GRANT AGRMT RE FIND HELP PHX WITH FTF.PDF

GRANT AGREEMENT
GRA-MULTI-16-0787-01
Between The
Arizona Early Childhood Development and Health Board
East Maricopa, Northwest Maricopa, Southwest Maricopa, Southeast Maricopa,
Phoenix South and Phoenix North Regional Partnership Councils
(First Things First)
And
Maricopa Department of Public Health
(Grantee)
I. Purpose
The intent of the work under the cross regional Service Coordination strategy is to
increase resources and supports available to providers and families within Maricopa
County. Through this grant, the First Things First regions within Maricopa County intend
to provide an online information and referral resource to families with young children
and to agencies that provide supports and services to those families. Services available
through the online resource will address the social, health and early education needs of
families with children 0-5. Implementation will support timely and efficient access to
services provided by public and private service providers in the community.
Term, Renewal
The term of the Agreement is July 1, 2015 through June 30, 2016. The parties may
renew this Agreement for up to two (2) additional twelve (12) month extensions
(including lesser parts thereof).
Ill. Description of Services
A. The First Things First Regional Partnership Councils of Maricopa County are
responding to a need for access to services and resources for young children and
their families who reside in Maricopa County. Service providers and families with
children ages 0-5 alike have expressed a need for an online source of information on
programs and services available to support parenting and children's healthy growth
and development.
B. Service Coordination is a system-level intervention that supports timely and efficient
access to services provided by public and private service providers in the
community. The intent of this contract is to promote increased service coordination
through the support for the FindHelpPhx.org (EncuentraAyudaPhx.org ) website.
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C. The target population is families of children ages 0-5, and to the programs and
agencies working to serve those families, throughout Maricopa County.
IV. GRANTEE'S Responsibilities
The Grantee shall:
A. Prior to entering into this Agreement, have completed and submitted to First Things
First for review and approval the following forms and documents:
1. Agency/Organization Profile
2. Program Personnel Table/Program Organization Chart
3. Required Narrative Responses
4. Implementation Plan
5. Line-Item Budget and Budget Narrative
6. Funding Sources and Financial Controls
The completed forms and documents comprise part of this Agreement.
B. Complete the Program(s) and Implementation Plan described in Section !V.A. In
providing these services, the Grantee shall act in accordance with its Program
Questions and Narrative Responses and the approved budget as well as the
following First Things First documents: the Overview of First Things First/Scope of
Work (Exhibit A), Guidance Materials (Exhibit B), and the Data Security Guidelines
and Requirements for Collaborators (Exhibit C).
C. Coordinate and collaborate with all First Things First grant recipients, as
collaboration is critical to developing a seamless service delivery system for children
and families.
D. Submit timely the reports described in Section VI.
V. Reimbursement/Payment
A. This is a multi-regional contract with funding available from the Northwest
Maricopa, East Maricopa, Southwest Maricopa, Southeast Maricopa, Phoenix South
and Phoenix North Regional Partnership Councils identified above. Should a region
discontinue participation during the program year or not seek renewal at the end of
a grant period, adjustments in administrative costs, scope of work for direct services
and target service units may be necessary.
The grantors shall provide up to $100,000 to the grantee for services provided under
Paragraph III. The grantors include the following regions and funding levels:
$16,665 from the Southeast Maricopa and$16,667 from each of the Northwest
Maricopa, East Maricopa, Southwest Maricopa, Phoenix North and Phoenix South
Regional Partnership Councils.
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B. Payment is conditioned upon receipt by First Things First of timely, accurate and
complete (i) reimbursement documents, (ii) Program Narrative Reports and (iii) Data
Submission Reports submitted via the First Things First Partner Grant Management
System (PGMS). Payments shall be made only for those services performed or goods
received.
C. The Grantee shall submit reimbursement requests at least quarterly, though not
more frequently than monthly. The Grantee shall submit a final reimbursement
request marked "final" no more than forty-five (45) days after the Agreement end
date. Expenses eligible for reimbursement must be paid, accrued or obligated by
the Grantee by the Agreement term end date. Final payment shall be contingent
upon receipt of all fiscal, programmatic, and data reports required of the Grantee
under this Agreement. Requests for reimbursement received later than forty-five
(45) days after the Agreement end date will not be paid.
D. Funds provided to the Grantee under this Agreement shall only be used to fulfill the
Grantee's responsibilities under this Agreement. Any questions regarding the
appropriate use of the funds shall be resolved by mutual agreement between the
parties.
E. If the Grantee receives reimbursement for expenditures that are disallowed by an
audit exception by First Things First, the state or the federal government, the
Grantee shall promptly repay the funds to First Things First.
VI. Quarterly Program Narrative and Data Submission Reporting Requirements
A. At a minimum, the Grantee shall submit quarterly one Program Narrative Report and
three Data Submission Reports (one per month) by the 20 th of the month following
the quarter via PGMS. Failure to submit timely reports will result in suspension of
reimbursement. The reports shall contain such information as deemed necessary by
First Things First.
B. Program Narrative and Data Submission Reports are due:
15t Quarter (July 1 - September 30) Due: October 20
2 nd Quarter (October 1 - December 31) Due: January 20
3 1-4 Quarter (January 1 - March 31) Due: April 20
4th Quarter (April 1 - June 30) Due: July 20
C. If the Grantee provides services to more than one First Things First region (multi-
regional strategies), the Grantee shall collect, store and report the data for the Data
Submission Reports separately for each region served.
VII. General Terms
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A. FTF Grants Uniform Terms and Conditions. First Things First's Grants Uniform Terms
and Conditions (revision date January 2015) are hereby incorporated by reference
into this Agreement as if fully set forth herein. Copies of this document are available
at http/www.azftf NeDo .as x (under
Eligibility), by emailing grants@azftf.gov or by calling the First Things First
Procurement Specialist, at 602-771-5114.
B. Working on Sovereign Tribal Land. If the Grantee performs any work under this
Agreement on sovereign land of an Indian tribe or nation, the Grantee shall comply
with any requirements set forth by the tribal government in relation to essential
functions of the grant operation, including data collection. It is a material
requirement of this Agreement that the Grantee follow all First Things First tribal
policies and procedures including the Tribal Data Policy, complete all Institutional
Review Board (IRB) requirements, obtain all appropriate parental consents and
obtain appropriate tribal approvals as designated by tribal authorities.
C. Non-Discrimination. The provisions of State Executive Order 2009-09 are
incorporated herein by reference. These provisions mandate, in part, that
contractors will not discriminate against any employee or applicant for employment
because of race, age, color, religion, sex or national origin. The Grantee shall also
comply with all other applicable state and federal statutes, regulations and
executive orders concerning non-discrimination practices, including the Americans
with Disabilities Act and Federal Executive Order No. 13279— Equal Protection of the
Laws for Faith-Based and Community Organizations.
D. Records. Pursuant to A.R.S. § 8-1174, the Grantee shall retain and shall
contractually require each subcontractor and subgrantee to retain all books,
accounts, reports, files and other records ("records") relating to the Agreement for a
period of five years after the completion of the Agreement. All records shall be
subject to inspection and audit by the State (including First Things First) and by an
independent auditor at all reasonable times. Upon request, the Grantee shall
produce any or all such records at First Things First's main office in Phoenix, Arizona.
Notwithstanding the foregoing paragraph, pursuant to 2 C.F.R. § 200.333, if the
grant includes federal pass-through funds, then the Grantee shall retain and shall
contractually require each subcontractor and subgrantee to retain all records
pertaining to the federal pass-through funds for a period of three years from the
date of submission of the final expenditure report and until any litigation, claims or
audit findings involving the records have been resolved and final action taken. All
such records shall be accessible and subject to audit in accordance with 2 C.F.R. §
200.336. This paragraph does not apply to a grantee, subgrantee or subcontractor
that is a federal agency.
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E. Non-Availability of Funds. Every payment obligation of First Things First under this
Agreement is conditioned upon the availability of funds appropriated or allocated
for the payment of such obligation. If funds are not allocated and available for the
continuance of this Agreement, this Agreement may be terminated by First Things
First at the end of the period for which funds are available. No liability shall accrue
to First Things First in the event this provision is exercised, and First Things First shall
not be obligated or liable for any future payments or for any damages as a result of
termination under this paragraph.
F. Relationship of Parties. The Grantee under this Agreement is an independent
contractor. Neither party to this Agreement shall be deemed to be the employee or
agent of the other party.
VIII. Agreement Administration and Operations
A. Advertising, Publishing and Promotion of Agreement. The Grantee shall not use,
advertise or promote information for commercial benefit concerning this grant
without the prior written approval of First Things First.
B. Review of Printed Materials. First Things First must review and approve all Grantee
publications and/or media funded or partially funded through this Agreement for
compliance with this Agreement. The Grantee shall submit to First Things First via
PGMS all print and electronic materials related to the programs and services funded
under this Agreement before publicly distributing those materials so that First
Things First may first review and approve prior to release. If deemed necessary by
First Things First, the Grantee shall revise the materials as indicated by First Things
First before publicly distributing the materials. First Things First shall have full and
complete rights to reproduce, duplicate, disclose, perform, and otherwise use all
materials prepared under this Agreement.
C. Acknowledgment of FTF Funding. The Grantee shall recognize First Things First as a
funding source of programs and services funded in whole or part under this
Agreement in all publicly distributed print or electronic materials related to those
programs and services. The Grantee shall make this recognition in a manner
described in First Things First's most current protocol and style guide. First Things
First will post any updates to the protocol and style guide under the Grantee
Resources section of PG MS. The Grantee shall also recognize First Things First as a
funding source of programs and services funded in whole or part under this
Agreement in all formal oral presentations and media interviews related to those
programs and services.
D. Public Awareness Efforts. The Grantee shall consult with First Things First in the
planning of public awareness/marketing strategies, such as websites, advertising or
media campaigns, related to the programs or services funded under this Agreement.
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E. Property of the State. Any materials and data required to be collected, delivered or
created under this Agreement, including but not limited to reports, computer
programs and other deliverables, are the sole property of the State (First Things
First). The Grantee is not entitled to a patent or copyright on those materials and
may not transfer the patent or copyright to anyone else. The Grantee shall not use
or release these materials without the prior written consent of First Things First.
F. Ownership of Intellectual Property. Any and all intellectual property, including but
not limited to copyright, invention, trademark, trade name, service mark, and/or
trade secrets created or conceived pursuant to or as a result of this Agreement and
any related subcontract or subgrant ("Intellectual Property"), shall be work made for
hire and First Things First shall be considered the creator of such Intellectual
Property. First Things First shall own (for and on behalf of the State) the entire right,
title and interest to the Intellectual Property throughout the world. The Grantee
shall notify First Things First, within thirty (30) days, of the creation of any
Intellectual Property by it or its subcontractor(s) and subgrantee(s). The Grantee, on
behalf of itself and any subcontractor(s) and subgrantee(s), agrees to execute any
and all document(s) necessary to assure ownership of the Intellectual Property vests
in the State and shall take no affirmative actions that might have the effect of
vesting all or part of the Intellectual Property in any entity other than the State. The
Intellectual Property shall not be disclosed by Grantee or its subcontractor(s) and
subgrantee(s) to any entity not the State without the express written authorization
of First Things First.
IX. Indemnification
A. Not State Agency. This paragraph applies if the Grantee is not a department,
agency, board, commission or university of the State. Each party (as "Indemnitor")
agrees to indemnify, defend and hold harmless the other party (as "Indemnitee")
from and against any and all claims, actions, liabilities, damages, losses, costs or
expenses (including reasonable attorneys' fees) ("Claims") arising out of bodily injury
of any person (including death) or property damage but only to the extent that such
Claims which result in vicarious/derivative liability to the Indemnitee are caused by
the act, omission, negligence, misconduct or other fault of the Indemnitor or any of
its officers, officials, agents, employees or volunteers.
B. Patent and Copyright. The Grantee shall indemnify and hold harmless the State
against any liability, including costs and expenses, for infringement of any patent,
trademark or copyright arising out of grant performance or use by the State of
materials furnished or work performed under this Agreement. The State shall
reasonably notify the Grantee of any claim for which it may be liable under this
paragraph. This paragraph does not apply if the Grantee is insured pursuant to
A.R.S. § 43.-621.
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C. Subcontractors. The Grantee shall contractually require its subcontractors and
subgrantees, if any, to defend, indemnify and hold harmless the State of Arizona and
its departments, agencies, boards, commissions, universities, officers, officials,
agents and employees ("State") from and against any and all Claims (including court
costs, attorneys' fees, and costs of claim processing, investigation and litigation) for
bodily injury or personal injury (including death), or loss or damage to tangible or
intangible property caused, or alleged to be caused, in whole or in part, by the
negligent or willful acts or omissions of the subcontractor or subgrantee or any of its
owners, officers, directors, agents, employees or volunteers. This indemnity shall
include any claim or amount arising out of or recovered under the Workers'
Compensation Law or arising out of the failure of the subcontractor or subgrantee to
conform to any federal, state or local law, statute, ordinance, rule, regulation, or
court decree. It is the specific intention of the parties that the State shall, in all
instances, except for Claims arising solely from the negligent or willful acts or
omissions of the State, be indemnified by the subcontractor or subgrantee from and
against any and all Claims. It is agreed that the subcontractor or subgrantee will be
responsible for primary loss investigation, defense and judgment costs where this
indemnification is applicable.
X. Insurance.
The Grantee shall provide a Certificate of Self-Insurance. The Certification shall be sent
directly to First Things First, Fiscal Specialist, 4000 N. Central, Suite 800, Phoenix,
Arizona 85012. If the Grantee is a department, agency, board, commission or university
of the State of Arizona, then the Certificate of Self-Insurance requirement does not
apply.
In addition, the Grantee shall contractually require its subcontractors to procure and
maintain until all of its obligations have been discharged or satisfied, including any
warranty periods under this Agreement, insurance against claims for injury to persons or
damage to property which may arise from or in connection with the performance of the
work by the subcontractor and its owners, officers, directors, agents, employees, or
volunteers. The insurance policies shall be in accordance with recommendations of the
Risk Management Division of the Arizona Department of Administration and
consultation with First Things First.
XI. Termination Upon 30 Days Notice
In addition to the termination provisions incorporated by reference, either party may terminate
the Agreement for any or no reason by giving at least thirty (30) days written notice of
termination to the other party. If the Grantee requests termination under this provision, the
Grantee shall cooperate with reasonable requests from First Things First to decrease services
and costs related to the Agreement.
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XII. Notices
The Grantee shall address all notices related to this Agreement to:
First Things First
Finance Division
4000 N. Central Avenue, Suite 800
Phoenix, AZ 85012
First Things First shall address all notices related to this Agreement to:
Maricopa County Department of Public Health
4041 N. Central Avenue, Suite 1400
Phoenix, AZ 85012
XIII. Authority to Execute this Agreement
Each individual executing this Agreement represents and warrants that he or she is duly
authorized to do so.
XIV. In Witness Whereof
The parties hereto agree to carry out the provisions of this Agreement.
FOR AND BEHALF OF FOR AND BEHALF OF THE
Maricopa County by and through its Arizona Early Childhood Development
Department of Public Health And Health Board
Steve Chucri Josh Allen
Chairman, Board of Supervisors CFO/C00
Date Date
ATTEST:
Clerk of the Board Date
APPROVED AS TO FORM:
Attorney for Maricopa County Date
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Attachment A Agency/Organization Profile
Attachment B Program Personnel Table/Program Organization Chart
Attachment C Required Narrative Responses
Attachment D Implementation Plan
Attachment E Line Item Budget and Budget Narrative
Attachment F Funding Sources and Financial Controls
Exhibit A Overview of First Things First and Scope of Work
Exhibit B Guidance Materials
Exhibit C Data Security Guidelines and Requirements for Collaborators
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Agency/Organization Profile
A. Agency/Organization:
Program Name: Find Help Phoenix (EncuentraAvudaPhx),
Agency: Maricopa County Department of Public Health Contact Person: Siman Qaasim
Address: 4041 N Central Ave, Ste 700 Position: Administrator, OHPE
Address Email simanqaasim@mail.maricopa.gov
City, State, Zip: Phoenix, AZ 85012 Phone: 602 372 8409 Ext
County: Maricopa County. Fax: 602 506-6683
Employer Identification Number: 86 -6000472
Agency Classification: State Agency County Government Local Government Schools
Tribal Faith Based Non Profit _Private Organization Other
Have you previously conducted business with First Things First using this EIN? x_Yes No
If not, or if there has been address or EDI changes, please go to https://aoo.az.gov/afis/vendor-
information, download the State of Arizona Substitute W-9 Form, and submit with your application.
Congressional district (federal) in which agency provides most services: District # 4
Legislative district (state) in which agency provides most services: District # 15
Go to httpWwww.azredistricting.org and click on Final Maps to identify your
congressional and legislative district
Approximate federal funding (from a federal source) to be received in current fiscal year? $ 28,698.00
Agency's fiscal year-end date: June 30, 2016
Agency's accounting method: Cash __x_Accrual
Does your organization undergo an annual independent audit in accordance with 2 CFR Part 200, Subpart F?
x Yes No
Contact information for firm conducting agency audit:
Audit firm: State of Arizona Office of the Auditor General
Address: 2910 N 44th Street, Ste 410, Phoenix, AZ 84018
Phone: (602) 553 -0333
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B. Proposed Program Information/Description:
Amount requested: $100,000
Service area of proposed program: Maricopa County
Target population of proposed program: families with children ages 0-5 living in Maricopa
County
No service units for this strategy.
Please provide a brief description (250 words or less) of the proposed program, including service area and target
population. This description may be used by First Things First for public information regarding the grant.
FindHelpPhx.org (EncuentraAyudaPhx.org ) is an easy-to-use, bilingual, mobile friendly website that
empowers residents of Maricopa County to find the help they need for themselves. FindHelpPhx lists
almost 2,000 low-cost and free health and social service resources from medical and legal to youth
services and volunteering. With only two "touches" users of desktops, tablets or smartphones are able
to locate a specific resource, displaying an easy to read description of the organization, its services, cost,
eligibility requirements and directions to the point of service. The FindHelpPhx.org website is
maintained by trained social workers at the Maricopa County Department of Public Health and only
requires residents to have minimal computer and internet capability to navigate and locate
neighborhood services. The staff support from this contract will be used to further enhance
representation of services available to families with children 0-5 years of age.
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C. Contact Information:
The First Things First Partner Grant Management System (PGMS) has four contact slots per contract. The same
person may be assigned to more than one slot.
Main Contact: is responsible for the overall program and will have access to all financial, programmatic, and
data reports in PGMS.
Finance Contact: is responsible for the submission of reimbursement requests through PGMS and will have
access to budget and reimbursement information in PGMS.
Program Contact: is responsible for program implementation and will have access to the program and data
reports in PGMS.
Evaluation Contact: is responsible for the program evaluation and data collection activities and will have
access to only the data reports in PGMS.
PGMS Contacts
Name: Siman Qaasim Email:simanqaasim@mail.maricopa.gov
Main Contact
Title/Position:Administrator Phone :602 372 8409
Physical Address (if different than the agency address): same
Name :/Richard Sandoval Emaihrichardsandoval@mail.maricopa.gov
Finance Contact
Title/Position:Accountant CHA Phone :602 506 9318
Physical Address (if different than the agency address):
same
Name: Adrienne Decker Delgado Emall:Adriennedeckerdelgado@mail.maricopa,
Program Contact goy
Title/Position:Social Worker Phone:602 290 00589
Physical Address (if different than the agency address): same
Name: Adrienne Decker Delgado Email:Adriennedeckerdelgado@mail.maricopa.
Evaluation Contact goy
Title/Position:Social Worker Phone:602 290 00589
Physical Address (if different than the agency address): same
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140.A
Program Personnel Table
In the following table, provide a list of all personnel or positions that will be fully or partially funded
through the proposed program. For Key Personnel, include the name and position title; pertinent
background and/or expertise that specifically relates to the program, including degrees, field of study,
number of years in the field, and other qualifications that align with the Standards of Practice
requirements; and their roles and responsibilities. If the position is to be hired (TBH), then describe the
desired background/expertise/degrees and field of study. For all personnel, provide the Full Time
Equivalent (FTE) for each position. Example:
Key Personnel - those individuals directly responsible for program implementation/services and are fully or
partially funded through the proposed program.
FTEs funded
Name/
Background/Expertise* Key Roles and Responsibilities through the
Position Title
program
MSW level social worker with
29 years' experience in -conduct presentations/trainings
Maricopa County created on website in English and Spanish.
FindHeipPhx, public speaking -vett and add new and existing
resources and otherwise manage
skills, partnership building,
content and design.
supervising staff and bilingual
-plan and execute outreach
English/Spanish. 2013 National strategies to families.
Social Worker of the Year by -serve as lead social worker and
the National Association of manage interns.
Name:
Social Workers. - review and create reports of
Adrienne
analytics and other evaluation
Decker metrics, 1.0
Delgado -submit al quarterly reports to FIT
Title: Social and other funders.
Worker -coordinate ordering and
maintenance of supplies and
inventory.
- submit abstracts and proposals to
national level conferences.
-serve as staff support to advisory
council.
-seek other sources of funding and
partnerships
10 years of experience with -conduct presentations/trainings
Name: families with young children. on website in English and Spanish.
Antoinette Bilingual, public speaking skills, -vet and add new and existing
relationship building. resources and otherwise manage 0.25
Martinez content and design.
Title: Social -plan and execute outreach
Worker strategies to families.
-Direct and supervise interns.
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- review and create reports of
analytics and other evaluation
metrics.
-coordinate ordering and
maintenance of supplies and
inventory.
- submit abstracts and proposals to
national level conferences.
-serve as staff support to advisory
council.
-seek other sources of funding and
partnerships
Additional Personnel - those individuals fully or partially funded through the proposed program but not
directly implementing or managing the program.
Program Total: 1.25
* Resumes and/or job descriptions for key personnel may be requested at any time but unless
otherwise indicated, they do not need to be submitted. If awarded and the program undergoes
changes in staff, a Staff Change Notification form along with an updated version of this table will need
to be submitted to First Things First within 14 days of the proposed change.
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Program Organization Chart
For all of the personnel or positions that will be fully or partially funded through the proposed program,
provide a program organizational chart that illustrates the hierarchy of positions/responsibilities specific
to the proposed program.
Dr. Bob England
MCDPH Director
.(countYt.
Toby Urvater
Divjlon Administrator
C01041.1):t!tillPaltilA0cie ri
"
Erick Blue
Att. Specialist
1 FTE (grant
Aciririn0
- Deig
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Required Narrative Responses
Considering the Service Coordination strategy and the work of your program for the upcoming
grant period, provide a narrative response that addresses the following items:
1. Provide a description of the current FindHelpPhx website. Describe the types of
agencies, programs, and services included in the FindHelpPhx website and current use
information.
FindHelpPhx.org is an easy-to-use, bilingual community asset map to empower
residents of Maricopa County to find the help they need for themselves. FindlielpPhx
(EncuentraAyudaPhx) lists almost 2,000 low-cost and free healthcare and social service
resources including mental health, housing, parenting, and food/clothing services. With
only two "clicks" ("touches" for mobile users) visitors are able to locate a specific
resource, displaying an easy-to-read description of the organization, its services, cost,
eligibility requirements and directions to the point of service. The FindHelpPhx
(EncuentraAyudaPhx) website is housed on a Maricopa County secure server and only
requires residents to have minimal computer and internet capability to run the map
feature. FindHelpPhx (EncuentraAyudaPhx) is fully mobile ready (using responsive
design) and can be viewed easily on smartphones and tablets. Resources included on
the map are vetted on an ongoing basis by Maricopa County Department of Public
Health social workers to ensure that users receive the most current service information.
FindHelpPhx.org includes a diverse array of services for individuals and families. Family
services such as foster care support, in-home parenting education, breastfeeding
education, and bilingual parent mentor groups are designed to strengthen child health
and increase positive communication in the home. Specialized services are included to
address diverse family compositions (grandparents and other relatives in a parental role,
LOBT families, and children living in families of immigrants and refugees). FindHelpPhx
includes private non-profit, governmental, and faith-based services.
2. Provide a description of the following items for the upcoming grant period:
a. How the FindHelpPhx website or staff will address the needs of agencies/programs
serving families with young children.
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Find HelpPhx is an active member of the Maricopa Family Support Alliance, and regularly
coordinates website trainings at staff meetings of MFSA member agencies. Trainings
involve teaching providers how to train clients in using Find HelpPhx.org for themselves
as an empowerment strategy. Clients spend limited time with child-serving agencies,
and after the service ends, the importance of knowing how to locate services for
themselves to support family functioning cannot be underestimated.
FindHelpPhx plans to present the updated website to the Family Resource Network in
Summer, 2015. Included is a step-by-step training on teaching parents how to feel more
comfortable and capable in finding resources that fit the needs of their families.
b. If different from currently included and described in "1" above, describe the types
of agencies, programs, and services to be included in the FindHelpPhx website. N/A
c. How recruitment and outreach efforts, and engagement and retention practices will
be employed in this program for the targeted population of programs to be included
on the website.
A weekly analysis of website analytics serves as a compass for FindHelpPhx staff in
targeting the number of hits to individual categories and geographical patterns of use.
Categories that register a low number of hits may indicate a need for increased
outreach efforts, which include coalition involvement, "Train the Trainer" presentations
with client and provider groups, and distribution of marketing materials. FindHelpPhx
typically initiates contact with the majority of agencies, and is known for cultivating
relationships with a diverse array of service providers. Analytics also reveals
neighborhood level geographical patterns of use, and similarly FindHelpPhx can target
areas for increased outreach efforts.
In terms of retention of representation of programs and services in the website, the
staff identifies and attends all coalitions and networking meeting of service providers
across the valley, normally sending interns when possible. This helps FHP staff to be
aware of new programs and changes to programs so that they can update the database.
Furthermore, every year, FHP engages in a full vetting of all the data in the site, where
each contacted and researched to ensure the information is current and accurate.
d. The target population demographics of users of the website (i.e. all families,
families with children age birth through five throughout Maricopa County, providers
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of support services for young children's health and development, or other
demographic descriptors).
Currently, FindHelpPhx (EncuentraAyudaPhx) has twenty categories of resources that
are used by families with children 0-5 such as medical/wellness, dental, mental illness,
food/clothing, reproductive/parenting, childcare, education, family violence, elder
services, etc. Within each of these categories, services specific to families with children
under five years are included. For example, under the mental health category, a woman
in the east Valley suffering from post-partum depression would find the Perinatal Mood
Disorder Support Group at Chandler Regional Hospital.
The staff support from this contract will be used to further enhance representation of
services available to families with children 0-5 years of age. FindHelpPhx plans to
present at the Family Resource Network in Summer, 2015, and will offer presentations
in the centers to empower parents and other caregivers interested in learning how to
assess their own family needs and find appropriate services to meet such needs.
FindHelpPhx also will be presenting to the Greater Phoenix Council on Child Abuse in
Summer, 2015. One anticipated outcome is that a working relationship with the
Department of Child Safety (DCS) will be initiated. There are many possibilities to orient
staff to FindHelpPhx with DCS, including new caseworker orientations and general staff
meetings at each of the several County offices. Considering the high numbers of abuse
and neglect in children 0-5, DCS is an essential partner in reaching stressed families.
e. How recruitment and outreach efforts, and engagement and retention practices will
be employed in this program for the targeted population of users of the website.
FindHelpPhx (EncuentraAyudaPhx) has a comprehensive outreach plan that is
continually evolving. The initial strategy was to present the site to agencies that assist
families and individuals in our community. Staff have conducted presentations to
community organizations and agencies since the site went live in October 2012.
FindHelpPhx staff have presented to over 350 parent groups and service and social
service/health care organizations. Agencies are strategically divided into four main
categories: healthcare, education, community organizations, and social services. By
targeting organizations such as libraries, hospitals, school health offices, WIC and DES
offices, community centers such as Boys and Girls Clubs, refugee resettlement agencies,
emergency response crisis teams and non-profit community based organizations we
plan to empower the front line persons that encounter families in crisis with the ability
to make a quality referral to critical services.
Once the redesigned site is launched, FHP is leveraging funds from the Arizona
Department of Health Services to conduct a full media campaign with Spanish language
outlets to get the word out to the community. Staff also conduct ongoing direct
outreach to the community in the form of health and resource fairs, television and radio
GRA-MULTI-16-0787-01 Page 19 of 41

interviews in Spanish, the Mexican and other consulate offices, public events and at
parent events at childcare centers. Two kiosks are located in the Mexican Consulate
and the Maricopa County Department of Public Health Office of Vitals and Registration,
extremely busy offices that provide the opportunity for the general public to learn how
to use the website from an onsite navigator or information staff.
f.How the program will be culturally responsive, linguistically appropriate, age
appropriate and gender responsive.
The principle philosophy of the FindHelpPhx (EncuentraAyudaPhx) website is
accessibility and inclusion. We have built the website in two languages with two URLs:
www.FindHelpPhx.org and www.EncuentraAvudaPhx.org to help users who access their
information in either English or Spanish. However, translation into Spanish is not nearly
enough. Accessibility is accomplished with the highly visual and intuitive layout of the
site. We have designed the site so that there are only two layers (tiles and a map so that
minimal scrolling required for persons, such as (a grandparent raising a grandchild) users
or developmentally delayed persons, who are not highly computer literate. We've also
enlarged the tiles for easier identification, and the search bar eliminates much scrolling
to find neighborhood resources, The first page consists of picture tiles centered on one
page that represent the categories such as medical or dental. When the user selects a
resource on the map, a plain language (family-friendly) description of the resource,
address and contact information, eligibility requirements and cost appears.
FindHelpPhx (EncuentraAyudaPhx) is also fully mobile compatible and can be viewed on
most smartphones and tablets. Research tells us that an increasing number of Maricopa
County residents access the web via mobile devices. The fastest increase in this trend is
seen among the Hispanic community and older adults. However, knowing that most
users of the site will most likely be low to moderate income, the site is created on lower
resolution for older technology and requires minimal scrolling for persons who may not
be computer literate. Identify capacity or infrastructure needed to maintain the website.
3. Identify capacity or infrastructure needed to maintain the website.
Above all, the site needs staff time to identify, vet and maintain resources for the
database, conduct community outreach and marketing and maintain the technical
aspects of the site. In addition, our staff must have a high level capacity in the
knowledge of resources, fluency and literacy in Spanish, ability to plan and conduct
effective outreach, create and manage a sustainability council, supervise and direct
intern support and skill in reviewing website analytics to adapt website design and
layout. The site requires staff that are exceedingly knowledgeable in community needs
and the resources in our county that provides them. It also requires staff with a high
level of Spanish literacy and familiarity with the regional dialect of Spanish spoken most
often in the Maricopa County to provide quality translations for the Spanish version of
GRA-MULTI-16-0787-01 Page 20 of 41

the site. In addition, staff must be able to request and conduct community
presentations in English and Spanish and to professional staff that provide services to
families. In order to assemble the advisory committee staff will rely on their strong
relationship building and facilitation skills and finally staff are being trained in
technology continually so that they can manage the content management system and
review analytics data. Much of this is conducted with the staff supported through this
grant but we also leverage MSW level interns to carry out these functions.
The program will also need web developers on retainer to support the site. Developers
typically manage any unforeseen technology failures of the site or code and execute any
enhancements or improvements to the site depending on feedback from partners,
community or funders. This grant supports approximately 5 percent of anticipated web
development support cost.
3. Describe any planned improvements or changes to FindHelpPhx website for the
grant period. Include the resources necessary to implement changes.
We are fortunate that FindHelpPhx will have undergone a substantial investment to
redesigning the front page for improved ease of searching resources and the back end
for efficiency of managing and updating the database before the grant period begins.
This investment included a content management system (CMS) architecture beneath
the site so that much of the layout of the front (the user facing side) can be done in-
house with staff. An example of a change or improvement would be to add, rename or
rearrange tiles on the front based on analytics feedback on what resources are being
used the most or least.
4. Describe potential challenges and barriers to success of this grant and FindHelpPhx,
and plans for addressing these barriers.
Potential barriers to the grant are secure funding streams. The generous support from
this grant only provides for one full FTE and .25 of another. While MCDPH has been very
successful at leveraging general fund dollars, several additional prevention grant funds,
a grant from Virginia Piper as well as support from the Arizona Department of Health
Services, none of these funds are stable. If we experience volatility in funds, we will lose
the second staff person, as it is difficult to maintain staff at .25 level and we will not
have any funds to maintain the technology of the site or create any improvements.
Much of this is addressed in the responses to the following questions around
partnerships and sustainability (questions: 5 and 9 below).
5. Describe steps that will be taken to promote collaboration and partnerships with
other government departments and other partners.
Staff have conducted presentations to community organizations and agencies since the
site went live in October 2012 totaling approximately 2,200 staff trained on
FindHelpPhx.org. . Agencies are strategically divided into four main categories:
GRA-MULTI-16-0787-01 Page 2,1 of 41

healthcare, education, community organizations, and social services. By targeting
organizations such as libraries, hospitals, school health offices, WIC and DES offices,
community centers such as Boys and Girls Clubs, refugee resettlement agencies,
emergency response crisis teams and non-profit community based organizations we
plan to empower the front line persons that encounter families in crisis with the ability
to make a quality referral to critical services.
Staff also conduct ongoing direct outreach to the community in the form of health and
resource fairs, television and radio interviews in Spanish, the Mexican and other
consulate offices, public events and at parent events at childcare centers.
The FindHelpPhx (EncuentraAyudaPhx) site will also generate referrals to the agencies
listed on the map so that they can spend more resources providing quality services.
6. Describe plans and activities to evaluate website use and to respond to the needs of
the audience described above.
We conducted focus groups before determining the design of the new site from persons
that represented users who we wanted to ensure we meet their needs. Focus groups
where on the elderly, low income single parents, language minority persons, and
persons with disabilities. We feel the new look and layout is very responsive to the
needs of our target audience; however, we plan to continuously adapt our program to
the needs of our audience.
As previously mentioned, FHP staff will rely heavily on analytics feedback that helps us
determine a multitude of information such as:
• How many people use the site?
• What language are they accessing the site in?
• Are the new users or returning visitors?
• How long do they stay on the site?
• What types of resources do they look up
• Where do they live (neighborhood level)
• Are they female or male
• Their approximate age
• What browsers are they using to view the site?
• What mobile devices are they using
• What percentage are mobile versus computer users
This is a rich, realtime data set that is constantly being improved by Google Analytics
(our provider of site analytics) that we will use to measure progress towards our goals as
well shape our outreach and marketing strategies and adapt the design, layout and look
of the site. We also continuously solicit feedback from participants of our community
presentations for input.
GRA-MULTI-16-0787-01 Page 22 of 41

7. Describe the plan and resources necessary for data collection, and plans for
reporting of data to FTF and other partners.
The Office of Health Promotion and Education (OHPE) has experience with FTF grants
beginning in 2009 and has not had any challenges in submitting programmatic and
financial reports. Data for this contract will be collected primarily through website
analytics that is currently available to us as well as the advanced analytics that will be
created through our IT contractor in upcoming months. Please see screen shot below of
our analytics dashboard as an example of the type of data that is available. All analytics
will be generated into user-friendly reports and included in quarterly reports to First
Things First. Data included will be the number of hits to the website, the number of
agencies and services listed, top resource searches, location and demographics of users,
language site is accessed in, browser and device used, and more as they become
available from Google.
In addition, real time analytics data allows the FHP program to be adaptable and will be
regularly used among staff as well as the advisory council for decision making. Analytics
will be used to monitor the impact and return on investment of various marketing
strategies, such as the Spanish media campaign, by monitoring for corresponding spikes
in usage. Additionally, staff will have information on features that may need to be
strengthened based on user behavior on the site. For example, the search field now has
full text search, before we invest in additional more advanced search features, staff
would review analytics data to determine if users utilize the search.
Tracking training and outreach activities will consist of the number of agencies and
persons in attendance at FindHelpPhx presentations. This will be captured internally
through a spreadsheet as well documented through sign in sheets at all presentations.
Additional, presentations will be held by MCDPH "cloud workgroups" (internal
workgroups for implementing public health goals across the department) and those will
be captured though our existing Community Health Improvement Plan (CHIP) evaluation
structure that is maintained though our Office of Performance Improvement.
GRA-MULTI-16-0787-01 Page 23 of 41

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8. Describe plans to implement the advisory committee.
The FHP staff will establish an advisory committee to support in decision making,
establishing target audience needs and in identifying and engaging in partners in funding
and general program collaboration. FHP staff will recruit for advisory committee members
among our existing partners, community cloud members and solicit new partners as well.
The committee would exist of approximately five to eight stakeholders representing a user,
a line staff from an agency who makes referrals to families, our hard to reach populations
specialist, a community cloud member and members from leadership of large agencies that
have significant investment in linking families to services. The OHPE administrator who
supervises the FHP program (inkind) coordinates several advisory committees currently
and, therefore can provide technical assistance to staff in forming it and running the
committee in a way that is relevant, engaging and productive. This will require use of
facilitation tools and utilizing the quality planning process (PDSA methodology). We will
establish the committee by October and have ongoing monthly meetings. The council will
establish goals in addition to the founding goals of ensuring the site meets the needs of
families looking for resources and creating sustainability for the project. Roles and
responsibilities of the members will be outlined in an one page agreement and will include
but not be :
1. Becoming knowledgeable in the mission and vision of FHP as well as the intended
target audience.
2. Model values and mission of FHP.
3. Listen, act on and represent diverse perspectives as a part of the project
commitment to inclusivity.
GRA-MULTI-16-0787-01 Page 24 of 41

4. Agree to a two-year term.
5. Contribute meaningfully to identifying and engaging potential funders for FHP.
6. Attend at least 75% of schedule bimonthly Advisory Council meetings, scheduled
one year in advance.
7. Commit to respectful discussion that advances meeting topics.
8. Work collaboratively with other committee members, staff and consultants.
9. Describe plans to address sustainability of FindHelpPhx. Include initial steps and
activities that will lead to the design and implementation of a "long term sustainability
plan". Include the goals, objectives, and timeline for development of the sustainability
plan.
MCDPH has raised tens of thousands of dollars of in-kind costs to bring the FHP site to life
and create a sustainable framework for it. The grant was initially funded by the NW and SW
councils but we were able to successfully make the case that it should be funded by all
seven councils that represent Maricopa County residents. In 2013, we received support
from Virginia Piper to make the site cover the entire county and invested our own general
fund dollars to hire a web developer to change the website design code to responsive
design (able to be viewed on mobile devices) and create a marketing strategy. We
leveraged funds from an existing federal grant to cover seventy five percent of the second
employees for the program as the one staff person was inundated. With additional staff
support, we conducted focus groups and conducted research on how the site could be
improved from its original design (which was also provided inkind) to have a more
professional and updated design, streamline the data entry back-end and be more user-
friendly for all audiences. Since then, support from the Arizona Department of Health
Services (ADHS) has allowed us to redesign the website, migrate all the data and launch a
Spanish media campaign. We will also purchase print materials for mass distribution to
families.
Goal #1 : Create a stable and sustainable funding stream for FindHelpPhx .by June 30,
2016.
Objective #1: Establish a sustainability advisory council charged with addressing.
Identifying and engaging partners by October 2015.
Acitivity#1: train staff in community organizing principles and advance facilitation (July —
September 2015).
Activity #2: recruit council members (July — September 2015).
Activity #3: establish regular meetings (October 2015 - June 2016).
Activity #4: write and implement an action plan (December 2015)
Objective #2: Continue to make the case for the importance of the site for meeting
community needs (ongoing).
GRA-MULTI-16-0787-01 Page 25 of 41

Activity #1: submit abstracts and present at national and local conferences by June 30,
2016.
Activity#2: Develop visual and marketing materials for engaging funding partners by
December 31, 2015.
Activity #4: Write proposals or engage in funding discussions with at least grant 3 funding
opportunities for support for FHP by June 30, 2016.
GRA-MULTI-16-0787-01 Page 26 of 41

GRA-MULTI-16-0787-01 Page 27 of 41

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4: iii-Blicipt
The budget narrative should provide a clear and concise explanation of the methods used to determine
the amounts for each line item in the following line-item budget.
Budget period: July 1, 2015— June 30, 2016
Budget categOry:: Lingitem..Descrlption Requested. Funds
• PERSONNEL SERVICES Personnel Services Sub Total
Salaries 62,634
EMPLOYEE RELATED EXPENSES Employee Related Expenses Sub Total
Fringe Benefits or Other ERE 25,145
PROFESSIONAL AND OUTSIDE SERVICES Professijnal & Outside Services Sub Total
Contracted Services
TRAVEL Travel Sub Total.
In-State Travel 1,869
Out-of-State Travel
Alb TO ORGANIZATIONS OR INDIVIDUALS Aid to Organizations or Individuals Sub Total
Subgrants or Subcontracts to 0
organizations/agencies/entities
OTHER OPERATING EXPENSES
• Telephones/Communications Services 992
• Internet Access
• General Office Supplies
• Food
• Rent/Occupancy
• Evaluation (non-contracted & non-
personnel expenses)
• Utilities
• Furniture
• Postage
• Software (including IT supplies) 270
• Dues/Subscriptions
• Advertising
• Printing/Copying
• Equipment Maintenance
• Professional Development (Staff Training,
Conferences, Workshops, Training Fees
for Staff)
• Insurance
• Program Materials
• Program Supplies
• Scholarships
• Program Incentives
NON CAPITAL EQUIPMENT Non-Capital Sub Total
Equipment $4,999 or less in value 0
Subtotal Direct Program Costs;
ADMINISTRATIVE/INDIRECT COSTS Total Adrnin/Indirict
Indirect/Acimin Costs $9,091
TOtali: $100000 . 1
Authorized Signature Date 7/27
GRA-MULTI-16-0787-01 Page 30 of 41

Maricopa County Department of Public Health
Proposed Project Budget
BUDGET NARRATIVE
PerSORUCI $62,634
MCDPH will manage program operations with the following personnel:
Social Workers 1.25 FTE: will have managerial oversight of all aspects of the project.
fringe Benefits $25 145
Fringe Benefits are calculated for a fixed benefit of $10,044.00 per FTE for medical and dental
coverage and a variable benefit of 19.31% of total salaries for Medicare, social security,
unemployment, worker's compensation, long term disability, life insurance, and Arizona State
Retirement System. These benefits have been calculated using Maricopa County rates for the
contract period July 1, 2015 through June 30, 2016.
FYI 6 Pay Total Fixed Variable Total Reg Pay and
FTE Hours Rate Salary Benefits Benefits Benefits Benefits
8904 0.1931
1 2096 $24.77 51,917.92 10,440.00 10,025.35 20,465.35 72,383.27
0.25 524 $20.45 10.715,80 2,610.00 2,069.22 4,679.22 15,395.02
62,633,72 3,050.00 12,094.57 25,144,57 87,778.29
Travel _ $1,869,
Local Travel- Mileage
Local travel is necessary for the successful implementation of the program in the largest
and most rural region of Maricopa County for activities that include: training community
members, attending meetings and events, and delivering the program. Mileage has been
estimated for 1 FTE at the current MCDPH rate of $0.575/mile. The following anticipated
expenses are:
1 staff approx. 350 miles per month x 12 months x $0.445/mile
Subtotal $ 1,869
Program Supplies .$1,262
The website has hosting costs associated with the sequal database and website. Annual of
the URLS (DNS) associated with the site (www.findhelpphx.org , etc.). ($270)
Utilities: This grant will pay for the full FTE social worker to have a smart phone due to
the amount of time they will spend in the field in the SW Region away from our central
Phoenix office. The County receives a discounted rate with its telecommunications provider of
$66/per month for data and cell phone use, the purchase of the device is $200.
GRA-MULTI-16-0787-01 Page 31 of 41

itidreirt Direct ee' C bc.ahi'agregse, $90,900
$9,091
The approved indirect rate for Maricopa County Department of Public Health is 15,80% from
July 1, 2015 through June 30, 2016; however, First Things First requires a 10% cap on indirect
costs.
'Total Animal Budget:
Indirect costs are costs of an organization that are not readily assignable to a particular program, but are
necessary to the operation of the organization and the performance of the program. The cost of operating
and maintaining facilities, depreciation, and administrative salaries are examples of the types of costs that
are usually treated as indirect.
Applicants must list either Option A or Option B and provide proper justification for expenses included:
U Option A - Administrative Costs: with proper justification, grantees may include an allocation for
administrative costs for up to 10% of the total direct costs requested of the grant request.
Administrative costs may include allocable direct charges for: costs of financial, accounting,
auditing, contracting or general legal services; costs of internal evaluation, including overall
management improvement costs; and costs of general liability insurance that protects the
agency/organization(s) responsible for operating a program, other than insurance costs solely
attributable to the program. Administrative costs may also include that portion of salaries and
benefits of the program's director and other administrative staff not attributable to the time spent
in support of a specific program.
OR
xOption B - Federally Approved Indirect Costs: If your agency/organization has a federally approved
indirect cost rate agreement in place, grantees may include an allocation for indirect costs for up to
10% of the direct costs. Applicants must provide a copy of their federally approved indirect cost rate
agreement.
Authorized Signature Date
GRA-MULTI-16-0787-01 Page 32 of 41

2SE1
Funding Sources and Financial Controls
A. In the following table, identify other funding/resources (including federal, state, local and private
funding) that the agency/organization has made or will make available to achieve the objectives of the
proposed program. First Things First (FTF) funding can be used to enhance or expand the program
funded by these additional funds, but FTF funding cannot supplant or be used to replace any existing
state or federal funding for early childhood development and health programs.
Type of Funding (federal, 0 If used
state, local, private) and Brief Description of How the Funding Helps for match
Amount
Agency/Organization Achieve the Program Objectives on this
Received From: grant
ADHS Web development for new site, data 100,000
migration, Spanish media campaign
B. Describe the financial controls and accountability measures the agency/organization will employ for
the proposed program.
MCDPH and OHPE have extensive experience in oversight of large grants including state, federal and
private grants with support from dedicated personnel in both Finance and Grants/Contracts units. Both
units provide programs with technical support for grant administration, financial and programmatic
compliance and oversight. The units work extensively with other county departments involved in
financial and contract management, such as Office of Management and Budget, Procurement, and
County Finance, to ensure accountability for expenditures in relationship to successful grant projects. To
meet reporting requirements, all FTF funds are tracked separately from other grant funding. Additionally,
the Maricopa County Internal Audit Department audits various MCDPH grants annually. These audits are
used to improve and enhance grant administration capacity. For the fiscal year 2015 budget MCDPH
successfully managed $61,227,601 from various sources. MCDPH has had successful audits and has no
significant findings or corrective actions.
Authorized Signature Date -7/21iC
GRA-MULTI-16-0787-01 Page 33 of 41

Exhibit A — Ove - w of First Things First and Scope of Work
Overview of First Things First
First Things First seeks to meet the diverse needs of children and families in Arizona communities.
The statewide First Things First Board and Regional Partnership Councils in local communities
across the state share the responsibility of ensuring that early childhood funds are spent on
strategies that will result in improved development, health, and education outcomes for young
children.
Local Regional Partnership Councils are comprised of community volunteers, with each member
representing a specific segment of the community that has a role in ensuring that Arizona's
children grow up to be ready for school and set for life: parents, leaders of faith communities,
tribal representatives, educators, health professionals, business leaders and philanthropists.
First Things First Strategic Direction
First Things First's commitment to young children means more than only funding programs and
services. It means having a shared vision about what being prepared for kindergarten actually
means. First Things First specifies that programs and services funded by the First Things First
Board and Regional Partnership Councils are to address one or more of the following Goal Areas to
impact children birth to age five and their families:
• Improve the quality of early childhood development and health programs
• Increase the access to quality early childhood development and health programs
• Increase access to preventive health care and health screenings
• Offer parent and family support and education concerning early childhood development
and literacy
• Provide professional development and training for early childhood development and
health providers
• Increase coordination of early childhood development and health programs and provide
public information about the importance of early childhood development and health
The First Things First Board established a strategic framework with a set of school readiness
indicators that provide a comprehensive composite measure to show if Arizona is making progress
in providing opportunity for young children to be ready for school and set for life. The strategies
funded by First Things First work collectively to develop a comprehensive system across the state
and regionally to address the school readiness indicators. The First Things First Board and
Regional Partnership Councils determine the priorities and strategies to be funded across the state
and throughout the regions assessing the challenges and building on the resources and assets in
place.
School Readiness Indicators
GRA-MULTI-16-0787-01 Page 34 of 41

• #7% children demonstrating school readiness at kindergarten entry in the development
domains of social-emotional, language and literacy, cognitive and motor and physical.
• #7% of children enrolled in an early care and education program with a Quality First rating
of 3-5 stars.
• #7% of children with special needs enrolled in an inclusive early care and education
program with a Quality First rating of 3-5 stars.
• #1% of families that spend no more than 10% of the regional median family income on
quality care and education with a Quality First rating of 3-5 stars.
• % of children with newly identified developmental delays during the kindergarten year.
• #/% of children entering kindergarten exiting preschool special education to regular
education.
• #7% of children ages 2-4 at a healthy weight (Body Mass Index-BM!).
• #1% of children receiving at least six well child visits within the first 15 months of life.
• #1% of children age 5 with untreated tooth decay.
• % of families who report they are competent and confident about their ability to support
their child's safety, health and wellbeing.
Wor
Statement of Need
The Central Maricopa, Northwest Maricopa, Phoenix North, Phoenix South, Southeast Maricopa,
and Southwest Maricopa Regional Partnership Councils are responding to a need to improve and
maintain the access to, and coordination of, services and resources for young children and their
families who reside in Maricopa County. Data collected through surveys and community meetings
has demonstrated that there is limited knowledge around the availability of programs and services
for families with children ages 0-5. There is great need for web-based information, which includes
relevant and reliable resources, that supports families with young children throughout Maricopa
County.
Description of Strategy
In the Maricopa and Phoenix regions, First Things First continues to support efforts to address
needs of families. To address the identified need discussed above, the Regional Partnership
Councils have chosen to provide funding to support a Service Coordination strategy. Service
Coordination is a system-level intervention that supports timely and efficient access to services
provided by public and private service providers in the community. The primary objectives of
service coordination are to:
• Reduce duplication and increase access to services
• Improve service delivery timeframes
• Establish pathways and mechanisms for exchange of service delivery information and
data
• Engage in service planning and assessment of service delivery that assures that services
are provided in a collaborative manner that promotes flexibility, fosters positive
G RA- M U LTI-16-0787-01 Page 35 of 41

engagement among providers, and provides consistent information to family members
and the community.
More information on the Service Coordination Strategy may be found in the Standards of Practice.
A link to that document is provided in the Guidance Materials section of this Agreement.
The intent of this contract is to promote increased service coordination through the provision of
funding to support the Find HelpPhx.org (EncuentraAyudaPhx.org ) website. FindHelpPhx.org, an
online resource directory of support and services targeting families with children 0-5 years of age,
is owned and operated by the Maricopa County Department of Public Health. In implementation
of the website, Maricopa County Department of Public Health (MCDPH) will achieve the
aforementioned primary objectives through website maintenance, website promotion,
partnership development, and fund development.
To achieve the intent of this contract, MCDPH (grantee) will be responsible for the management
and maintenance of the Find HelpPhx.org (EncuentraAyudaPhx.org ) website as an easy-to-use,
bilingual online resource guide for residents of Maricopa County. Website maintenance will
include ensuring that the website is comprehensive, accurate, and relevant to families with
children 0-5 years of age, and the organizations that provide support and services to those
families. Concurrently, grantee will ensure that staff members working under this contract are
appropriately trained and knowledgeable on early childhood issues, access to care issues,
community resources, and the needs of families with children 0-5 years of age. Grantee will work
to ensure that information and data provided on the website is reflective and inclusive of the
multitude of communities throughout Maricopa County. In addition, Grantee will ensure that
information is updated timely and is accurate and appropriate to meet the diverse needs of the
target population. Data and information on the website is to be verified and updated annually, at
minimum. Finally, Grantee will ensure that the website design and coding is both aesthetically
appealing and appropriate to meet the demand of users. This includes, but is not limited to:
content is will organized, design is visually pleasing, site is easy to navigate, website is mobile
friendly, website works in multiple browsers, website host has capacity to meet user demands,
and website is updated and/or redesigned as needed to ensure relevancy and alignment with
emerging technologies.
Fundamental to success of the FindHelpPhx.org (EncuentraAyudaPhx.org) website is continued
marketing and outreach to users and programs. Grantee will be charged with outreach to parents
and families that live or work within Maricopa County, as well as community organizations
providing supports and services to those families. As requested by First Things First, grantee will
attend Family Resource Network meetings, First Things First meetings, or other stakeholder
meetings to provide updates and gather information to improve the site. Outreach materials and
messaging will be developed and distributed in order to meet this objective. Grantee will ensure
that all marketing materials adhere to the Grantee Protocols as outlined in the First Things First
Communications Toolkit. The grantee shall consult with First Things First in the planning of public
awareness/marketing strategies, such as websites, advertising, media campaigns or materials
related to the programs or services funded under this Grant Agreement.
GRA-MULTI-16-0787-01 Page 36 of 41

Grantee will track use of the website, provide reporting on use of site and deliver outreach with
goal to maintain and increase users of the site. Grantee will provide First Things First with
quarterly narrative reports that include Google analytics and summary comments on data (such as
the number of people accessing the site, locations, demographics, patterns of use) and a summary
of marketing and outreach activities conducted.
Under this contract, Grantee will be expected to seek out opportunities for increased
collaborations and partnership development that result in the enhancement of the website,
increased utilization of website, reduction in the duplication of efforts, increased access to
services, and the exchange of information and data. Potential collaborations include, but are not
limited to:
• partnering with community organizations that provide online resource directories (e.g.
Community Information and Referral, Strong Families AZ, Healthy Teeth AZ, First Things
First/Quality First, etc.) for the purposes of exchanging information and data, reducing
duplication of efforts;
• collaborating with health and human service alliances/collaboratives for co-branding and
marketing to increase utilization of website;
• and/or collaborating with stakeholders to enhance the website and to ensure that the
resources and services identified on the site address the needs of the target audience.
Grantee will establish an advisory committee that will be convened a minimum of two times a
year. The advisory committee will be comprised of community stakeholders and will be
responsible for reviewing efforts to date, and for providing guidance to the grantee on planned
marketing and outreach efforts, data collection and analysis activities, potential partnerships, fund
development, quality improvement activities, evaluation activities, and other activities as needed.
Finally, First Things First recognizes that this project can only be successful if long-term
sustainability planning is part of the process. Under this contract, grantee will be responsible for
the development of a long-term sustainability plan that identifies how grantee will ensure
continuation and growth of the project. The sustainability plan should be realistic and obtainable.
The plan must include approaches to address: the true operational costs, time, technology, and
talent required to sustain or grow FindhelpPhx. The plan will also include budgeting and fund
development (which may include solicitation of financial support from other entities) to
demonstrate that the project will be sustainable should First Things First funding decrease or no
longer be available.
Applicable School Readiness Indicators
Applicants implementing this strategy will work collectively with First Things First to address the
school readiness indicators below:
• #/% children demonstrating school readiness at kindergarten entry in the development
domains of social-emotional, language and literacy, cognitive and motor and physical.
GRA- M ULTI-16-0787-01 Page 37 of 41

• % of families who report they are competent and confident about their ability to
support their child's safety, health and wellbeing.
Applicable Goal Areas
Applicants implementing this strategy will work collectively with First Things First to address the
goal areas below:
• Offer parent and family support and education concerning early childhood development
and literacy
• Increase coordination of early childhood development and health programs and provide
public information about the importance of early childhood development and health
Target Population and Geographic Area to Serve
This grant is intended to provide resource information to families of children ages 0-5, and to the
programs and agencies working to serve those families. The geographic area serves Maricopa
County on behalf of the East Maricopa, Northwest Maricopa, Phoenix North, Phoenix South,
Southeast Maricopa, and Southwest Maricopa Regional Partnership Councils of First Things First. A
map of the First Things First Regions can be found at http://maps.azftf.gov/
Performance Measures
Performance Measures are (1) key indicators of performance; (2) basic implementation of
strategy; (3) alignment of program activities to strategy specific standards of practice, (4)
performance or progress toward pre-established strategic goals. Performance measures may
include the level or type of program activities conducted (e.g. serving families/children through
home visits) and/or the direct services and products delivered by a program (e.g., providing
scholarships).
Performance Measures:
• Number of programs and agencies included in the website/number in prior year.
• Number of users of website/number in prior year.
GRA-MULTI-16-0787-01 Page 38 of 41

- hibit B G e Materials
Guidance Materials
All Standards of Practice and Target Service Unit TSLJ) Guidance Documents can be accessed
through the FTF Strategy Toolkit, located at http://www.azftf.gov/pages/strategytoolkit . aspx.
Links to the documents specific to this Grant Agreement are located below. There may be other
documents that appear on the links but the documents required for this Grant Agreement are
indicated below. For difficulty in accessing any of the documents, email the name of the
document and the Grant Agreement number to grants@azftf,gov for assistance.
Standards of Practice Documents Required for this Grant Agreement
Service Coordination Standards of Practice:
http://www.azftf.gov/pages/WebMaimaspx?Pageld=9E8669C97C0C408139F3567C855744398&Stra
tegylc1=46
Target Service Unit (TSU) Guidance Document
None.
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es a i
First Things First - Arizona Early Childhood Development and Health Board
Data Security Guidelines and Requirements for Collaborators
BACKGROUND:
The purpose of the Arizona Early Childhood Development and Health Board (First Things First - FTF) is to aid
in the creation of a system that offers opportunities and support for families and communities in the
development of all children, so they can grow up healthy and ready to succeed. Our work is accountable
and transparent to decision-makers and the citizens of Arizona. Collaboration and direct funding of
grantees to undertake work on behalf of the children and families of Arizona is fundamental to the purpose
and mission of FTF. Regular submission of data related to funded work is an important part of ensuring
accountability and maximum positive impact for young children, as well as a material condition of receiving
FTF grant funding.
Data Security Guidelines for Data Submission to FTF
First Things First will ensure that resources allocated have maximum impact for the benefit of children and
families. To ensure this accountability, FTF has established data reporting requirements for all state and
regional grantees. All funded providers shall regularly submit programmatic and financial reports as
identified in the FTF reporting requirements.
FTF data submissions are classified in one of three levels:
• Public data
• Limited distribution data
• Confidential data
The majority of FTF reporting submissions are completed through the FIT Partner Grant Management
System (PGMS). Subsequent to the award of a grant, the grantee will receive general training on login and
navigation within the PGMS system. With this login, the grantee will be able to manage their contract
information. An additional training on strategy-specific data submission requirements will also be
conducted. During that training, the grantee will be informed on submission of data reporting requirements
through PGMS. All data submitted through PGMS is public data or limited distribution data. Because
PGMS is located in a secure extra net environment, grantees using PGMS for data submission are not
required to undertake additional security measures related to their data submission above those identified
in the general and data submission orientations (password and login security, guidelines for upload of
narrative and other reports).
A small group of grantees submit data requirements, with an agreement between the grantee and FTF,
through an established secure web service or FTP (File Transfer Protocol) site via the Internet, rather than a
PGMS web-based entry form. Such data is likely to contain limited distribution data and shall adhere to the
following protocols. Grantees that submit data through the secure web service must submit data within the
established data structures and format; follow all login procedures; submit a formal data change request
form if needed; and ensure that limited distribution data may not be intercepted or viewed at any time by
parties other than the grantee and FTF. Additionally, Grantees must ensure that throughout the reporting
and submission process the data is secured and that any confidential data is de-identified and/or
encrypted.
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Any grantee submitting data identified as confidential must file a formal data security policy with FTF.
Data Security Guidelines for Grantee Maintenance of Data
In order to submit data to FTF in fulfillment of reporting requirements, grantees shall keep all data
collected for their program(s) within their system (database) or hardcopies. Grantee data is likely to contain
highly sensitive information on individuals, their education and their health. These guidelines and
requirements are for the maintenance of those data.
All grantees must have a data security policy in force that identifies how the organization ensures that data
is protected in all its forms, during all phases of its life cycle, from inappropriate access, use, modification,
disclosure, or destruction.
All grantees subject to HIPAA, FERPA, tribal law, or other data regulation are required to submit and
maintain those approvals for all data.
Data Permission Guidelines for Grantee Data
All grantees must be prepared for FTF review of client-level data (e.g. child-level, teacher-level, or early
care and education provider-level) during on-site visits. Additionally, FTF data reporting requirements may
include submission of client-level data (e.g. child-level, teacher-level, or early care and education provider-
level). The grantee agrees to allow FTF to access such data. Should the data be subject to HIPAA, the
grantee agrees to enter into FTF's HIPAA Business Associate Agreement.
To inform clients of FTF's reporting requirements, all grantees must include in their client enrollment forms
the statement: "To comply with reporting requirements of the funding source, I grant permission to [insert
grantee organizational name] to release background, service, and impact related information to the
Arizona Early Childhood Development and Health Board, also known as First Things First." The grantee
warrants to FTF that prior to entering into the grant agreement for FTF funding, it has appropriately
enquired and satisfied itself that it has the ability and authority comply with the requirements of this
section.
Grantees Serving Clients on Tribal Lands
First Things First recognizes Arizona tribes as sovereign nations that have the right to regulate research and
data collection on their tribal lands. To this end, First Things First is committed to obtaining all appropriate
tribal approvals for data collection, analysis and reporting. Accordingly, grantees shall only collect, use and
share data from tribal land in accordance with a data collection agreement between a tribe and First Things
First or the grantee.
Compliance with Data Security Guidelines
The grantee acknowledges that failure to comply with any requirement of these Data Security Guidelines
shall be a material breach of the grant agreement.
First Things First's own Data Security Policy & Procedures and Tribal Data Policy may be viewed on the FTF
website, www,azftf.gov, under Funding/Eligibility & How to Apply or
http://www.azftf.gov/WhatWeDo/Funding/Pages/Eligibility.aspx
Revised December 2014
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