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DEVELOPING A SUBAPPLICATION

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The California Hazard Mitigation Technical Assistance Team’s purpose is to support the development and submission of subapplications for FEMA’s Hazard Mitigation Assistance (HMA) grants, ensuring that these applications meet federal regulations and guidance for approval. For general information, you can contact Cal OES Hazard Mitigation Assistance General Inbox.

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Identification of the Problem

The objective is to mitigate present and/or future risks effectively reducing impacts on people, structures, or infrastructure during natural hazard incidents.

Entities can identify the natural hazards and socially vulnerable communities in your jurisdiction on the High Hazard and Social Vulnerability Index.

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Potential Projects & Solutions

Mitigation activities are an investment as they help with a community’s future safety and sustainability.

Advance Assistance projects provide funding to develop mitigation strategies and obtain data for future project applications. Phased projects are for those further in development but needing additional technical work, while regular projects are fully developed and ready for implementation. Planning activities involve creating or updating hazard mitigation plans to reduce long-term risks.

Use this link to explore mitigation project ideas. View the Mitigation Action Portfolio for examples of awarded projects.

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Technical Assistance (TA)

The Cal OES Hazard Mitigation Technical Assistance team is here to assist entities with subapplication development and support.

Applications typically require detailed project proposals, including cost estimates, benefit-cost analysis, and environmental and historic preservation considerations. We can assist with project scoping and help identify projects that may be eligible, feasible, cost-effective, and competitive with FEMA’s priorities.

Schedule a TA call here.

FEMA’s Hazard Mitigation Assistance Program and Policy Guide provides information for prospective subapplicants from state, local, tribal, and territorial governments on the application and grant processes for hazard mitigation assistance programs, Hazard Mitigation Grant Program (HMGP), HMGP Post Fire, Building Resilient Infrastructure and Communities (BRIC), and Flood Mitigation Assistance (FMA).

Hazard Mitigation Plans (HMPs) allow entities to receive Hazard Mitigation Assistance grant funding. Funding to create or update Mitigation HMPs is available under the Hazard Mitigation Grant Program (HMGP).

The Building Resilience in Communities (BRIC), Flood Mitigation Assistance (FMA), and FMA Swift Current programs require entities to have or be a participating annex of a federally approved, locally adopted HMP at the application deadline and when awarded. HMGP and HMGP Post Fire applicants must have an adopted HMP before award.

Activities submitted for consideration for Hazard Mitigation Assistance funding must be consistent with the current, HMP for the jurisdiction in which the activity is located.

For more information about LHMP requirements, please see our Local Mitigation Planning page.

To find the current, open HMA funding opportunities, and learn more about the individual programs view the Grants Opportunities page. Want to discover if HMA grant opportunities are a good fit for your project proposal? Schedule a scoping call with the Hazard Mitigation Technical Assistance team here.

If you are considering applying for Hazard Mitigation Assistance (HMA) grant opportunities, please visit our Subapplication Development page to learn about the subapplication components or request a call with the Technical Assistance team.

When ready to apply, please complete a Notice of Interest (NOI), due to Cal OES via the CalOES Engage Portal. Access the portal to log in and complete your Notice of Interest. You must create an account if you do not already have one.

Please utilize the NOI User Guide for help creating an account and for a preview of the NOI questions.

The Benefit-Cost Analysis (BCA) process for FEMA’s Hazard Mitigation Assistance (HMA) programs is a method used to determine the cost-effectiveness of proposed hazard mitigation projects. The BCA compares the future risk reduction benefits of a project to its costs, resulting in a Benefit-Cost Ratio (BCR). A project is considered cost-effective if the BCR is 1.0 or greater.

Elements of the BCA:

Cost Estimation: Estimate the total costs of the project, including construction, maintenance, and other related expenses.

Benefit Estimation: Estimate the benefits of the project, such as avoided damages, reduced recovery costs, and other risk reduction benefits.

Calculation: Use FEMA’s BCA Toolkit to enter the documented values and calculate the BCR.

FEMA and Cal OES provide various resources, including the BCA Toolkit, training materials, guidance documents, and technical assistance meetings to assist applicants in completing the BCA. See the BCA section of our Resource Library for more information.

The FEMA HMA program requires an Environmental and Historic Preservation (EHP) review to ensure that proposed projects comply with federal laws, regulations, and executive orders. This review process evaluates the potential impacts of projects on natural and cultural resources, including floodplains, wetlands, archaeological sites, historic structures, and endangered species.

Key steps in the EHP review process include:

Environmental Assessment: Conducting an environmental assessment to identify potential impacts.

Compliance with EHP Laws: Ensuring compliance with laws such as the National Environmental Policy Act (NEPA) and the National Historic Preservation Act (NHPA).

Mitigation Measures: Identifying measures to avoid, minimize, or mitigate adverse impacts on environmental and historic resources.

Resources to aid in understanding and navigating the EHP process are available in the Grant Subapplication Section of our Resource Library.

If your NOI is approved, it will progress to the subapplication stage. The Resource Library contains Job Aids, templates, and links to guide you through the subapplication process. The TA team has gathered maps and data sources and consolidated them here for your convenience.

Post Obligation Information

Once your project is awarded, you may start work. Unless specifically marked in your subapplication as a pre-award cost, no purchasing or ground-breaking activities can begin until after the award. Please review the Grant Administration Procedures which will provide guidance in managing your grant.

Managing your Hazar Mitigation Assistance (HMA) grant includes project implementation, quarterly reporting, regulatory and environmental and historic preservation compliance, reimbursement requests, project closeout, and documentation.

The Hazard Mitigation Assistance Program and Policy Guide has more detailed information about managing your award.

Vendor and Contractor Procurement: When selecting vendors and contractors, follow federal, state, and local procurement guidelines, including the Code of Federal Regulations (CFR) Part 200, Title 2. Ensure that all procurement activities are transparent and competitive. The Cal OES HMA Contracting Guidance can provide additional information.
Regular Monitoring and Reporting: Conduct regular site visits, meetings, and progress reports to ensure the project is on track. Submit quarterly progress reports to your assigned Grant Analyst at Cal OES detailing the project’s status, expenditures, and milestones.
Documentation and Record Keeping: Keep thorough records of all grant-related activities, expenditures, and project progress. Maintain documentation of contracts, invoices, and progress reports.
Project Closeout: Ensure all project activities are completed as per the approved plan. Submit a closeout request to Cal OES within 90 days of the end of the Period of Performance (POP). FEMA will verify that all project objectives have been met and all costs are eligible for reimbursement.
Contact your Grant Analyst: The Cal OES Grants Analyst assigned to your project is an amazing resource. Please contact them with any questions, concerns, or to notify them of any changes in the project scope, budget, etc.

Applicant Agent Resolution (Form OES-FPD-130)
The Applicant Agent Resolution is used by non-state agencies to designate authorized agents who can act on behalf of the agency to apply for and manage federal financial assistance. This form is required for all applicants to be eligible to receive funding.

State Agency Signature Authority (Form OES-FPD-130SA)
The State Agency Signature Authority is used by state agencies to authorize specific individuals to act on behalf of the agency to obtain federal financial assistance. This form must be signed by the head of the agency (e.g., Director, President, Chancellor) and includes the names and titles of authorized agents.

Project Assurances for Federal Assistance (Form OES-FPD-89)

The Project Assurances for Federal Assistance form is a document required by Cal OES for entities applying for federal assistance. This form ensures that the applicant has the legal authority, institutional capacity, and financial capability to manage the project.

Quarterly Report Template (Form OES-HMA-109)

Quarterly Reports are used to report the progress of Hazard Mitigation Assistance (HMA) projects to FEMA and Cal OES. This form must be submitted each quarter after the project award and help ensure that projects are on track and that funds are being used appropriately.

Reimbursement Request (Form OES-FPD-400)

Subrecipients use the Reimbursement Request form to request reimbursement for project expenditures from the Cal OES. This form requires information about the project, cumulative expenditures, and milestones met. The reimbursement request form is due to Cal OES every quarter, even if that period’s expenditures are zero.

Subrecipient Management Cost Reimbursement Request (Form OES-FPD-400SRMC)

The Subrecipient Management Cost Reimbursement Request is specifically for requesting reimbursement of management costs incurred while administering the subgrant. This form is separate from project expenditures and focuses on costs related to managing the grant.

Award recipients are required to report deviations from budget, project scope, or objectives. You must request prior approvals from FEMA, via Cal OES, for certain budget and program plan revisions in accordance with the requirements in 2 CFR § 200.308. Requests must be made in writing and demonstrate the need for a budget or scope change and include the revised scope, schedule, and budget.

Cal OES must submit time extension requests to FEMA Region 9 at least 90 calendar days before the project period of performance expiration date. If the extension request is received less than 90 calendar days before the project period of performance expiration date, FEMA may deny the request. Contact your Grant Analyst at Cal OES to discuss the need for a time extension.

Disclosure of Lobbying Activities (Download) – Instructions

This form is used to disclose lobbying activities and is required by the Lobbying Disclosure Act of 1995. While entities that receive Federal awards, such as nonprofit organizations, may lobby the Federal government, all Federal lobbying efforts must be paid for with non-Federal funds.

Payee Data Record (STD 204)

This form is used by the State of California to collect information from payees for income tax reporting purposes. It is required for any non-governmental entity or individual entering into a transaction that may lead to a payment from the state.

FFATA Financial Disclosure (Form OES-FPD-011)

This form is required by the Federal Funding Accountability and Transparency Act (FFATA) and is used to disclose information about federal awards. It ensures that information on federal awards is made available to the public.