APPLICATION FOR NFS.PDF

Maricopa County
Human Services Department
Early Education Division
Andrea Harvey
Department of Health and Human Services
Administration for Children and Families
Office of Head Start
90 7" Street, 9 th Floor
San Francisco, CA 94103
Gabriella Aranda
Department of Health and Human Services
Administration for Children and Families
Office of Grants Management, Region IX
90th Street, Suite 9-100
San Francisco, CA 94103
April 4, 2017
Award No.0911P0004
Dear Program Specialists,
Non-Federal Share is a statutory requirement of the Head Start Act Head Start Act Section
640(b). As stated in the Act, a grantee agency must provide 20 percent of the total costs of the
Head Start program through Non-Federal match unless a waiver has been granted.
The Maricopa County Head Start program's required Non-Federal Share (NFS) for the
07/01/2016 to 06/30/2017 budget period is $639,351. The program has successfully collected
$221,936 by third quarter, and is projecting that we will collect an additional
$110,968 of the required of Non-Federal share by the end of the budget period.
As a result, the program anticipates collecting a total of $332,904 of the required NFS and is
requesting a waiver as follows:
• Early Head Start —Child Care Partnership Reduction/Waiver of 56% of the Required NFS
fund in the amount of $306,447
• The anticipated amount of NFS collected for the budget period will equal a 13% match of
Federal funds
The following relevant circumstance, as outline in the Program Instruction (ACF-PI-HS-12-02)
and in the Head Start Act Section 640(b), has affected the program's ability to collect the
required full amount:.
The lack of available resources in the community that prevents the Head Start Agency from
providing a portion of the required non-federal contribution.
Human Services Department Early Education Division • 2150-1 S Country Club Drive, Suite 7 • Mesa, AZ 85210

Maricopa County Human: Services Department
NFS Waiver Request
1. Limited access to sources of Non-Federal share from Child Care Partners. The EHS-CCP
grant supports private child care in providing EHS services. $1,751,414 (70%) of the total
award is passed directly to the Child Care Partners. These contracts reimburse partners for all
costs associated with providing EHS services, including an allocated portion of
administrative and facility expenses. Because the program reimburses all costs, the ability to
identify a source of non-federal share from the partners has been difficult.
2. Availability of working parents to participate in Non-Federal share activities. In addition, the
non-federal share collected through the valuation of parents time as volunteers the classroom
and/or participation in at-home curriculum tasks has been reduced from what the program
initially expected. The program has analyzed the in-kind generated from CCP parents
alongside in-kind generated from other EHS parents in the Maricopa County Human Services
Programs and found the CCP parents are not generating the same amount of In-kind
volunteer hours as other EHS parents. The program believes this is due to the work schedules
of the CCP parents who are utilizing Child Pate Partners for 10 hours daily. This increase
time spent in employment is affecting parents time spend in volunteering in the classroom
and/or participating in at-home curriculum tasks.
3. Ages of EHS Children impacts the amount of time Parents spend in curriculum activities at
home. The EHS-CCP program has 48 enrollment opportunities for infants. The time
allocated for parents to spend in developmental activities is decreased as very young infants
spend longer amounts of time sleeping, and the length of time spent involved in activities is
impacted by an infant's shorten periods of engagement.
4. Barriers for Community Volunteers in Child Care Centers. Other community volunteers,
such as general laborers, health service professionals, and college and technical school
students, have been limited at the Child Care Partners. In part, because of partner's current
policies around volunteers and visitors that limits access within the centers due to financial
liability concerns and/or inability to supervise community volunteers.
The EHS-CCP Program is continuing to engage in on-going program planning to identify
additional sources of Non-Federal share, to work with Child Care Partners to influence their
use of community volunteers, and to identify new ways to increase parent involvement as
volunteers and participation in at-home curriculum activities, keeping in mind the barriers that
may exist for parents who are working full-time.
The program has developed the following action plan to increase the collection and identify
new sources of Non-Federal share:
Human Services Department • 234 N. Central Avenue, 3 rd Floor Phoenix, AZ 85004

Maricopa County Human Services Department
NFS Waiver Request
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1. Participate in training from HS Director, TTA Contract, By June, 2017
WipFli Accounting Firm on Administrative Program Funds
Sources of Non-Federal Share Services Director
2. Continue development of IT Programmer, PD Electronic versions of 1st testing phase
Android/iPhone "App" to support Coaches, Program At-home Curriculum begins April,
parents input of at-home Analyst Tasks uploaded to 2017
activities using their electronic database,
devices that generates electronic Child Plus ID System
record of time. Bridges
3. Update Valuation of parent and HS Director, Grants County Compensation Completed
profession services to reflect Accountant March, 2017
changes in increased benefits
4. Receive training on utilizing FCP Manager "Just Serve" Agency By June, 2017
"Just Serve" volunteer and System
opportunity database, begin
posting community volunteer
opportunities through the
database
5. Identifying home activities for CCP Coordinator PD Coaches, By May, 2017
infants that can be repeated Developmental
frequently for short period of Activity Resources
time during daily routines
6. Annual training for Child Care CCP Coordinator CCP Coaches, Family By August,
Partners and teaching staff on Support Specialists, 2017
documenting expenses of the and Child Care
EHS program that are not Specialists, Director's
included in the monthly Academy
reimbursement.
This waiver request and accompanying budget revision documentation has been approved with
Board signature on the revised Federal Forms, and by Policy Council as reflected in the January
30th, 2017 Meeting Minutes.
Sincerely,
kkeith
Alecia Jackson,;
Assistant Direcbrv1aricopa County Human Services
Human Services Department • 234 N. Central Avenue, 3 rd Floor • Phoenix, AZ 85004

Non-Federal Share Issues ECLKC Page 1 of 2
Non-Federal Share Issues I ECLKC
EiJ ecIkc.ohs.acf.hhs.gov/oIicy/pt/icf-pi-hs1 2-02
Instruction:
The Head Start Act mandates that the Federal share of the total costs of the Head Start program will not
exceed 80 percent of the total grantee budget unless a waiver has been granted (Head Start Act Section
640(b)). If the grantee agency fails to obtain and adequately document the required 20 percent non-Federal
share (or other approved match) a disallowance of Federal funds may be taken. Non-Federal share must
meet the same criteria for allowability as other costs incurred and paid with Federal funds.
We understand that grantees are operating in challenging economic times. Historic sources of non-Federal
share may limit or eliminate their donations and contributions. For example, donated or reduced-cost space
and facilities may be less available, State pre-K and other early childhood funding may be reduced, and
sources of donations may be diminishing. However, grantees should be aware that failure to meet non-
Federal share requirements can result in serious financial consequences. An example of the impact of a
disallowance of non-Federal share follows:
Funded Actual
Federal share: $ 800,000 Federal share expended: $ 800,000
Required non-Federal share: 200.000 Allowable non-Federal share: 180.000
Total grant award: $ 1,000,000 Actual grant amount: $ 980,000
Recalculated maximum Federal share: $980,000 x 80% = $784,000 (80% of Actual grant amount)
Amount of disallowance: $800,000 -$784,000 = $16,000
Given the potential impact of a disallowance, it is important that grantees carefully review the adequacy of
their systems for documentation of contributions of non-Federal share. Federal source funds are not
allowable as non-Federal share without specific statutory language allowing this use of Federal funds (45
CFR §74.23(a)(5) and §92.24(b)(1)). Grantees should re-examine the source of historic State funding to
ensure that State funds have not been replaced with Federal source funds. Grantees must ensure that
claims for donated and reduced-cost space in facilities involve an unrelated party and reflect the fair market
rental value of the property at the time of donation as established by an independent appraiser and certified
by a responsible official of the grantee (45 CFR §74.23(h) and §92.24(d)). Grantees must ensure that
claims of non-Federal share for use of facilities owned by a related party are limited to depreciation or use
allowance (45 CFR §74.23(g)). Grantees are reminded to carefully consider all elements of non-Federal
share to ensure that they are adequately documented and meet the same standards of reasonable,
allocable, and necessary for the accomplishment of the project objectives which apply to direct program
expenditures.
https://eclkc.ohs.aef.hhs.gov/policy/pi/aef-pi-hs-12-02 1/31/2017

Non-Federal Share Issues 1ECLKC Page 2 of 2
The Office of Head Start enforces grantee matching requirements for each budget period. The annual SF-
424 submitted by the grantee reflects the non-Federal share match proposed by the grantee. The amount
of proposed match cannot be less than 20 percent unless a written waiver is received by the grantee from
the Secretary of the Department of Health and Human Services or his/her designee.
Grantees actively seeking non-Federal share but facing community circumstances that create a concern
that the 20 percent match requirement cannot be met should consider submitting a written request for
waiver with their annual refunding application. If match requirements cannot be met due to circumstances
arising during the budget period, grantees are encouraged to immediately submit a request for waiver to
their Regional Office. Grantees are cautioned that waivers apply only to one budget period and, if needed,
the grantee must apply for a new waiver for any subsequent budget period.
The following circumstances are taken into account in determining whether a waiver will be granted.
Grantees requesting waivers should provide sufficient detailed information in their waiver requests to allow
careful consideration of the relevant circumstances:
(1) the lack of resources available in the community that may prevent the Head Start agency from providing
all or a portion of the non-Federal contribution that may be required;
(2) the impact of the cost the Head Start agency may incur in initial years it carries out such program;
(3) the impact of an unanticipated increase in the cost the Head Start agency may incur to carry out such
program;
(4) whether the Head Start agency is located in a community adversely affected by a major disaster; and
(5) the impact on the community that would result if the Head Start agency ceased to carry out such
program.
Head Start Act Section 640(b).
CITATIONS: 2 CFR 220, 2 CFR 225, 2 CFR 230, 45 CFR Part 74, 45 CFR Part 92, 45 CFR 1301.20, 45
CFR 1301.21
Please direct any questions on this Program Instruction to your Office of Head Start Regional Office.
/ Yvette Sanchez Fuentes /
Yvette Sanchez Fuentes
Director
Office of Head Start
https://eclke.ohs.acf.hhs.gov/policy/pi/acf-pi-hs-12-02 1/31/2017

OMB Number: 4040-0004
Expiration Date: 8/31/2010
. .
Application for Federal Assistance SF-424
*1. Type of Submission: • 2. Type of Application: • If Revision, select appropriate letter(s): . . . .
El PreapplIcation New l ather
I
X Application Continuation *Other (Specify):
O Changed/Corrected Application X Revision Budget Revision
1
• 3. Date Received: 4. Applicant Identifier:
I 09HP0009
I
5a. Federal Entity Identifier. 5b. Federal Award Identifier:
N/A 098P0004
.
State Use Only:
8. Date Received by State: I 7. State Application Identifier:
8. APPLICANT INFORMATION:
' a. Legal Name: {MARICOPA, COUNTY OE
• b. Employer/Taxpayer Identification Number (EIN/TIN): * c. Organizational DUNS:
866000972 050391270
d. Address:
*Street!: 239 N Central Ave
Street2: Fl 3
• City: Phoenix
County/Parish: IMaricopa County _ 1
* State: AZ: Arizona
Province:
• Country: USA: UNITED STATES
*Zip/ Postai Code: 85004-0998
e. Organizational Unit:
Department Name: Division Name:
maricopa County [Human Services Department
I. Name and contact information of person to be contacted on matters involving this application:
Prefix: Mrs. * First Name: Alecia
Middle Name: l
I
• Last Name: Jackson .
Suffix:
Title: Head Start Director
Organizational Affiliation:
* Telephone Number: (480) 464-9669 x201 Fax Number: (980) 964-6151
• Email: jacksona002@rnail . mar icopa . gov

Application for Federal Assistance SF-424
* 9. Type of Applicant 1: Select Applicant Type:
County Government
Type of Applicant 2: Select Applicant Type:
Type of Applicant 3: Select Applicant Type:
• Other (specify):
* 10. Name of Federal Agency:
ACF-Head Start
11. Catalog of Fedora! Domestic Assistance Number:
93.600
CFDA Title:
Head Start
* 12. Funding Opportunity Number:
eGrants -N/A
*Title:
N/A
13. Competition Identification Number:
Not Applicable
Title:
Not Applicable
14. Areas Affected by Project (Cities, Counties, States, etc.):
Maricopa County excluding City of Phoenix
* 15. Descriptive Title of Applicant's Project:
Early Head Start-Child Care Partnership
Attach supporting documents as specified In agency Instructions.

Application for Federal Assistance SF-424
16. Congressional Districts Of:
* a, Applicant Az-007 b. Program/Project Im-003,AZ-005,Az-008,Az-009 I
Attach an additional list of Program/Project Congressional Districts If needed.
17. Proposed Project:
• a. Start Date: 07/01/2016 • b. End Date: 06/30/2017
18. Estimated Funding ($):
• a. Federal 0
* b. Applicant -306,497
• c. State
1
* d. Local
• e. Other 0
*f. Program income '
*9. TOTAL -306,9971
* 19.1s Application Subject to Review By State Under Executive Order 12372 Process?
• a. This application was made available to the State under the Executive Order 12372 Process for review on •
b. Program Is subject to E.O. 12372 but has not been selected by the State for review.
X C, Program Is not covered by E.O. 12372.
*20. Is the Applicant Delinquent On Any Federal Debt? (If "Yes," provide explanation in attachment.)
Yes X No
("Yes", provide explanation and attach
I
I
21. *By signing this application, I certify (1) to the statements contained in the list of certifications** and (2) that the statements
herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances** and agree to
comply with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may
subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 218, Section 1001)
** I AGREE
** The list of certifications and assurances, or an Internet site where you may obtain this list, Is contained in the announcement or agency
specific Instructions.
Authorized Representative:
Prefbc Mr *First Name: Denny
Middle Name:
• Last Name: 'Barney
Suffix:
*Title: Chairman, Maricopa County Board of Supervisor
1
*Telephone Number: (602) 506-1776 Fax Number.
* Email: lbarneyd@mail.maricop a . gov I
• Signature of Authorized Representative: • Date Signed: F—ATJR-1-1—rav ,
. 1 .
APR 1 1 2017
ichel e Wood
;""--:----c-- erk of the Boar "rz 0 pp Deputy County Attorney

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