(a) The Agency shall send a letter announcing the availability of Grants, “Solicitation”, to all California cities, counties, cities and counties that have an active military base within its jurisdiction, and to any person requesting information about the California Base Retention Grant program. The Solicitation shall include a description of the Application process and the Application deadline. The Application deadline shall be no later than thirty (30) calendar days following the mailing of the Solicitation. Interested parties may request copies of the Solicitation in writing, via facsimile, or by electronic mail.

(b) Not later than the deadline described in the subsection (a) Solicitation, each Applicant shall submit an original and four (4) copies of a completed Application, and an electronic copy of all documents on diskette, if available, to the Agency address listed in the Solicitation.

(c) Not later than fifteen (15) business days following the deadline described in the subsection (a) Solicitation, the Agency shall mail a letter, Notice of Completion and Eligibility, to each Applicant that submitted an incomplete or ineligible Application. If the Application is incomplete, the Notice of Completion and Eligibility shall describe the missing or incomplete information. The Applicant shall provide the missing or incomplete information to the Agency not later than 5 p.m., ten (10) business days following the mailing of the Notice of Completion and Eligibility. The Agency shall only accept materials directly related to the issue(s) described in the Notice of Completion and Eligibility. If the Application is ineligible, the Notice of Completion and Eligibility shall explain why the Application does not meet the requirements described in section 4083.2. Applicants that submit Applications that do not meet the requirements described in section 4083.2 shall not have an opportunity to submit additional information and shall be disqualified from further review.

(d) Not later than sixty (60) calendar days following the deadline described in subsection (a) Solicitation, the Agency shall mail to each Applicant that submitted an eligible Application either a notice disapproving the funding request or a letter of conditional grant award based upon the section 4083.4(h) funding determination. The notice disapproving the funding request shall explain why the Application will not be funded. The letter of conditional grant award shall describe the amount of the Applicant's Grant and include a statement indicating disbursement of the Grant is conditioned upon execution of a Grant agreement between the Applicant and the Agency.