Memo: Grants Workflow Offload Plan (Ollama-First)

Date: 2026-02-24
From: Burt Prime
To: Nick Cerbone / CivicOS Grants

Objective

Offload most grant operations to local Ollama-based sub-agents to reduce cloud dependency, increase throughput, and maintain daily momentum.

Scope (Immediate)

  1. Daily grant sourcing and scraping
  2. Opportunity qualification + fit scoring
  3. Drafting first-pass LOIs/narratives/checklists
  4. Deadline and next-action reporting

Architecture

  • Primary local model: qwen2.5:14b
  • Fallback local model: mistral-small3.2:24b-instruct-2506-q4_K_M
  • Controller: main agent delegates repeatable work to local sub-agents
  • Output paths: Desktop/Grants/ + workspace/generated/grants/

Workstreams

A) Intake + Discovery

  • Run daily source pulls (federal/state/foundation/local)
  • Normalize outputs into opportunity cards
  • Store in 01_Opportunities/

B) Qualification

  • Rank by: mission fit, eligibility, award size, complexity, deadline urgency
  • Label: Pursue / Watch / Drop
  • Save score sheets in 01_Opportunities/

C) Draft Production

  • Generate first drafts for shortlisted grants:
    • Problem statement
    • Program narrative
    • Outcomes/metrics
    • Budget assumptions
  • Store active work in 02_Applications/

D) Reporting

  • Daily summary report with:
    • New opportunities
    • Priority applications
    • Deadlines in next 30 days
    • 24-hour action plan
  • Save to 04_Reports/

Timeline

  • Tonight: baseline structure + sub-agent spawned + first production run
  • Within 24h: first full daily report + prioritized queue
  • Within 72h: reusable templates + stable local-agent routing

Success Criteria

  • =80% grants workflow executed by local models

  • Daily report generated automatically
  • Shortlist always current with deadlines and next actions
  • At least 2 high-fit applications in active draft pipeline

Risks / Controls

  • Risk: source fetch failures -> Control: retry + error logging + alternate sources
  • Risk: hallucinated details -> Control: source citation required in outputs
  • Risk: quality variance -> Control: fallback model + review checklist