Table 8 provides timelines for information requests and assistance offers. The subapplication review process involves an eligibility review to determine whether the subapplication and subapplicant are eligible. Then a completeness review is conducted to determine whether a complete subapplication was submitted. If the subapplication is determined to be incomplete, FEMA may request further information from the subapplicant.
At each step of the RFI subapplication review process, FEMA will work with the applicant to determine available options to develop a viable activity. Some options include technical assistance from FEMA or implementing a phased activity. If the FEMA regional administrator does not receive the requested information before the deadline, the activity may be denied, as the agency will have no basis to make an eligibility determination. Upon receipt of the requested information and confirmation that it adequately addresses the RFI, FEMA will determine activity eligibility.
Table 8: Request for Information Timelines
| Request Format | Timeline |
|---|---|
| Informal – First Request | The FEMA project officer requests additional information from the applicant in writing. Unless the HMA program is competitive, FEMA may provide technical assistance, if requested, to help the applicant respond to the RFI and set a new time frame for the applicant’s response. Depending on the HMA program, the applicant may consider phasing the project if it is feasible to do so. If the requested information is not received within 30 calendar days from the date of the request, FEMA will consider the application to be incomplete and not approvable and will proceed with the process below to send an informal second request. |
| Informal – Second Request | The FEMA hazard mitigation branch chief requests additional information in writing. If the requested information is not received within 14 calendar days from the date of the request, FEMA will consider the application to be incomplete and not approvable. FEMA may provide technical assistance, if requested, unless the HMA program is competitive. FEMA, recipient and applicant staff should meet to resolve any open items within the allotted time frame, if necessary. |
| Formal Request | In a formal letter to the applicant, the FEMA regional administrator requests additional information and documents previous requests. The information must be submitted within 30 calendar days. |
| Formal Denial | If the FEMA regional administrator does not receive the requested information from the formal request within 30 calendar days, FEMA considers the subapplication to be incomplete and therefore ineligible for assistance. FEMA sends a formal denial letter at that time. |
If the FEMA regional administrator determines additional time is needed to address the requirement, they may choose to allow more time for an RFI. FEMA encourages subapplicants to coordinate early with the applicant to identify potential technical assistance needs. If technical data is not readily available, the subapplicant should coordinate with the applicant to determine whether the project should be phased to develop the required data. Applicants may contact their FEMA regional office to request technical assistance, relevant training or other needed support.
The Request for Information process is outlined in Figure 6.
