The Award Process begins once a grant has been awarded to the City. Upon notification, there are a number of activities that agencies/departments must engage in to ensure their grant is set-up properly. The following information will help guide you through the Award Process.
Upon notification that a grant has been awarded:
To request technology and/or a technology project you must submit a technology proposal to the Information Technology Investment Council (ITIC).
When a grant supports a collaboration between more than one city agency/department a Memorandum Of Understanding (MOU) should be created and agreed upon.
On occasion, a Letter of Intent to fund a grant will precede an Award Letter. When a grant program must start before an Award Letter is received, there is a possibility that the agency/department may receive partial budget appropriation based upon a Letter of Intent. There are several conditions that should be met in order to allow for appropriation based upon a Letter of Intent. Please contact the Grant Resource and Management Team for direction.
A grant requires an ordinance if the grant is:
Download to the Tips on Alfresco and When a Grant needs an Ordinance for more guidance on whether a grant award requires an ordinance.
Make sure that you keep in mind that cash match only requires an ordinance if it meets the criteria in the document and that you notify the Grant Resource and Management Team when a grant has a cash match.
The City’s ordinance process takes approximately 6 weeks. The process is outlined below.
When the Alfresco contract process is assigned to the Budget and Management Office for the grant set-up, the chartfield is prepared and distributed, and the information is set up in PeopleSoft to allow the grant to be expended. Once this is completed, the Agency may issue their Expenditure Budget Plan which must include the contract number, ordinance number, and all required information for budget setup.
If the grant cash match funds are appropriated, no further action is required. If the grant cash match funds are not appropriated then the Agency/Department will need to go through the ordinance process to have funds appropriated.
Yes. If you have received notification that a grant award was rejected or withdrawn you need to notify your Budget Analyst as soon as possible.