B.3. Application and Submission Information

Applicants and subapplicants do not receive project scoping/advance assistance automatically. To receive assistance for project scoping/advance assistance activities, states, federally recognized tribes and territories must apply for project scoping/advance assistance in the electronic application system.

All subapplications submitted to FEMA must meet the eligibility criteria in Part 4. All subapplications must have a scoping narrative in accordance with Part 6.

A project scoping/advance assistance scope of work should include the following items:

• A description of the tasks needed to accomplish the proposed activity as well as any required procurement.
• A description of how the proposed activity aligns with the current mitigation plan.
• The outreach and engagement plan (if applicable) and an account for the time and effort it may take to incorporate public and stakeholder feedback.
• The goals of the project scoping/advance assistance activity and specific deliverables.
• The steps the subapplicant will follow to complete the project scoping/advance assistance activity and proposed deliverables. The scope of work should identify a deliverable that includes required information to determine eligibility under HMA (e.g., engineering, cost-effectiveness and EHP data, cost estimate, project schedule, design plan or specifications).
• A description of the deliverables, tasks and schedule.

FEMA may request additional information after the subapplication has been submitted to ensure all necessary information is received. However, all information required by the regulations and the guidance must be received before an assistance decision, award or final approval can be made.

When submitting a subapplication to FEMA for project scoping/advance assistance, a subapplication must identify the proposed use of the assistance, including costs, and enough detail for both the proposed activity and milestones.

The scope of work narrative must describe the proposed activities and deliverables.

The schedule must include a list of milestones for each budget year. All deliverables must also be identified in the scope of work. The project schedule must note when deliverables are completed.

Pre-award costs must be reasonable and identified in the budget to be considered eligible incurred costs. Refer to Part 3 for more information.

Management costs are eligible under project scoping/advance assistance subapplications.

The recipient must submit enough financial detail to demonstrate that no costs claimed under project scoping/advance assistance are duplicated in other subapplications including those for management costs.

All subapplications must include a line-item breakdown of all anticipated costs while referencing the cost code categories on Standard Form (SF) 424: Application for Federal Assistance.