# Policy AM-413-20 Grants Screening & Evaluation Published by the Baltimore City Department of Legislative Reference. ## Policy AM-413-20 Grants Screening & Evaluation Balt., Md., Admin. Manual AM-413-20 (2026) purpose Preplanning and early resource gathering are key to success when screening and evaluating a grant application. This policy promotes a proactive assessment and determination of each grant’s requirements to minimize confusion and maximize preparation time prior to submitting an application. scope This policy is applicable to all city of Baltimore agencies/entities that use grant funding, as well as any other organizations for which the city serves as grantor or contributes resources. Moreover, this policy supersedes and replaces AM-404-1 Financial Grants, AM-404-1-1 Applying for Grants and AM-404-1-2 Action upon Receiving Grant Approval. policy-statement This policy requires grants management staff to proactively determine all grant application requirements and compile resources when preparing a grant application, to include determining whether the grant application requires sustainability or matching funds. When questions arise regarding a Notice of Funding Availability (NOFA), Scope of Work (SOW) or a Request for Proposal (RFP) – see Definitions, page 3 – staff should seek clarity from the grantor as early as possible. procedure Embedded Image Grants Management Committee:
1. Assigns a grant proposal manager and/or budget proposal manager to compile, review and submit each grant application. This/these individual(s) must be proactive in identifying any problems or issues that may interfere with a successful grant award and/or ongoing operation;
2. Determines whether a NOFA or RFP has a sustainability or matching funds requirement. Note: Both the applying agency/entity and their respective Bureau of the Budget and Management Research (BBMR) Budget Analyst must review and approve in writing the Notice of Funding Availability (NOFA) and corresponding draft budget prior to submitting any grant application. The agency/entity must also,
3. Determine their eligibility to apply and decide if the funding guidelines meet the agency/entities’ funding needs by thoroughly reading the NOFA or RFP. If necessary, identifies a partner to meet the SOW requirements. Grants Manager/Grant Proposal Manager and/or Budget Proposal Manager: 4. When necessary, seeks clarity on the SOW from the grantor by completing a Letter of Inquiry as early as possible. Draft Letters of Inquiry can be found (or stored) on the SharePoint site, at: https://portal.baltimorecity.gov/dof/GM/SitePages/Home.aspx, in the Forms Library. BBMR Budget Analyst:
5. Has two (2) workdays from the receipt of the inquiry to approve or disapprove (in writing) the submitting agency/entity’s draft budget. Note: BBMR’s draft budget template can be found in the Forms Library on the city’s grants management SharePoint site.
Grant Proposal Manager and/or Budget Proposal Manager:
6. Identifies sub-recipient(s) and determines their funding amounts prior to an application submission. Note: Pre-award identification and preparation of sub-recipient agreements expedites post award startup; and,
7. Gathers all resources required by the NOFA or RFP Scope of Work (SOW) as early as possible, to maximize the grant application’s success. definitions policy-owner The grants management office is responsible for all changes and/or updates to this policy. workflow-process A flowchart displays workflow graphically, using some or all of the following process symbols. Embedded Image Figure 1, below, graphically displays the primary steps followed in the Grant Screening & Evaluation process. Embedded Image Figure 1: Grant Screening & Evaluation requires BBMR’s pre-submission approval of all grant budgets. *History: October 01, 2021*