GRANT AWARD AMENDMENT RE CHILD CARE HEALTH CONSULTATIONS WITH FTF.PDF

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CONTRACT AMENDMENT Early Childhood Health and
Development Board
(First Things First)
Amendment #1 Page 4000 North Central Avenue,
1 Suite 800
FIRST THINGS FIRSI Phoenix, AZ 85012
Grant Agreement/Contract Award # of
Ready for School. Set for Life, (602) 771-5000
GRA-STATE-13-0503-01-Y2 (602) 265-0009 fax
CONTRACTOR:
Maricopa County Department of Public Health
4041 N. Central Avenue, Suite 1400
Phoenix, AZ 85012
PURPOSE OF AMENDMENT:
Pursuant to Special Terms and Conditions, "Amendment", of the above referenced Grant
Agreement/Contract Award, the State of Arizona hereby exercises its sole option to amend the contract as
follows:
1. Decrease grantee award to exclude the San Carlos Apache Region from CCHC services provided by
Maricopa County Department of Public Health.
2. Manner of Financing to decrease the current contract award by $17,393.00 from $1,040,149.50 to
$1,022,756.50
3. Revised budget reflective of the decrease in budget amount attached.
4. All other terms and conditions remain unchanged.
Contractor hereby acknowledges receipt and understanding The above referenced amendment is hereby executed
of the contract amendment. effective April 1, 2014 once signed and dated below:
Signature
Josh Allen
Name CFO/C00
Title
Date
Date

C-86-13-012-3-03 FTF Child Care Health Consultations
IN WITNESS WHEREOF, the parties agree to enter into this Agreement:
FOR AND ON BEHALF OF
MARICOPA COUNTY
By
Chairman, Board of Supervisors
Date
ATTEST:
Clerk of the Board
Date
APPROVED AS TO FORM:
Deputy Attorney for Maricopa County
Date

Attachment D — Line Item Budget
While you must use this format, you may reproduce it with Word Processing or Spreadsheet software. Limit
your budget line items to the following categories: Personnel, Fringe Benefits, Professional Services, Travel,
Pass-Through (i.e. Sub grants), Other Operating Expenses and Administrative/Indirect Costs.
Budget period: June 1,2013 — June 30, 2014
BudgatCategbry:: : .LIng:Item:Description:: Reiwested:FuricIS :Total Cost:
PERSONNEL SERVICES Total $664,982
Salaries 1,75 FTE CO-IC Supervisors -3.28,456
FTE CCHC program Assistant @ 13, 582
13.06 x 2080
7,8 CCHC's at 34.71 x 2080 (less 521,379
$41, 756 vacancy savings) 1, 565
Bilingual pay 626 x 2.5
EMPLOYEE : RELATED : EXPENSES CtriplOYaa Refaiiiii : Expg.nse,SuF)TOtal . $217,5611
Fringe Benefits or Other ERE Variable @ $19.26 x 664,982
Fixed @ $8,904 x 10.05 FTE's
PROFESSIONAL AND OUTSIDE SERVICES Professional & Outside Scrvrces Sub Total $0.09
Contracted Services
TRAVEL TraV4ISOb Total $6,766
In-State Travel 35 miles x 48 wks x 8.3 FTEs x 0.445 6, 205
Out of State Travel 15 miles x 48 wks x 1.75 x 0.445 561
AID TOOlkcANOTION$:OkiNDIVibljAL5 Aid to Organizat ons or Individuals Sub Tota 1 $0.00
Subgrants or Subcontracts to
organizations/agencies/entitie.::
.......... . . .
. OTHER , . ....... , • Other Operatir Expenses. Sub Total $40,470
• Telephones/Communications Services Cell phone service $37/mo x 10.05 4, 462
• Internet Access FTE x 12 mo.
• General Office Supplies VPN: initial cost $50 x 9 450
• Food VPN: 2.65/mo x 12mo s 11 staff 350
• Rent/Occupancy (includes assistant)
• Evaluation (non-contracted & non-personnel
expenses)
• Utilities
• Furniture
• Postage
• Software (including IT supplies)
• Dues/Subscriptions Profession development 10,050
1000x10.05 FTE
• Advertising
• Printing/Copying
• Equipment Maintenance
Program supplies
• Professional Development/Staff Training Dell tablets: 1782,21x 10 staff 17,822.07
• Conference Workshops/ Training Fees for Staff
• Insurance
• Program Materials Other Program Supplies: office, 6,335
• Program Supplies misc training supplies diapers,
• Scholarships wipes, gloves, etc.
• Program Incentives
Pens, pencils, bags 1000
NON CAPITAL EQUIPMENT 1I10.nCapita(5yli:Total $0.00
Equipment $4,999 or less in value
Subtotal Direct Program Costs: $929,978
ADMINISTRATIVE/INDIRECT COSTS Total Admin/Indirect $92,978
Ind rect/Admin Costs
Total $1,022,757

Authorized signature Date 3/1 Sh
Attachment E — Budget Narrative
The purpose of the budget narrative is to provide more clarity and detail on the various budget line
items. The budget narrative should explain the criteria used to compute the budget figures on the
budget form. Please verify that the narrative and budget form correspond and the calculations and
totals are accurate. Please include one narrative that matches the 12 month line item budget
categories and subcategories.
Personnel Services: Include information such as position title(s), name of employee (if known), salary,
time to be spent on this program (hours or %), number of months assigned to this program, etc. Explain
how the salary rate for each position was determined. If salaries are expected to increase during the
project year, indicate the percentage increases for each position and justify the percent of the salary
increase. Also, be sure to include the scheduled salary increases on the Budget Form,
Employee Related Expenses: Include a benefit percentage and what expenses make up employee
benefit costs. Indicate any special rates for part-time employees, if applicable. Explain how the benefits
for each position were determined. If using a fringe benefit rate, explain how this percentage is justified
or approved by your agency.
Professional and Outside Services: If professional consultants/services costs are proposed in the
budget, define how the costs for these services were determined and the justification for the services
related to the project. Explain how all contracts will be procured.
Travel: Separate travel that is in-state and out-of-state. Include a detailed breakdown of hotel,
transportation, meal costs, etc. Indicate the location(s) of travel, the justification for travel, how many
employees will attend and how the estimates have been determined. Explain the relationship of each
cost item to the project (e.g., if training or training expenses are requested, explain the topic of the
training and its relationship to the project). Applicants must use the State of Arizona Travel Policy on
rates limitations for mileage, lodging, and meals (http://www.dao.az.qov/travel/ for both in-state and
out-of-state travel.
Aid to Organizations or Individuals: In the event that this application represents collaboration and
the contract will be utilizing other sub grantees or subcontractors to perform various components of the
program, include a list of sub grantees, programmatic work each sub grantee will perform, and how
costs for each sub grantee are determined.
Other Operating Expenses: Explain each item to be purchased, how the costs were determined and
justify the need for the items. All purchases should be made through competitive bid or using established
purchasing procedures. All items should be categorized in the following categories: Telephones /
Communications Services, Internet Access, General Office Supplies, Food, Rent/Occupancy, Evaluation
(non-contracted and non-personnel expenses), Utilities, Furniture, Postage, Software (including IT
supplies), Dues/Subscriptions, Advertising, Printing/Copying, Equipment Maintenance, Professional
Development/Staff Training, Conference Workshops/ Training Fees for Staff, Insurance, Program
Materials, Program Supplies, Scholarships, and Program Incentives

Non-Capital Equipment: For items with a unit cost less than $5,000 and an initial estimated useful life
beyond a single year, explain each item to be purchased, how the costs were determined and justify the
need for the items. All purchases should be made through competitive bid or using established
purchasing procedures. For example, items such as computers, printers, projectors, etc. each with a unit
cost less than $5,000.
Administrative/indirect Costs: Administrative costs are general or centralized expenses of overall
administration of an organization that receives grant funds and does not include particular program
costs. For organizations that have an established federally approved indirect cost rate for Federal
awards, indirect costs mean those costs that are included in the organization's indirect cost rate. Such
costs are generally identified with the organization's overall operation and are further described in 2 CFR
220, 2 CFR 225, and 2 CFI? 230.
Applicants must list either Option A or Option B and provide proper justification for expenses
included:
Option A - Administrative Costs: with proper justification, sub grantees may include an
allocation for administrative costs for up to 10% of the total direct funds 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 organization's management improvement costs; and costs of general liability insurance
that protects the organization(s) responsible for operating a project, other than insurance costs
solely attributable to the project. Administrative costs may also include that portion of salaries
and benefits of the project's director and other administrative staff not attributable to the time
spent in support of a specific project.
Or Option B - Federally Approved Indirect Costs: If your 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 grant request. Applicants must provide a copy of their federally approved
indirect cost rate agreement.
Indirect costs are costs of an organization that are not readily assignable to a particular project, but are
necessary to the operation of the organization and the performance of the project. The cost of operating
and maintaining facilities, depreciation, and administrative salaries are examples of the types of costs
that are usually treated as indirect.
Authorized signature, 44,64_,..t.Act-444e-gt,d Date di/ a/AI

ATTACHMENT B: BUDGET NARRATIVE
Personnel Service: $664,982
Salaries for 7.8 CCHCs and 1.75 CCHC nursing supervisors have been budgeted. Maricopa county Department of
Public Health uses a Placement in Range system for determining nursing salaries, based on number of years of
nursing experience. MCDPH CCHCs are very experienced registered nurses and therefore, most earn a salary at
the top of the range, although some earn less. The 7.8 FTEs are budgeted at the maximum rate ($34.71 x 2080 hrs.
X 7.8 FTEs = $563,135), although this could be less if nurses earning a lower salary remain in their positions. A
$626 language differential is budgeted for each of the current 2.5 CCHC staff who are bilingual in English and
Spanish ($626 x 2.5 = $1,565).
Originally, $706, 738 was budgeted to personnel for full staffing. Due to anticipated loss of San Carlos funding,
one staff position was converted from .8 FIE to .25 FTE when the .8 FTE staff resigned. Due to significant staff
turn-over during this fiscal year, several positions were vacant until they could be filled with qualified personnel
thus reducing the original budgeted amount for staffing to the current number: $664, 982.
Due to the large amount of administrative time needed to coordinate community trainings and produce training
materials for CCHC child care programs and community trainings, keeping track of equipment, etc., a 0.5 FTE
position of CCHC Program Assistant has been added. The 0.5 FTE budgeted for the program assistant will be 0.5
FTE x $13.05 x 2080 = $13,582.
The 1.75 nursing supervisors are budgeted based on the salaries of the current incumbents, for a total of $128,456.
The supervisors will be responsible for the day-to-day supervision of staff, program management and multiple FTF
and community collaboration efforts. When needed nursing supervisors will assist in making visits and providing
consultation to child care centers.
Employee Related Expenses: $217,561
Fringe benefits are calculated @ 19.26% of salary ($664, 982 x 18.86%) for a cost of $136,118 for Medicare, social
security, worker's compensation, long-term disability, life insurance, and Arizona State Retirement System.
Medical, dental, vision and prescription drug coverage benefits are calculated @ $8,904 x 10.05 FTEs. These
benefits have been calculated using the Maricopa County projected rates for the contract period of July 1, 2013 —
June 30, 2014. Again, staff position vacancies during this fiscal year reduced the employee related expenses from
the original $225,603 to current amount of $217,561.
Travel: $6,766
Mileage is budgeted at 35 miles x 48 weeks x 8.3 FTEs x 0.445 for a total of $6,205. Mileage for supervisors is
budgeted at 15 miles per week x 48 weeks x 1.75 FTEs x 0.445 = $561.
Other Operating Expenses: $40,470
Since there has been vacancy savings realized this fiscal year (related to staff vacancies due to turn-over), we are
shifting these vacancy savings to cover additional needed professional development and other needed supplies.
This additional funding will allow the MCDPH Program to further train staff in the production of on-line training
programs, motivational training programs, nutrition/physical activity training programs and other continuing
education programs that will benefit the CCHC program and child care providers.
Additional funding includes obtaining VPN for staff and the purchase of Dell Tablets for each staff. Each staff
having a VPN will allow staff to easily access their MCDPH drives in order to bring up needed resources to give to
child care providers. They will be able to access those drives as well from their home offices. Tablets are much
more portable and weigh less then laptops, and have the capability of doing everything that the laptop can do in
addition to the photo/video function which can be used a powerful training aid with child care staff.
Program supplies also includes office supplies as well as diapers, wipes, gloves, and other supplies for
demonstration and training purposes.
Cell phone service is budged @ $37/month x 12 months x 10.3 FTEs for a total of $4,462

VPN cost: $800
Professional Development/Staff training is budgeted at $1000 x 10.5 FTEs for a total of $10,050.
Deli Tablets: $17,822.07
Other program supplies (office supplies, miscellaneous training supplies such as diapers, wipes, gloves, etc.):
$6,335
Program Incentives such as pens, pencils, bags, etc.: $1000
Total operating expenses are budgeted as $40,470.
Administrative/indirect Costs: $92, 978
Option A: Indirect Costs:
Maricopa County utilizes a cost allocation system which is comprised of two components. The county-wide
portion includes those costs allocated entirely to administration; the departmental cost pool consists of costs that
benefitted all Public Health planning services, finance, procurement, human resources, grants/contracts, and
agency liability insurance. The indirect rate is derived annually based on the expenditures of the previous year.
The indirect rate for MCDPH for FY 2013-2014 is 15%. The maximum 10% indirect cost rate ($92, 978) has been
budgeted for this project. The unrecoverable 5% ($45,519) will be contributed by MCDPH as in-kind.
Authorized Signature: