HiAP Grant and Contract Evaluation Tool Step 1: Building the Application

Grant programs start before funds are awarded including when applications are open. During this phase, there are a variety of approaches the agency may take to ensure accessibility, compliance, and engagement in the process of applying for grants or contracts.

A. Staff Training

Engagement with Tribes requires cultural competency. Cultural competency refers to the ability to understand, communicate with, and effectively interact with people across different cultures. Training staff in cultural competency and Tribal sovereignty can increase how accessible state grants can be for Tribes and communities.

Have program and administrative staff been trained in cultural competency?

B. Tribal Outreach and Engagement

Tribal engagement is distinct from general outreach and may involve government‑to‑government consultation. Many government organizations may have a Tribal Affairs Liaison. Coordinate with a Tribal Affairs Liaison to learn about and ensure compliance with Tribal consultation policies.

To develop trust and relationships, do you have a Tribal Affairs Liaison in your Department? If so, have you worked with them in coordination with Tribes who may be eligible for grants or contracts to develop trust and relationships?

C. Community Engagement (Grants)

Collect input on how grants can be made available, including to historically underserved communities. See the California Air Resources Board (CARB) Draft Community Engagement model for more specific information.

Have you convened community members and Tribes to discuss needs and potential solutions to issues in their communities?
Have you conducted outreach and built awareness of grant programs or state policy priorities?
Have you supported the development of partnerships between potential project partners so they can bid together on grants?
How will you demonstrate how community input is integrated into your department or agency’s programs?

D. Communications

Ensure consistent communications with priority communities about grant/contract opportunities are easily available. Partner with local health jurisdictions, Tribal partners, and community-based organizations to expand awareness of funding opportunities.

Have you worked with trusted messengers in communities to coordinate feedback and distribute information effectively?
How can state entities work with those trusted entities to better communicate with communities?
Do you have a curated list of grant opportunities across agencies that you can share with potential grantees? (Grants)

E. Capacity Building/Pre-Application Technical Assistance

Build capacity to strengthen local coordination, leadership, knowledge, skills, expertise, and access to resources for Tribes and under-resourced communities. The goal is to help develop or increase the ability of communities to independently compete for grants and implement projects in the future.

Have you supported project development and promotion?
Have you assisted with policy development or implementation in response to state mandates and/or community needs?
Do your Capacity Building/Pre-Application TA services include any of the following?
- Peer Learning
- Office Hours
- Collaborative Support Models
- Early-Stage Applicant Coaching

The Strategic Growth Council Technical Assistance (TA) Toolkit includes additional resources on Capacity Building and Pre-Application Technical Assistance. Access the Toolkit here: Click the following link to access the TA Toolkit: https://sgc.ca.gov/technical-assistance/toolkit/

F. Legal Alignment

Ensure legal alignment early in the process for grants and contracts to set clear guardrails on what can change through engagement.

Have you coordinated with your Legal department where requirements apply? (e.g., public noticing timelines, Bagley‑Keene for advisory bodies)
Do all grant and contract administrators have access to a summary of the key regulatory components for the program? Is this information compiled in accessible and user-friendly language?
Can you summarize all of the requirements for applications, including for Tribes, needed before, during, and after grant cycle?

G. Language Access

Language access provides people with Limited English Proficiency with reasonable access to services and information. Make sure to plan inclusive access, comply with language access requirements (Dymally‑Alatorre Bilingual Services Act), ADA accessibility, and provide both interpretation and translation. Build translation/interpretation lead time into the funding cycle.

Have you reviewed the Culturally and Linguistically Appropriate Services standards and/or have examples of accessible language published by your agency? Do you have input from your communities on specific language access requests?
Have you reviewed the California State Compliance for People with Disabilities?

H. Compensate Community Participation

Prior to grant or contracts being administered, ensure that community compensation has been discussed and is explained in public documents (like Requests for Proposals and contracts). Public information may need to be published using a tiered approach depending on the amount of time and energy that is put into a project.

Have you reviewed your department’s or agency’s compensation policies? Will community compensation be necessary in this grant or contract?