqualified.

Emergency Extensions
ACF may extend an application due date when circumstances make it impossible for an applicant to submit their applications on time. Only events such as documented natural disasters (floods, hurricanes, tornados, etc.), or a verifiable widespread disruption of electrical service, or mail service, will be considered. The determination to extend or waive the due date, and/or receipt time, requirements in an emergency situation rests with the Grants Management Officer listed as the Office of Grants Management Contact in Section VII. HHS Awarding Agency Contact(s).

Acknowledgement from www.Grants.gov
Applicants will receive an initial email upon submission of their application to www.Grants.gov. This email will provide a Grants.gov Tracking Number. Applicants should refer to this tracking number in all communication with Grants.gov. The email will also provide a date and time stamp, which serves as the official record of application's submission. Receipt of this email does not indicate that the application is accepted or that is has passed the validation check.

Applicants will also receive an email acknowledging that the received application is in the Grants.gov validation process, after which a third email is sent with the information that the submitted application package has passed, or failed, the series of checks and validations. Applications that are submitted on time that fail the validation check will not be transmitted to ACF and will not be acknowledged by ACF.

See "What to Expect After Submitting" at www.Grants.gov for more information.

Acknowledgement from ACF of an electronic application's submission:
Applicants will be sent additional email(s) from ACF acknowledging that the application has been retrieved from www.Grants.gov by ACF. Receipt of these emails is not an indication that the application is accepted for competition.

Acknowledgement from ACF of receipt of a paper format application:

ACF will not provide acknowledgement of receipt of hard copy application packages submitted via mail or courier services.

IV.5. Intergovernmental Review
IV.5. Intergovernmental Review
This program is not subject to Executive Order (E.O.) 12372, "Intergovernmental Review of Federal Programs," or 45 CFR Part 100, "Intergovernmental Review of Department of Health and Human Services Programs and Activities." No action is required of applicants under this announcement with regard to E.O. 12372.
IV.6. Funding Restrictions
IV.6. Funding Restrictions

Costs of organized fund raising, including financial campaigns, endowment drives, solicitation of gifts and bequests, and similar expenses incurred to raise capital or obtain contributions are unallowable. Fund raising costs for the purposes of meeting the Federal program objectives are allowable with prior written approval from the Federal awarding agency. (45 CFR §75.442)

Proposal costs are the costs of preparing bids, proposals, or applications on potential Federal and non-Federal awards or projects, including the development of data necessary to support the non-Federal entity's bids or proposals. Proposal costs of the current accounting period of both successful and unsuccessful bids and proposals normally should be treated as indirect (F&A) costs and allocated currently to all activities of the non-Federal entity. No proposal costs of past accounting periods will be allocable to the current period. (45 CFR §75.460)

Grant awards will not allow reimbursement of pre-award costs.
Construction is not an allowable activity or expenditure under this grant award.
Purchase of real property is not an allowable activity or expenditure under this grant award.

Funding for UC medical services is provided under a separate ORR managed care program and must not be included as a component of the applicant's budget.

Each year, the HHS appropriations includes a prohibition, stating that none of the funds  appropriated may be expended for an abortion, except in cases where pregnancy is a result of rape or incest or where the woman suffers from a physical disorder, physical injury, or physical illness, including a life-endangering physical condition caused by or arising from the pregnancy itself, that would, as certified by a physician, place the woman in danger of death unless an abortion is performed. See Consolidated Appropriations Act, 2016, Pub.L. No. 114-113 §§ 506, 507.

IV.7. Other Submission Requirements
IV.7. Other Submission Requirements

Submit paper applications to one of the following addresses. Also see Section IV.2. Request an Exemption from Required Electronic Application Submission.

Submission By Mail

William Kim
Administration for Children and Families
Office of Grants Management
Division of Discretionary Grants
Mary E. Switzer Building
330 C Street, SW
Washington, DC 20201

Hand Delivery

William Kim
Administration for Children and Families
Office of Grants Management
Division of Discretionary Grants
Mary E. Switzer Building
330 C Street, SW
Washington, DC 20201

Electronic Submission

See Section IV.2. for application requirements and for guidance when submitting applications electronically via http://www.Grants.gov.

For all submissions, see Section IV.4. Submission Dates and Times.

V. Application Review Information
V.1. Criteria

Please note: Reviewers will not access, or review, any materials that are not part of the application documents.  This includes information accessible on websites via hyperlinks that are referenced, or embedded, in the application.  Though an application may include web links, or embedded hyperlinks, reviewers will not review this information as it is not considered to be part of the application documents.  Nor will the information on websites be taken into consideration in scoring of evaluation criteria presented in this section. Reviewers will evaluate and score an application based on the documents that are presented in the application and will not refer to, or access, external links during the objective review.

Applications competing for financial assistance will be reviewed and evaluated using the criteria described in this section. The corresponding point values indicate the relative importance placed on each review criterion. Points will be allocated based on the extent to which the application proposal addresses each of the criteria listed. Applicants should address these criteria in their application materials, particularly in the project description and budget justification, as they are the basis upon which competing applications will be judged during the objective review. The required elements of the project description and budget justification may be found in Section IV.2 of this announcement.
PROGRAM DESIGN AND SERVICE PROVISION Maximum Points:30

The application will be reviewed for the overall program design and the applicant’s ability to explain the required services to be provided.  This will be evidenced by the following:

  • Detailed documentation supporting applicant’s ability and/or experience in providing the required program services indicated in the Section I, Program Requirements for secure. Documentation must include evidence of applicant’s ability to provide all program requirements listed in Section I, Program Requirements. If applicable, documentation must also include an alternative approach to providing any required program services due to religious objection. (0-5 points)
  • Clear description of overall program design for secure care and plan for provision of the services listed (i.e. medical services, ISP, education, etc.) in Section I, Program Requirements. Description must include ability to adhere to the time-frames required for the provisions of services. (0-5 points)
  • Detailed information on how program activities, services, and materials are developed and provided in a manner that is appropriate for the target population, taking into account the culture, native language, and special needs of UC in secure care. (0-5 points)
  • Detailed plan to identify and address the specialized needs of the UC population, including victims of trafficking and risk factors for potential sexual victimization or sexual abuser tendencies. (0-5 points)
  • Detailed description of how the applicant’s behavior management plan will be developed and implemented as required in Section I, Program Requirements, Rules/Behavior Management for secure care. Description must identify how the behavior management plan is strength based and meets child welfare best practices. In addition, how the behavior management plan takes in to consideration the range of ages, maturity levels, and cultural sensitivity of the UC. (0-5 points)
  • Provides detailed supporting documentation and description of experience in providing appropriate case management services, for secure care, e.g. ISP. Documentation must evidence applicants experience with providing case management services to the UC population, cross cultural/international and/or domestic children from various cultural backgrounds. (0-3 points)
  • Detailed plan on how applicant will identify, assess, and release UC with eligible domestic sponsors in a timely manner, if applicable. The plan identifies applicant’s ability to facilitate safe and timely release of UC to include but not limited to: identifying sponsor(s); evaluating the suitability of the sponsor; and verification of sponsor’s identity and relationship to the UC, when applicable. (0-2 points)
PROGRAM MANAGEMENT Maximum Points:25

The application will be reviewed for the capacity of the organization to develop and manage a UC program by assessing the following:

  • Comprehensive and concise overview of the applicant's organization, including qualifications, history, and organizational mission and goals. Evidenced by applicant’s key staff having sufficient and relevant experience, knowledge, and capability to implement and manage a secure program. (0-5 points)
  • Detailed plan to provide child welfare services to minors with special needs and/or victims of trafficking and minors from various cultural backgrounds and with various language capabilities. (0-5 points)
  • Clear and comprehensive organizational structure of the proposed program for secure care that describes delineation of authority, roles and responsibilities, and supervision across the entire organization, allowing for communication and coordination between the various program components and partner agencies. Applicant addresses the educational and professional experience required for key positions according to requirements outlined in Section I, Program Staffing Requirements. (0-5 points)
  • Detailed plan to screen, hire, and train staff to meet state licensing/county authorization and ORR requirements. Training must address elements specific to working with the UC population or juvenile offenders, prevention and intervention in child abuse and neglect, local reporting procedures, and staff code of conduct. (0-4 points)
  • Comprehensive plan to implement DOJ and ORR’s sexual abuse and harassment policies, including, but not limited to, assigning a PREA Staff Coordinator, appropriate screening of new hires, developing internal policy documents, and training staff and UCs on these policies. (0-3 points)
  • Documentation of a detailed, thorough, and realistic description of recruitment and retention staffing plan taking into consideration the particular needs of the target population. Detailed plan for completing background checks for staff, contractors, and volunteers. (0-3 points)
ADMINISTRATIVE AND SERVICE ENVIRONMENT Maximum Points:15

The application will be reviewed for information regarding the geographic location, community services, and facility design to adequately support program services by assessing the following:

  • Comprehensive description of overall program service environment for secure care with documentation supporting its ability to provide the required program services indicated in Section I, Program Requirements. (0-5 points)
  • Clear description of the proposed facility, including description of sleeping arrangements, food preparation, kitchen and dining area, office space, rest rooms, outside recreation areas, designated personal telephone call space, and living space. (0-5 points)
  • Documentation of facility is accessible to immigration court, airports, fire, police, and the local community. Facility meets all relevant zoning, fire, safety, and health codes required to operate a residential based social service program. Documentation of state or county authorization or licensing to operate a secure juvenile detention facility. (0-3 points)
  • Explanation and documentation of facility ownership or leasing agreements. Documented evidence/references or letters of local community support and acceptance of the applicant's program. This could include established relationships with local emergency services (i.e., police, fire), medical and mental health agencies, religious and community organizations, and state licensing/county authorization offices' recommendations for serving UC. (0-2 points)
PROGRAM PERFORMANCE EVALUATION PLAN Maximum Points:15

The application will be reviewed for evidence of the organization's capacity to manage proper documentation and reporting with regard to the proposed program, including internal accountability and plan for monitoring of performance through evaluation and other measures. Evidence of the following must be provided:

  • Clear description of an effective model for programmatic control, predictability, and accountability as evidenced by the program design for secure care. (0-5 points)
  • Detailed evaluation methodology based on performance. Evidenced by focus on safety and well-being, and safe and timely release performance, and ability to ensure timely and appropriate release of UC with potential sponsors, when applicable. Measures that effectively track performance in this area must be described in detail. (0-2 points)
  • Ability to maintain adequate electronic and/or hard copy records, including client files, medical files, financial files, and personnel files. Ability to produce reports that track demographics and program performance, effective monitoring and enforcement of the Flores Settlement Agreement, Federal requirements, ORR policies and procedures, and other requirements and standards. (0-4 points)
  • Proposes an effective and efficient plan to operate the UC Portal and to upload all appropriate UC forms and file information within the time-frames indicated in Section I, Program Requirements, Important Time-Frames. (0-4 points)
BUDGET AND BUDGET JUSTIFICATION Maximum Points:15

The application will be reviewed for fiscal soundness and accountability by assessing the following:

  • Accurate and detailed budget and budget justification noting line-item expenses with sufficient detail for understanding per item costs for applicant and their contractors, if applicable, to include, inclusion of the names of staff for positions already filled and level of effort (percentage dedicated to the project) (0-4 points)
  • Clear delineation of fixed versus per capita costs and a well-defined structure for calculating each. (0-2 points)
  • The costs are reasonable, allocable and program-related and are commensurate with the types and range of activities to be conducted. (0-4 points)
  • Comprehensive plan for overall fiscal management, including internal and third-party financial monitoring systems that demonstrate structure and accountability for applicant and any sub-contractors, if applicable. (0-2 points)
  • Documentation of a sound plan in compliance with the funding restrictions as noted in Section IV.5. of the FOA. (0-1 points)
  • Documentation of most recent financial audit management letter/summary report. (0-2 points)
V.2. Review and Selection Process
V.2. Review and Selection Process

No grant award will be made under this announcement on the basis of an incomplete application.  No grant award will be made to an applicant or sub-recipient that does not have a DUNS number (www.dbn.com) and an active registration at SAM (www.sam.gov). See Section IV.3. Unique Entity Identifier and System for Award Management (SAM).

Initial ACF Screening
Each application will be screened to determine whether it meets any of the disqualification factors described in Section III.3.Other, Application Disqualification Factors.

Disqualified applications are considered to be “non-responsive” and are excluded from the competitive review process. Applicants will be notified of a disqualification determination by email or by USPS postal mail within 30 federal business days from the closing date of this FOA.

Objective Review and Results
Applications competing for financial assistance will be reviewed and evaluated by objective review panels using only the criteria described in Section V.1. Criteria of this announcement. Each panel is composed of experts with knowledge and experience in the area under review. Generally, review panels include three reviewers and one chairperson.

Results of the competitive objective review are taken into consideration by ACF in the selection of projects for funding; however, objective review scores and rankings are not binding. Scores and rankings are only one element used in the award decision-making process. 

ACF may elect not to fund applicants with management or financial problems that would indicate an inability to successfully complete the proposed project. Applications may be funded in whole or in part. Successful applicants may be funded at an amount lower than that requested. ACF reserves the right to consider preferences to fund organizations serving emerging, unserved, or under-served populations, including those populations located in pockets of poverty. ACF will also consider the geographic distribution of federal funds in its award decisions.

ACF may refuse funding for projects with what it regards as unreasonably high start-up costs for facilities or equipment, or for projects with unreasonably high operating costs.

Federal Awarding Agency Review of Risk Posed by Applicants

As required by 2 CFR 200 of the Uniform Guidance, effective January 1, 2016, ACF is required to review and consider any information about the applicant that is in the Federal Awardee Performance and Integrity Information System (FAPIIS), https://www.fapiis.gov/, before making any award in excess of the simplified acquisition threshold (currently $150,000) over the period of performance. An applicant may review and comment on any information about itself that a federal awarding agency has previously entered into FAPIIS. ACF will consider any comments by the applicant, in addition to other information in FAPIIS, in making a judgment about the applicant's integrity, business ethics, and record of performance under federal awards when completing the review of risk posed by applicants as described in 2 CFR § 200.205 Federal Awarding Agency Review of Risk Posed by Applicants (http://www.ecfr.gov/cgi-bin/text-idx?node=se2.1.200_1205&rgn=div8).

Please refer to Section IV.2. of this announcement for information on non-federal reviewers in the review process.

Approved but Unfunded Applications

Applications recommended for approval that were not funded under the competition because of the lack of available funds may be held over by ACF and reconsidered in a subsequent review cycle if a future competition under the program area is planned.  These applications will be held over for a period of up to one year and will be re-competed for funding with all other competing applications in the next available review cycle.  For those applications determined as approved but unfunded, notice will be given of the determination by email.

 
 
V.3. Anticipated Announcement and Federal Award Dates

Announcement of awards and the disposition of applications will be provided to applicants at a later date. ACF staff cannot respond to requests for information regarding funding decisions prior to the official applicant notification. 

VI. Federal Award Administration Information
VI.1. Federal Award Notices

Successful applicants will be notified through the issuance of a Notice of Award (NoA) that sets forth the amount of funds granted, the terms and conditions of the grant, the effective date of the grant, the budget period for which initial support will be given, the non-federal share to be provided (if applicable), and the total project period for which support is contemplated. The NoA will be signed by the Grants Officer and transmitted via postal mail, email, or by GrantSolutions.gov or the Head Start Enterprise System (HSES), whichever is relevant. Following the finalization of funding decisions, organizations whose applications will not be funded will be notified by letter signed by the cognizant Program Office head. Any other correspondence that announces to a Principal Investigator, or a Project Director, that an application was selected is not an authorization to begin performance.

Project costs that are incurred prior to the receipt of the NoA are at the recipient's risk and may be reimbursed only to the extent that they are considered allowable as approved pre-award costs. Information on allowable pre-award costs and the time period under which they may be incurred is available in Section IV.6. Funding Restrictions.

 
VI.2. Administrative and National Policy Requirements

Unless otherwise noted in this section, administrative and national policy requirements that are applicable to discretionary grants are available at: http://www.acf.hhs.gov/administrative-and-national-policy-requirements.

Care providers are subject to the provisions of the Service Contract Act, Code of Federal Regulations (CFR) Title 29 and must abide by applicable state wage determination guidelines in their programs.” For additional information click here: http​://www​.dol​.gov​/whd​/govco​ntrac​ts​/sca​.htm​ and/or http​://www​.wdol​.gov​/

The U.S. Government is opposed to prostitution and related activities, which are inherently harmful and dehumanizing, and contribute to the phenomenon of trafficking in persons. U.S. non-governmental organizations, and their sub-grantees, cannot use U.S. Government funds to lobby for, promote, or advocate the legalization or regulation of prostitution as a legitimate form of work. It is the responsibility of the primary grantee to ensure these criteria are met by its sub-grantees.  Accordingly, the grant application must ensure that no monies, if awarded, will be used for these unallowable purposes.

 
VI.3. Reporting

Recipients under this FOA will be required to submit performance progress and financial reports periodically throughout the project period. Information on reporting requirements is available on the ACF website at http://www.acf.hhs.gov/discretionary-post-award-requirements#chapter-2.

For planning purposes, the frequency of required reporting for awards made under this announcement are as follows:

 
Performance Progress Reports: Quarterly
Financial Reports: Quarterly

Recipients under this FOA will be required to submit/administer forms to include but not limited to:

  • UC Portal Capacity Report
  • Notice of Placement in Secure or Staff Secure Facility
  • Initial Intakes Assessment
  • UC Assessment
  • ISP
  • UC Case Review Form
  • SIR
  • Sexual Abuse SIR Form
  • Assessment for Risk Form
  • Care Provider Incident Review Form
  • New Sponsor Form
  • Transfer Request and Tracking Form
  • Long Term Foster Care Placement Memo
  • Travel Request form for UC Long Term Foster Care
  • Notice of Transfer to ICE Chief Counsel and Change of Address
  • Care Provider Family Reunification Checklist
  • Release Request
  • Discharge Notification
  • Verification of Release
  • Child Advocate Referral and Appointment Form
  • Notice of Rights and Provision of Services Handout
  • Legal Service Provider List for UC
VII. HHS Awarding Agency Contact(s)

Program Office Contact

Shannon McGhee
Administration for Children and Families
Office of Refugee Resettlement
Division of Children's Services
Mary E. Switzer Building
330 C Street, SW
Washington, DC 20201
Phone: (202) 205-9513
Fax: (202) 401-1022
Email: DCS_ProjectOfficers@acf.hhs.gov
 

Office of Grants Management Contact

William Kim
Administration for Children and Families
Office of Grants Management
Division of Discretionary Grants
Mary E. Switzer Building
330 C Street, SW
Washington, DC 20201
Phone: (202) 205-4717
Fax: (202) 205-3449
Email: William.Kim@acf.hhs.gov
 

Federal Relay Service:

Hearing-impaired and speech-impaired callers may contact the Federal Relay Service (FedRelay) at www.gsa.gov/fedrelay.

VIII. Other Information

Reference Websites

U.S. Department of Health and Human Services (HHS) http://www.hhs.gov/.

HHS Grants Forecast http://www.acf.hhs.gov/ hhsgrantsforecast/index.cfm.

Administration for Children and Families (ACF) http://www.acf.hhs.gov/.

ACF Grants Homepage https://www.acf.hhs.gov/ grants.    

ACF Funding Opportunities http://www.acf.hhs.gov/grants/open/foa/.

ACF "How to Apply for a Grant" https://www.acf. hhs.gov/ grants/ how-to-apply-for-grants.       

Catalog of Federal Domestic Assistance (CFDA) https://www.cfda.gov/.

For submission of a paper format application, all required Standard Forms (SF), assurances, and certifications are available on the ACF Grants-Forms page through 
https://www. acf.hhs.gov/grants-forms
.

Standard grant forms are available at the Grants.gov Forms Repository webpage at  http:// www.grants.gov/web/ grants/forms/sf-424- family.html

For information regarding accessibility issues, visit the Grants.gov Accessibility Compliance Page at http://www.grants.gov/web/grants/accessibility-compliance.html


Code of Federal Regulations (CFR)  http://www.ecfr.gov/.  

The Federal Register https://www.federalregister.gov/.


United States Code (U.S.C.)  http://uscode.house.gov/.

 

Application Checklist

 
What to Submit Where Found When to Submit

Letters of Support

Referenced in Section IV.2. The Project Description

Submission is due by the application due date listed in the
Overview
and in Section IV.4. Submission Dates and Times.

SF-424A - Budget Information - Non- Construction Programs

and

SF-424B - Assurances - Non- Construction Programs

Referenced in Section IV.2. Required Forms, Assurances, and Certifications.

For electronic application submission, these forms are available on the FOA's Grants.gov "Download Opportunity Instructions and Application" page under "Download Application Package" in the section entitled, "Mandatory."

Also available at 
http​://www​.grant​s​.gov​/ web​/ grant​s​/ forms​.html​ by
using the link to "SF-424 Family."

These forms are required for applications under this FOA:

  •  Projects that include only non-construction activities must submit the SF-424A and SF-424B, along with the SF-424 and SF-P/PSL.

Submission is due by the application due date found in the Overview and in Section IV.4. Submission Dates and Times.

 

Table of Contents

Referenced in Section IV.2. The Project Description

Submit with the application by the due date found in the
Overview
and in Section IV.4. Submission Dates and Times.

Mandatory Grant Disclosure

Requirement, submission instructions, and mailing addresses are found in the "Mandatory Grant Disclosure" entry in the table in Section IV.2. Required Forms, Assurances and Certifications.

Concurrent submission to the Administration for Children and Families and to the Office of the Inspector General is required.

SF-LLL - Disclosure of Lobbying Activities

"Disclosure Form to Report Lobbying" is referenced in
Section IV.2. Required Forms, Assurances, and Certifications.

For electronic application submission, this form is available on
the FOA's Grants.gov "Download Opportunity Instructions and Application"
page under "Download Application Package" in the section entitled, "Optional."

The form is available in the electronic application kit at Grants.gov

and at http​://www​.grant​s​.gov​/ web​/ grant​s​/ forms​.html​ by using the link to "SF-424 Family."

If applicable, submission of this form is required if any funds have been
paid, or will be paid, to any person for influencing, or attempting to influence,
an officer or employee of any agency, a member of Congress, an officer or
employee of Congress, or an employee of a member of Congress in connection
with this commitment providing for the United States to insure or guarantee a loan.

If submission of this form is applicable, it is due at the time of application. 
If it not available at the time of application, it may also be submitted prior to the
award of a grant.

The Project Budget and Budget Justification

Referenced in Section IV.2. The Project Budget and Budget Justification of the announcement.

Submission is required in addition to submission of SF-424A or SF-424C.
It must be submitted with the application package by the due date in the Overview and in
Section IV.4. Submission Dates and Times
.

Proof of Non-Profit Status

Referenced in Section IV.2. The Project Description,
Legal Status of Applicant Entity

Proof of non-profit status should be submitted with the application
package by the due date listed in the Overview and Section IV.4.
Submission Dates and Times.
  If it is not available at the time of
application submission, it must be submitted prior to the award of a grant.

SF-424 - Application for Federal Assistance

Referenced in Section IV.2.Required Forms, Assurances, and Certifications.

For electronic application submission, these forms are available on the
FOA's Grants.gov "Download Opportunity Instructions and Application" page
under "Download Application Package" in the section entitled, "Mandatory."

Also available at http​://www​.grant​s​.gov​/web​/ grant​s​/ forms​.html​

by using the link to "SF-424 Family."

Submission is due by the application due date found in the
Overview
and in Section IV.4. Submission Dates and Times.

SF-424 Key Contact Form

Referenced in Section IV.2. Required Forms, Assurances, and Certifications.

For electronic application submission, this form is available on the FOA's Grants.gov
"Download Opportunity Instructions and Application" page under "Download Application Package"
in the section entitled, "Optional."

The form is also available at http​:// www​. grant​s​. gov​/ web​/ grant​s​/forms​.html​

by using the link to "SF-424 Family."

Submission is due with the application by the application due date found in the
Overview and in Section IV.4. Submission Dates and Times.

Project Summary/Abstract

Referenced in Section IV.2. The Project Description. The Project
Summary/Abstract is limited to one single-spaced page.

Submission is due by the application due date found in the
Overview
and in Section IV.4. Submission Dates and Times.

DUNS Number (Unique Entity Identifier) and Systems for Award Management (SAM) registration.

Referenced in Section IV.3. Unique Entity Identifier and System for Award Management (SAM) in the announcement.

To obtain a DUNS number (Unique Entity Identifier), go to http​://fedgo​v​.dnb​.com​/webfo​rm​.

To register at SAM, go to http​://www​.sam​.gov​.

A DUNS number (Unique Entity Identifier) and registration at SAM.gov are required for all applicants.

Active registration at SAM must be maintained throughout the application
and project award period.

Third-Party Agreements (also, MOUs and Consortia Agreements)

Referenced in Section IV.2. Project Description.

If available, submission is due by the application due date
found in the Overview and in Section IV.4
If not available at the time of application submission,
due by the time of award.

Certification Regarding Lobbying
(Grants.gov Lobbying Form)

Referenced in Section IV.2. Required
Forms, Assurances, and Certifications.

For electronic application
submission, these forms are available
on the FOA's Grants.gov page under the
"Application Package" tab
in the section entitled, "Mandatory."

Available at http​://www​. grant​s​.gov​/ web​/ grant​s​/ forms​. html​ by using the link to "SF-424 Family."

 

Submission is due with the application package or prior
to the award of a grant.

Commitment of Non-Federal Resources

Referenced in Section IV.2. The Project Budget and Budget Justification.

Submission is due by the application due date found in the Overview and
Section IV.4. Submission Dates and Times
.

Indirect Cost Rate Agreement (IDR)

Referenced in Section IV.2. The Project Budget and Budget Justification
The IDR must be submitted with the application package. 

If the IDR is available by the application due date, it must be
submitted with the application package.  If it is not available by the application
due date, listed in the Overview and Section IV.4. Submission Dates and
Times
, it may be submitted prior to the award of a grant.

The Project Description

Referenced in Section IV.2. The Project Description

Submission is due by the application due date found in the Overview and in Section IV.4. Submission Dates and Times.

SF-Project/Performance Site Location(s) (SF-P/PSL)

Referenced in Section IV.2.Required Forms, Assurances, and Certifications.

For electronic application submission, these forms are available on the
FOA's Grants.gov "Download Opportunity Instructions and Application" page
under "Download Application Package" in the section entitled, "Mandatory."

Also available at http​://www​.grant​s​.gov​/web​/ grant​s​/ forms​.html​ 

by using the link to "SF-424 Family."

Submission is due by the application due date found in the
Overview
and in Section IV.4. Submission Dates and Times.