The next step in the HMA process is developing or assembling the subapplication. The principal components of a subapplication are the scope of work, budget and schedule. These pieces may be developed based on previous similar activities by the subapplicant through construction estimates, property appraisals and other technical evaluations.
Once the subapplicant prepares the subapplication, it is submitted to the applicant. Once the subapplications are collected, the applicant reviews and prioritizes submissions based on specific criteria that align with its mitigation strategy with regard to available funding and activity type.
Finally, the application is submitted to FEMA for determination of eligibility based on cost-effectiveness, technical feasibility, EHP review and the approved mitigation plan as applicable to activity type. FEMA may send the applicant a Request for Information. A Request for Information is often used to help clarify and strengthen the subapplication. For more information on the Request for Information process, refer to Part 6.
Applications and subapplications submitted to FEMA must meet all program eligibility criteria outlined in the law, regulation and HMA Guide. FEMA does not accept incomplete or placeholder applications or subapplications. Incomplete applications or subapplications delay award and subaward approval if they do not contain sufficient information for FEMA to make a program eligibility determination.
If an application lacks the necessary eligibility information, FEMA cannot determine eligibility and approve an application.
The following documentation, which is needed to demonstrate eligibility, should be contained in the subapplication and application. Criteria may vary depending on the proposed activity, but applications/subapplications generally include all the elements below:
- Eligible applicant and subapplicant.
- Identification of mitigation activity.
- Alternate mitigation actions.
- Conformance with FEMA-approved mitigation plan.[72]
- Scoping narrative that provides an outline of the proposed activities and outcomes and contains the following:
- Detailed scope of work.
- Work schedule demonstrating that the activity will be completed within the period of performance for the applicable program (refer to Part 8).
- Budget that supports the scope of work, including the schedule, and reflects the total activity cost.
- Cost share information that clearly identifies the source of the non-federal cost share and establishes that the non-federal cost share meets program eligibility requirements.
- Cost-effectiveness information (refer to exceptions in Part 5).
- Feasibility and effectiveness information (mitigation project types only).
- EHP compliance documentation as required by EHP guidance (refer to Table 7 for EHP Compliance Checklist).
- Assurances and approved forms in accordance with programming requirements (refer to Part 6 and Part 10).
- Additional documentation as required by FEMA.
Subapplication requirements and the Environmental and Historic Preservation Checklist have been incorporated into FEMA’s electronic application system. For additional information on the above outlined elements of the subapplication, refer to Part 6.