Item 3 - GTOPs 2026 Improvement Plan Presentation — original pdf

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GTOPs FY26 Improvement Action Plan Overview Austin Economic Development October 8th, 2025 Item 1 - Review Process Updates Discontinuation of Review Binder Grant portal issues and application length delayed printing of binders in 2025. A replacement option will be offered for review panelists to keep track of their notes and comments. Enhanced oversight of Q+A GTOPs staff will assist with scheduling of Q+A cohorts/sessions and sit in on panel meetings due to issues with panelists coordinating these sessions themselves. Application Review Tutorial In an effort to assist panelists and increase the quality of reviews, staff will create a walkthrough doc or video on how to review an application and best practices for review panelists. Item 2 – GTOPs Application Process Discontinuation of Office Hours GTOPs Office Hours were not utilized by our community, we will no longer host these pre- scheduled sessions. But we will make ourselves as available as possible for 1:1 assistance with applicants. Mini and Capacity Timeline Change Delays in GTOPS Core led to decreased bandwidth for Mini and Capacity pathways. Timelines will be adjusted to all begin in January. Alignment of timelines will increase focus and streamline processes. Spanish language assist for Cap + Mini GTOPs staff provides Spanish language assistance for Core applicants, as required by AED. Cap and Mini will adopt this policy and implement. Item 2 – GTOPs Application Process COA Vendor Registration Requirement 2025 saw delays in contracting due to awardees not having previously registered as a city vendor. This requirement will be enforced and one of the required application fields will request the applicant City vendor code. Set GTOPs Protest Window To avoid delays incurred by the protest process, a one- week window will be set for applicants to submit a GTOPs decision protest. Another week will be reserved for the adjudication process. Enhancements to the GTOPS applicant guide The applicant guide will be updated to reflect changes or highlight key items; boilerplate is required reading, read fundable/non- fundable items list, AI use guidelines, PIR notice, no PMs for Capacity Item 3 – Performance Reporting Updates Item 4 – Contracting Process Streamlining Guidance on performance reporting for GTOPS Mini GTOPs Mini awardees and applicants have historically struggled with creating and keeping up with performance measure requirements for this program. GTOPs staff will overhaul the process by creating a guide on Mini reporting and create a standardized and detailed template. Consolidation of Contract Overview Meetings GTOPs staff will no longer host individual 1.5- hour meetings with each individual Core awardee. These meetings will be consolidated to one required group session covering the contracting, exhibit negotiation, and insurance processes. Item 4 – Contracting Process Streamlining Adjustment of Award Allocations GTOPs staff recommends adjusting the financial allocations of the all GTOPs pathway awards. This change has been made to meet the community’s current needs as well as in hopes of increasing GTOPs staff bandwidth . Award Distribution Options • Option A: 8 - $40,000 Core awards; 6 - $10,000 Mini awards, and 8 - $2,500 Capacity Awards • Option B: 10 - $35,000 Core awards; $10,000 GTOPs Mini Awards; sunset the Capacity pathway • Option C: 10 varying Core awards (Request cap raised to $40k); 4 - $10,000 GTOPs Mini awards; 8 - $2,500 Capacity awards Award Adjustment Options Option A • Total Funding; $320K for Core, $60K for Mini, $20K for Cap Option B • Total Funding; $350K for Core, $50K for Mini, $0 for Cap Option C • Total Funding; $330K for Core, $50K for Mini, $20K for Cap • Pros • Deeper impact for Core through added funding • Decreased contract processing time for Mini and Core • Cons • Less individual organizations awarded (28 -> 22 awards) • Pros Increased staff bandwidth • • Most Core funding option • Deeper impact for Core through added funding • Pros • Most individual awards • Cut down on Mini and Cap contracting process, focus on Core • Cons • Cons • Least number of individual awards (15 awards) • Removal of easiest pathway application wise • Less individual organizations awarded (28 -> 23 awards) • Varying award size (potential delays) • Smallest Core individual award option average Award Adjustment Options Total GTOPs Funding: $400,000 Option A Option B • Standardized • Standardized Awards Awards • $320K for Core; 8 - $40,000 awards • $350K for Core; 10 - $35,000 awards • $60K for Mini; 6 - $10,000 awards • $20K for Cap; 8 - $2,500 awards • $50K for Mini; 5 - $10,000 awards • $0 for Cap Option C • $330K for Core; 10 varying Awards (Request Cap raised to $40K, $33K average) • $50K for Mini; 5 - $10,000 awards • $20K for Cap; 8 - $2,500 Award Adjustment Options 2023 • Core Applications: 22 applications received, average request $32,309 (8 non full amount requests) • Core Awards: 10 awards, $29,315 averaged award (Two awards outside of $33.5K-$30K) • Mini Applications: 15 applications received, average request $10K • Mini Awards: Five awards of $10K • Capacity Applications: 12 applications received, averaged request $2,422 (1 award less than $2.5K) • Capacity Awards: 10 awards, one >$2,500 2024 • Core Applications: 20 applications received, average request $34,500 (One $25K request) • Core Awards: 12 awards, $26,250 averaged award (One award outside of $24K-$28K) • Mini Applications: 11 applications received, average request $9,864 (One $8.5K request) • Mini Awards: Six awards of $10K • Capacity Applications: 10 applications received, averaged request $2,365 (1 request less than $2.5K) • Capacity Awards: 10 awards, one >$2,500 Questions?