Grant Pursuit and Application

Prior to pursuing a grant, departments should read the Grant Acquisition, Management, and Compliance Policy to understand its pre-award and post-award responsibilities.  Prior to applying for a grant, the following forms need to be turned into the Grants Compliance Team for approval:

• Appendix A – Grant File Checklist
• Appendix B – Intent to Apply for Grant Funding Form

Additionally, appropriate authorization is required to submit a grant application:

• Grants up to $100,000 require City Manager approval;
• Grants over $100,000 requires City Council approval.

Thresholds are consistent with the City’s purchasing guidelines.

For assistance with the Grant File Checklist or the Intent to Apply for Grant Funding Form, contact the _Grants Compliance Team which consists of Debra Doss – Accounting Supervisor, and Becca Thibodaux – Accounting Supervisor.

GrantsCompliance@RoundRockTexas.gov

 NEW Changes to the City’s Grant Acquisition, Management & Compliance Policy effective 01/31/2026:

• Section 5 – Updated definition of Single Audit for the increase in expending from $750,000 to $1,000,000 or more in Federal assistance in a fiscal year.
• Section 5 – Updated Code reference in Closeout definition.
• Section 5 – Updated the definition of Contract per 2 CFR 200.1.
• Section 6.1.17 – Clarify language for Finance responsibility.
• Section 6.1.19 & 8.3 – Update the Cost or Price Analysis threshold for procurement amount from $250,000 to $350,000 or more.
• Section 6.1.20 – Add reference to Attachment A.
• Section 6.1.23 (h) – Update language per 2 CFR 200.403 for closeout costs.
• Section 8.2 – The Cost or Price Analysis threshold for procurement amount from $250,000 to $350,000 or more and update staff contact information.
• Section 8.3 – Additional contract provisions for contracts under Federal awards.
• Section 8.4 – Update staff contact information.

Grant Application Process Flowchart

Reimbursement Requests

Unless otherwise determined by Finance, the Grants Compliance Team will be responsible for submitting and tracking reimbursement requests.

Financial Reporting

Unless otherwise determined by Finance, the Grants Compliance Team will be responsible for preparing and submitting required financial reports for the grant, with cooperation of the department managing the grant.

Federal Requirements for Procurement

Effective 10/1/2025, Federal regulations require the following for every procurement action equal to or above $350,000:

• Documentation of an independent estimate BEFORE (1) receiving bids or proposals (see 2CFR 200.324) or BEFORE (2) receiving quotes or proposals from other governmental entities through an interlocal contract or a purchasing cooperative (see 2CFR 200.318(e)). Access form from following link:
  • Independent Estimate Determination Form
• Documentation of a cost analysis or price analysis performed AFTER seeking bids, proposals or quotes for goods and/or services to be acquired, including construction costs. Access form from following link:
  • Cost or Price Analysis (Reasonableness) Form

The purpose of these forms is to show that the offered price is fair and reasonable.

For assistance with completion of these forms, contact Adam Gagnon – Purchasing Supervisor or David Carter – Purchasing Manager.

Other Helpful Links

Schedule of Expenditures of Federal Awards (grants reported in the Comprehensive Annual Financial Report annually)

Grants Training by External Auditors, Whitley Penn – July 24, 2018