GRANT ARGMT RE WEBSITE SUPPORT WITH FTF.PDF

GRANTEE AGREEMENT
GRA-MULTI-14-0687-01
Between the
Central Maricopa, Northwest Maricopa, Southeast Maricopa, Southwest
Maricopa, Central Phoenix, North Phoenix, and South Phoenix Regional
Partnership Councils,
Arizona Early Childhood Development and Health Board
(First Things First)
and the
Maricopa County Department of Public Health
WHEREAS, A.R.S. Title 8, Chapter 13, Article 3 charges the Arizona Early Childhood
Development and Health Board (also known as First Things First), the Central Maricopa,
Northwest Maricopa, Southeast Maricopa, Southwest Maricopa, Central Phoenix, North
Phoenix, and the South Phoenix Regional Partnership Councils (hereinafter referred to as the
grantor) with the responsibility of administering funds.
THEREFORE, it is agreed that the grantor shall provide funding to the Maricopa County
Department of Public Health (hereinafter referred to as the grantee) for services under the
terms of this grant.
I. Purpose of the Grant
The purpose of this grant is to specify the responsibilities and procedures for the
grantee role in administration of funds provided by First Things First.
II. Term of the Grant, Renewal
A. This is a six (6) month contract for the fiscal year ending June 30, 2014 with an
option for renewal for one (1), additional twelve (12) month period. Total funds
available are $100,000 for the first funding period. Renewal will be contingent upon
satisfactory contract performance, evaluation and availability of funds.
B. This grant shall not bind nor purport to bind the grantor for any contractual
commitment in excess of the original grant period.
III. Description of Services
The grantee shall provide the following services for the grantor as approved and
summarized below:
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A. The Central Maricopa, Northwest Maricopa, Southeast Maricopa, Southwest
Maricopa, Central Phoenix, North Phoenix, and South Phoenix Regional Partnership
Councils have identified the need to improve the access to and coordination of
services and resources for young children and their families who reside in Maricopa
County.
B. This grant will provide funding to support the ongoing development and staffing of
the existing FindHelpPhx.org (EncuentraAyudaPhx.org) website operated by the
Maricopa County Department of Public Health.
C. The goal is to increase Maricopa County families' access to services, coordinate the
delivery of services by multiple service providers, and to encourage and facilitate the
exchange of service delivery data and information between service providers.
D. Adhere to the First Things First Data Security Guidelines, if applicable. (Exhibit B).
E. Submit all attachments provided by First Things First (Attachments A – H) and
comply with the responses to the Narrative Questions (Attachment C), the
Implementation Plans (Attachment D), and the Line Item Budgets/Budget
Narratives. (Attachments E and F)
F. Agencies and departments implementing FTF programming are required to
coordinate and collaborate with all First Things First grant recipients. Collaboration is
critical to developing a seamless service delivery system for children and families.
IV. Quarterly Program Narrative Reporting Requirements
A. At a minimum, grantees shall submit quarterly, one Program Narrative Report by the
20th of the month following the quarter via the First Things First Partner Grant
Management System (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. The Quarterly Program Narrative Reports will 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 by MCDPH.
C. Quarterly Program Narrative Reports are due:
3rd Quarter (January 1, 2014 – March 31, 2014) Due: April 20, 2014
4th Quarter (April 1, 2014 – June 30, 2014) Due: July 20, 2014
V. Manner of Financing/Payment
A. The grantor shall provide up to $100,000 to the grantee for services provided under
Paragraph III.
B. The grantee shall be paid on a reimbursement basis and conditioned upon receipt of
accurate and complete reimbursement documents submitted via the First Things
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First Partner Grant Management System (PGMS) as well as timely submission of all
required reports. Reimbursements will be submitted at a maximum of monthly or a
minimum of quarterly for those items approved in the budget.
C. The grantee shall submit a final reimbursement request no more than forty-five
(45) days after the grant end date for expenses obligated prior to the grant end
date. Final payment will be contingent upon receipt of all fiscal, programmatic, and
data reports required of the grantee under this grant. Requests for reimbursement
received later than forty-five (45) days after the grant end date will not be paid.
VI. Grant Administration and Operation
A. Key Personnel. It is essential that the grantee provide an adequate staff of
experienced personnel, capable of and devoted to the successful accomplishment of
work to be performed under this grant. The grantee must assign specific individuals
to the key positions, when possible or submit an official position description for
which candidates must qualify. Once assigned to work under the grant, if key
personnel are removed or replaced, written notification (Staff Change Notification
Form and applicable resumes) shall be sent to First Things First via the Partner Grant
Management System (PGMS) Communication Log.
B. Records. Pursuant to A.R.S. §35-214 and §35-215, the grantee shall retain and shall
contractually require each subgrantee to retain all data and other “records” relating
to the acquisition and performance of the grant for a period of five years after the
completion of the grant. All records shall be subject to inspection and audit by First
Things First at reasonable times. Upon request, the grantee shall produce a legible
copy of any or all such records.
C. Confidentiality of Records. The grantee shall establish and maintain procedures and
controls that are acceptable to the grantor for the purpose of assuring that no
information contained in its records or obtained from the State of Arizona or from a
subgrantee under this grant shall be used by or disclosed by it, its agents, officers, or
employees, except as required, to efficiently perform duties under the grant. The
grantee also agrees that any information pertaining to individual persons shall not
be divulged other than to employees or officers of the grantee as needed for
performance of duties under this grant, unless otherwise agreed to in writing
D. Non-Discrimination. The grantee shall comply with all state and federal equal
opportunity and non-discrimination requirements and conditions of employment,
including the American with Disability Act, in accordance with A.R.S. Title 41,
Chapter 9, Article 4 and Executive Order 2009-09, which mandates that all persons,
regardless of race, color, religion, sex, age, national origin, disability or political
affiliation, shall have equal access to employment opportunities and all applicable
provisions and regulations relating to Executive Order No. 13279 – Equal Protection
of the Laws for Faith-based and Community Organizations.
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E. Audit. Pursuant to A.R.S. §35-214, at any time during the term of this grant and five
(5) years thereafter, the grantee’s or any subgrantee’s books and records shall be
subject to audit by First Things First and, where applicable, the Federal Government,
to the extent that the books and records relate to the performance of the grant or
subgrant.
In compliance with the Federal Single Audit Act (31 U.S.C. par., 7501-7507), as
amended by the Single Audit Act Amendments of 1996 (P.L. 104 to 156), grant sub-
recipients, as prescribed by the President’s Council on Integrity and Efficiency
Position #6, expending Federal Grants from all sources totaling $500,000 or more,
must have an annual audit conducted in accordance with OMB Circular #A-133,
“Audits of States, Local Governments and Non-profit Organizations.” If more than
$500,000 has been expended in federal dollars, a copy of the audit report for the
previous fiscal year must be submitted with your application.
F. Fund Management. The grantee must maintain funds received under this grant in
separate ledger accounts and cannot mix these funds with other sources. The
grantee must manage funds according to applicable regulations for administrative
requirements, cost principles and audits. The grantee shall maintain proper audit
trails for all reports related to this grant. First Things First reserves the right to
review all program records.
G. Fiscal Responsibility. It is understood and agreed that the total amount of the funds
used under this grant shall be used for the project(s) and scope of work outlined in
this grant. Therefore, should the project not be completed, be partially completed,
or be completed at a lower cost than the original budget called for, the amount
reimbursed to the grantee shall be for only the amount of dollars actually spent by
the grantee. For any funds received under this grant for which expenditure is
disallowed by an audit exception by the grantor, the state, or federal government,
the grantee shall reimburse said funds directly to the grantor immediately.
H. Availability of Funds. If, for any reason, funding in the current state fiscal year is not
available, First Things First may take any of the following actions: 1) Accept a
decrease in price offered by the grantee; 2) Cancel the grant; or 3) Cancel the grant
and re-solicit the requirements.
Funds are not presently available for performance under this grant beyond the
current fiscal year. Any future obligation of First Things First under this grant is
conditioned upon the availability of funds allocated and awarded for the payment of
such obligation. If funds are not allocated and available for the continuance of this
grant, this grant 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
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any future payments or for any damages as a result of termination under this
paragraph.
I. Advertising, Publishing and Promotion of Grant. The grantee shall not use, advertise
or promote information for commercial benefit concerning this grant without the
prior written approval of First Things First.
J. Review of Printed/Electronic Material. First Things First reserves the right to review
and approve all grantee publications and/or media funded or partially funded
through this grant. All grantee publications funded or partially funded through this
grant shall recognize First Things First as the funding source. First Things First shall
have full and complete rights to reproduce, duplicate, disclose, perform, and
otherwise use all materials prepared under this grant.
The grantee agrees that any report, printed matter, or publication (written, visual, or
sound, but excluding press releases, newsletters, and issue analyses) issued by the
grantee describing programs or projects funded under this grant, in whole or in part
with First Things First funds and shall follow the protocol and style guide provided by
First Things First. First Things First will post any applicable updated communications
protocol information under the Grantee Resources section of PGMS.
K. Property of the State. Any materials and data required to be collected, delivered or
created under this grant, 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.
L. 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 grant and any
related 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
subgrantee(s). The grantee, on behalf of itself and any 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 subgrantee(s)
to any entity not the State without the express written authorization of the agency,
department, division, board or commission of the State of Arizona requesting the
issuance of this grant.
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M. Federal Immigration and Nationality Act. The grantee shall comply with all federal,
state and local immigration laws and regulations relating to the immigration status
of their employees during the term of the grant. Further, the grantee shall flow
down this requirement to all subgrantees utilized during the term of the grant. First
Things First shall retain the right to perform random audits of grantee and
subgrantee records or to inspect papers of any employee thereof to ensure
compliance. Should First Things First determine that the grantee and/or any
subgrantee be found noncompliant, First Things First may pursue all remedies
allowed by law, including, but not limited to; suspension of work, termination of the
grant for default and suspension and/or debarment of the grantee.
N. E-Verify Requirements. In accordance with A.R.S. § 41-4401, the grantee warrants
compliance with all federal immigration laws and regulations relating to employees
and warrants its compliance with A.R.S. § 23-214, Subsection A.
O. Offshore Performance of Work Prohibited. Any services that are described in the
specifications or scope of work that directly serve the State of Arizona or its clients
and involve access to secure or sensitive data or personal client data shall be
performed within the defined territories of the United States. Unless specifically
stated otherwise in the specifications, this paragraph does not apply to indirect or
overhead services, redundant back-up services or services that are incidental to the
performance of the grant. This provision applies to work performed by subgrantees
at all tiers.
VII. Grant Interpretation
A. Arizona Law. The laws of Arizona apply to this grant including, where applicable, the
Uniform Commercial Code as adopted by the State of Arizona and the Arizona
Procurement Code, Arizona Revised Statutes (A.R.S.) Title 41, Chapter 23, and its
implementing rules, Arizona Administrative Code (A.A.C.) Title 2, Chapter 7.
B. Implied Grant Terms. Each provision of law and any terms required by law to be in
this grant are a part of this grant as if fully stated in it.
C. Relationship of Parties. The grantee under this grant is an independent grantee.
Neither party to this grant shall be deemed to be the employee or agent of the other
party to the grant.
D. Severability. The provisions of this grant are severable. Any term or condition
deemed illegal or invalid shall not affect any other term or condition of the grant.
E. No Parole Evidence. This grant is intended by the parties as a final and complete
expression of their grant. No course of prior dealings between the parties and no
usage of the trade shall supplement or explain any terms used in this document and
no other understanding either oral or in writing shall be binding.
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F. No Waiver. Either party’s failure to insist on strict performance of any term or
condition of the grant shall not be deemed a waiver of that term or condition even if
the party accepting or acquiescing in the nonconforming performance knows of the
nature of the performance and fails to object to it.
G. Entire Grant. This grant and its attachments/exhibits constitute the entire grant
between the parties hereto pertaining to the subject matter hereof and may not be
changed or added to except in writing, signed by all parties. However, the grantor
shall have the right to immediately amend this grant so that it complies with any
new legislation, laws, ordinances, or rules affecting this grant.
H. Confidentiality of Grantee’s Information. The grantee acknowledges that
confidentiality provided in A.R.S. § §41-1505.06 (D) and 41-1505.07(J) may be
waived with the grantee’s consent, and grantee consents to a total and complete
waiver of confidentiality. In waiving confidentiality, the grantee understand and
consents to disclosure of any information submitted to the grantor that concerns
the identity, background, financial status, marketing plans, or trade secrets or any
other proprietary information related to the grantee or any person or organization
involved in the project(s), including the grant application and supporting materials,
unless such information or materials are clearly marked as “confidential.”
VIII. Grant Revisions
A. Program or Budget Modifications. Requests for program and/or budget
modifications, that do not alter the scope of work, must be submitted via the First
Things First Partner Grant Management System (PGMS) Communication Log and
approval received prior to the implementation of any the modifications.
B. Amendments. If it is deemed that the program or budget modification request
would alter the scope of work and budget described herein, whether by
modification or supplementation, then the modification must be accomplished by a
formal written amendment signed and approved by and between the duly
authorized representatives of the grantee and grantor. No other document,
including correspondence, acts, and oral communications by or from any person,
shall be used or construed as an amendment or modification or supplementation to
the grant.
C. Subgrants. The grantee shall not enter into any subgrant under this grant for the
performance of this grant without the advance written approval from First Things
First. The grantee shall clearly list any proposed subgrantees and the subgrantee’s
proposed responsibilities. The subgrant shall incorporate by reference the Terms
and Conditions of this grant. The grantee agrees that no subgrant that the grantee
enters into with respect to performance under this grant shall in any way relieve the
grantee of any responsibility for performance of its duties.
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D. Assignment and Delegation. The grantee shall not assign any right nor delegate any
duty under this grant without the prior written approval of First Things First. First
Things First shall not unreasonably withhold approval.
IX. Risk and Liability
A. Indemnification.
1. Indemnification - Patent and Copyright. The grantee shall indemnify and hold
harmless First Things First against any liability, including costs and expenses,
for infringement of any patent, trademark or copyright arising out of grant
performance or use by First Things First of materials furnished or work
performed under this grant. First Things First shall reasonably notify the
grantee of any claim for which it may be liable under this paragraph. If the
grantee is insured pursuant to A.R.S. § 41-621 and § 35-154, this section shall
not apply.
2. Grantee/Vendor Indemnification (Public Agencies Only). Each party (as
'indemnitor') agrees to indemnify, defend, and hold harmless the other party
(as 'indemnitee') from and against any and all claims, losses, liability, costs, or
expenses (including reasonable attorney's fees) (hereinafter collectively
referred to as '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, its
officers, officials, agents, employees, or volunteers.
B. Insurance Requirements. The grantee and subgrantees shall procure and maintain
until all of their obligations have been discharged, including any warranty periods
under this grant, are satisfied, insurance against claims for injury to persons or
damage to property which may arise from or in connection with the performance of
the work hereunder by the grantee, his agents, representatives, employees or
subgrantees.
The insurance requirements herein are minimum requirements for this grant and in
no way limit the indemnity covenants contained in this grant. First Things First in no
way warrants that the minimum limits contained herein are sufficient to protect the
grantee from liabilities that might arise out of the performance of the work under
this grant by the grantee, its agents, representatives, employees or subgrantees, and
grantee is free to purchase additional insurance.
1. Minimum Scope and Limits of Insurance. The grantee shall provide coverage
with limits of liability not less than those stated below.
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Commercial General Liability – Occurrence Form
Policy shall include bodily injury, property damage, personal injury and broad
form contractual liability coverage.
• General Aggregate $2,000,000
• Products – Completed Operations Aggregate $1,000,000
• Personal and Advertising Injury $1,000,000
• Blanket Contractual Liability – Written and Oral $1,000,000
• Fire Legal Liability $50,000
• Each Occurrence $1,000,000
a. The policy shall be endorsed to include coverage for sexual abuse
and molestation.
b. The policy shall be endorsed to include the following additional
insured language: “The State of Arizona, its departments,
agencies, boards, commissions, universities and its officers,
officials, agents, and employees shall be named as additional
insureds with respect to liability arising out of the activities
performed by or on behalf of the grantee".
c. Policy shall contain a waiver of subrogation against the State of
Arizona, its departments, agencies, boards, commissions,
universities and its officers, officials, agents, and employees for
losses arising from work performed by or on behalf of the
grantee.
Business Automobile Liability
Bodily Injury and Property Damage for any owned, hired, and/or non-owned
vehicles used in the performance of this grant.
• Combined Single Limit $1,000,000
a. The policy shall be endorsed to include the following additional
insured language: “The State of Arizona, its departments,
agencies, boards, commissions, universities and its officers,
officials, agents, and employees shall be named as additional
insureds with respect to liability arising out of the activities
performed by or on behalf of the grantee, involving automobiles
owned, leased, hired or borrowed by the grantee".
b. Policy shall contain a waiver of subrogation against the State of
Arizona, its departments, agencies, boards, commissions,
universities and its officers, officials, agents, and employees for
losses arising from work performed by or on behalf of the
grantee.
Worker's Compensation and Employers' Liability
• Workers' Compensation Statutory
• Employers' Liability
Each Accident $500,000
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Disease – Each Employee $500,000
Disease – Policy Limit $1,000,000
a. Policy shall contain a waiver of subrogation against the State of
Arizona, its departments, agencies, boards, commissions,
universities and its officers, officials, agents, and employees for
losses arising from work performed by or on behalf of the
grantee.
b. This requirement shall not apply to separately, EACH grantee or
subgrantee exempt under A.R.S. §23-901, AND when such grantee
or subgrantee executes the appropriate waiver (Sole
Proprietor/Independent Contractor) form.
Professional Liability (Errors and Omissions Liability)
• Each Claim $1,000,000
• Annual Aggregate $2,000,000
a. In the event that the professional liability insurance required by
this grant is written on a claims-made basis, the grantee warrants
that any retroactive date under the policy shall precede the
effective date of this grant; and that either continuous coverage
will be maintained or an extended discovery period will be
exercised for a period of two (2) years beginning at the time work
under this grant is completed.
b. The policy shall cover professional misconduct or lack of ordinary
skill for those positions defined in the Scope of Work of this grant.
2. Additional Insurance Requirements. The policies shall include, or be
endorsed to include, the following provisions:
The State of Arizona, its departments, agencies, boards, commissions,
universities and its officers, officials, agents, and employees wherever
additional insured status is required such additional insured shall be covered
to the full limits of liability purchased by the grantee, even if those limits of
liability are in excess of those required by this grant.
The grantee's insurance coverage shall be primary insurance with respect to
all other available sources.
Coverage provided by the grantee shall not be limited to the liability
assumed under the indemnification provisions of this grant.
3. Notice of Cancellation. Each insurance policy required by the insurance
provisions of this grant shall provide the required coverage and shall not be
suspended, voided, canceled, or reduced in coverage or in limits except after
thirty- (30) days prior written notice has been given to the State of Arizona.
Such notice shall be sent directly to (First Things First, Fiscal Specialist, 4000
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N. Central, Suite 800, Phoenix, AZ 85012) and shall be sent by certified mail,
return receipt requested.
4. Acceptability of Insurers. Insurance is to be placed with duly licensed or
approved non-admitted insurers in the State of Arizona with an “A.M. Best”
rating of not less than A-VII. The State of Arizona in no way warrants that the
above-required minimum insurer rating is sufficient to protect the grantee
from potential insurer insolvency.
5. Verification of Coverage. The grantee shall furnish the State of Arizona with
certificates of insurance (ACORD form or equivalent approved by the State of
Arizona) as required by this grant. The certificates for each insurance policy
are to be signed by a person authorized by that insurer to bind coverage on
its behalf.
6. All certificates and endorsements are to be received and approved by the
State of Arizona before work commences. Each insurance policy required by
this grant must be in effect at or prior to commencement of work under this
grant and remain in effect for the duration of the project. Failure to maintain
the insurance policies as required by this grant, or to provide evidence of
renewal, is a material breach of this grant.
7. All certificates required by this grant shall be sent directly to (First Things
First, Fiscal Specialist, 4000 N. Central, Suite 800, Phoenix, AZ 85012). The
State of Arizona project/grant number and project description shall be noted
on the certificate of insurance. The State of Arizona reserves the right to
require complete, certified copies of all insurance policies required by this
Grant at any time. DO NOT SEND CERTIFICATES OF INSURANCE TO THE
STATE OF ARIZONA'S RISK MANAGEMENT SECTION.
8. Subgrantees. The grantees’ certificate(s) shall include all subgrantees as
insureds under its policies or grantee shall furnish to the State of Arizona
separate certificates and endorsements for each subgrantee. All coverages
for subgrantees shall be subject to the minimum requirements identified
above.
9. Approval. Any modification or variation from the insurance requirements in
this grant shall be made by the Department of Administration, Risk
Management Section, whose decision shall be final. Such action will not
require a formal Grant amendment, but may be made by administrative
action.
10. Exceptions. In the event the grantee or subgrantee(s) is/are a public entity,
then the Insurance Requirements shall not apply. Such public entity shall
provide a Certificate of Self-Insurance. If the grantee or subgrantee(s) is/are
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a State of Arizona agency, board, commission, or university, none of the
above shall apply.
C. Force Majeure.
1. Except for payment of sums due, neither party shall be liable to the other nor
deemed in default under this grant if and to the extent that such party’s
performance of this grant is prevented by reason of force majeure. The term
“force majeure” means an occurrence that is beyond the control of the party
affected and occurs without its fault or negligence. Without limiting the
foregoing, force majeure includes acts of God; acts of the public enemy; war;
riots; strikes; mobilization; labor disputes; civil disorders; fire; flood; lockouts;
injunctions- intervention-acts; or failures or refusals to act by government
authority; and other similar occurrences beyond the control of the party
declaring force majeure which such party is unable to prevent by exercising
reasonable diligence.
2. Force Majeure shall not include the following occurrences:
• Late delivery of equipment or materials caused by congestion at a
manufacturer’s plant or elsewhere, or an oversold condition of the
market;
• Late performance by a subgrantee unless the delay arises out of a force
majeure occurrence in accordance with this force majeure term and
condition; or
• Inability of either the grantee or any subgrantee to acquire or maintain
any required insurance, bonds, licenses or permits.
3. If either party is delayed at any time in the progress of the work by force
majeure, the delayed party shall notify the other party in writing of such
delay, as soon as is practicable and no later than the following working day,
of the commencement thereof and shall specify the causes of such delay in
such notice. Such notice shall be delivered or mailed certified-return receipt
and shall make a specific reference to this article, thereby invoking its
provisions. The delayed party shall cause such delay to cease as soon as
practicable and shall notify the other party in writing when it has done so.
The time of completion shall be extended by an amendment for a period of
time equal to the time that results or effects of such delay prevent the
delayed party from performing in accordance with this grant.
4. Any delay or failure in performance by either party hereto shall not
constitute default hereunder or give rise to any claim for damages or loss of
anticipated profits if, and to the extent that such delay or failure is caused by
force majeure.
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D. Third Party Antitrust Violations. The grantee assigns to First Things First any claim
for overcharges resulting from antitrust violations to the extent that those violations
concern materials or services supplied by third parties to the grantee, toward
fulfillment of this grant.
X. Compliance with Applicable Laws
The services supplied under this grant shall comply with all applicable federal, state and
local laws, and the grantee shall maintain all applicable licenses and permit
requirements.
A. Sectarian Requests. Funds may not be expended for any sectarian purpose or
activity, including sectarian worship or instructions.
B. Restrictions of Lobbying. The grantee shall not use these funds to pay for, influence,
or seek to influence any officer or employee of First Things First, state government
or the federal government if that action may have an impact, of any nature, on this
grant.
C. Licenses. The grantee shall maintain in current status all federal, state and local
licenses and permits required for the operation of the business conducted by the
grantee.
D. Fingerprinting. Pursuant to A.R.S. §41-1758, the grantee will obtain fingerprint cards
and/or background checks as applicable. This grant may be cancelled or terminated
if the fingerprint check or the certified form of any person who is employed by a
provider, whether paid or not, and who is required or allowed to provide services
directly to children, discloses that a person has committed any act of sexual abuse of
a child, including sexual exploitation or commercial sexual exploitation, or any act of
child abuse or that the person has been convicted of or awaiting trial on any criminal
offenses in this state or similar offenses in another state or jurisdiction.
XI. State’s Contractual Remedies
A. Right to Assurance. If First Things First in good faith has reason to believe that the
grantee does not intend to, or is unable to perform or continue performing under
this grant, the First Things First Fiscal Specialist may demand in writing that the
grantee give a written assurance of intent to perform. Failure by the grantee to
provide written assurance within the number of days specified in the demand may
be, at First Things First’s discretion, the basis for terminating the grant under the
Terms and Conditions or other rights and remedies available by law or provided by
the grant.
B. Stop Work Order.
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1. First Things First may, at any time, by written order to the grantee, require
the grantee to stop all or any part, of the work called for by this grant for
period(s) of days indicated by First Things First after the order is delivered to
the grantee. The order shall be specifically identified as a stop work order
issued under this clause. Upon receipt of the order, the grantee shall
immediately comply with its terms and take all reasonable steps to minimize
the incurrence of costs allocable to the work covered by the order during the
period of work stoppage.
2. If a stop work order issued under this clause is canceled or the period of the
order or any extension expires, the grantee shall resume work. First Things
First shall make an equitable adjustment in the delivery schedule or grant
price, or both, and the grant shall be amended in writing accordingly.
C. Nonconforming Tender. Materials or services supplied under this grant shall fully
comply with the grant. The delivery of materials or services or a portion of the
materials or services that do not fully comply constitutes a breach of this grant. On
delivery of nonconforming materials or services, First Things First may terminate the
grant for default under applicable termination clauses in the grant, exercise any of
its rights and remedies under the Uniform Commercial Code, or pursue any other
right or remedy available to it.
D. Right of Offset. First Things First shall be entitled to offset against any sums due the
grantee, any expenses or costs incurred by First Things First, or damages assessed by
First Things First concerning the grantee’s non-conforming performance or failure to
perform the grant, including expenses, costs and damages described in the Terms
and Conditions.
E. Non-Exclusive Remedies. The rights and the remedies of First Things First under this
grant are not exclusive.
XII. Grant Termination
A. Cancellation for Conflict of Interest. Pursuant to A.R.S. §38-511, First Things First
may cancel this grant within three (3) years after grant execution without penalty or
further obligation if any person significantly involved in initiating, negotiating,
securing, drafting or creating the grant on behalf of First Things First is or becomes
at any time while the grant or an extension of the grant is in effect an employee of
or a consultant to any other party to this grant with respect to the subject matter of
the grant. The cancellation shall be effective when the grantee receives written
notice of the cancellation unless the notice specifies a later time. If the grantee is a
political subdivision of the State of Arizona, it may also cancel this grant as provided
in A.R.S. §38-511.
B. Cancellation for Failure to Perform. Failure by the grantee to adhere to any
provision of this grant or its attachments in the time and manner provided by this
Page 14

grant or its attachments shall constitute a material default and breach of this grant
and First Things First may cancel, at its option, this grant upon prior written notice.
First Things First may issue a written ten (10) day notice of default to the grantee for
acting or failing to act including but not limited to any of the following:
1. The grantee provides personnel that do not meet the requirements of
this grant or are of an unacceptable quality.
2. The grantee fails to perform adequately the services required in this
grant.
3. The grantee fails to furnish the required product or services within the
time stipulated in this grant.
4. The grantee fails to make progress in the performance of the
requirements of the grant and/or gives a positive indication that the
grantee will not or cannot perform to the requirements of this grant.
If the grantee does not correct any problem(s) within ten (10) days after receiving
the notice of default, First Things First may cancel the grant. If First Things First
cancels the grant pursuant to this clause, First Things First reserves all rights or
claims to damage for breach of the grant and the grantee agrees to a general release
in favor of First Things First for any claim for reimbursement.
C. Gratuities. First Things First may, by written notice, terminate this grant, in whole or
in part, if First Things First determines that employment or a gratuity was offered or
made by the grantee or a representative of the grantee to any officer or employee
of the State for the purpose of influencing the outcome of the procurement or
securing the grant, an amendment to the grant, or favorable treatment concerning
the grant, including the making of any determination or decision about grant
performance. First Things First, in addition to any other rights or remedies, shall be
entitled to recover exemplary damages in the amount of three times the value of
the gratuity offered by the grantee.
D. Suspension or Debarment. First Things First may, by written notice to the grantee,
immediately terminate this grant if First Things First determines that the grantee has
been debarred, suspended or otherwise lawfully prohibited from participating in any
public procurement activity, including but not limited to, being disapproved as a
subgrantee of any public procurement unit or other governmental body. Submittal
of a grant application or execution of a grant shall attest that the grantee is not
currently suspended or debarred. If the grantee becomes suspended or debarred,
the grantee shall immediately notify First Things First.
E. Termination for Convenience. First Things First reserves the right to terminate the
grant, in whole or in part at any time, when in the best interests of First Things First
without penalty or recourse. Upon receipt of the written notice, the grantee shall
stop all work, as directed in the notice, notify all subgrantees of the effective date of
Page 15

the termination and minimize all further costs to First Things First. In the event of
termination under this paragraph, all documents, data and reports prepared by the
grantee under the grant shall become the property of and be delivered to First
Things First upon demand. The grantee shall be entitled to receive just, equitable
compensation for work in progress, work completed, and materials accepted before
the effective date of the termination. The cost principles and procedures provided
in A.A.C. R2-7-701 shall apply.
F. Termination for Default.
1. In addition to the rights reserved in the grant, First Things First may
terminate the grant in whole or in part due to the failure of the grantee
to comply with any term or condition of the grant; to acquire and
maintain all required insurance policies, bonds, licenses and permits; to
make satisfactory progress in performing the grant; or failure to comply
with the Data Security Guidelines. First Things First shall provide written
notice of the termination to the grantee.
2. Upon termination under this paragraph, all materials, documents, data
and reports prepared by the grantee under the grant shall become the
property of and be delivered to First Things First on demand.
3. Upon termination of this grant, First Things First may procure, on terms
and in the manner that it deems appropriate, materials or services to
replace those under this grant. The grantee shall be liable to First Things
First for any excess costs incurred by First Things First in procuring
services in substitution for those due from the grantee.
G. Continuation of Performance through Termination. The grantee shall continue to
perform, in accordance with the requirements of the grant, up to the date of
termination, as directed in the termination notice.
XIII. Grant Claims
All grant claims or controversies under this grant shall be resolved according to A.R.S.
Title 41, Chapter 23, Article 9, and rules adopted thereunder.
XIV. Arbitration
The parties to this grant agree to resolve all disputes arising out of or relating to this
grant through arbitration, after exhausting applicable administrative review, to the
extent it is determined that this is a public works contract under A.R.S. § 12-1518,
except as may be required by other applicable statutes.
XV. Counterparts
This grant may be executed in any number of counterparts, copies, or duplicate
originals. Each such counterpart, copy, or duplicate original shall be deemed an original,
and collectively they shall constitute one grant.
Page 16

XVI. Authority to Execute this Grant
Each individual executing this grant on behalf of the grantee represents and warrants
that he or she is duly authorized to execute this grant.
XVII. Notices
All notices, requests, demands or communications by either party to this grant,
pursuant to or in connection with this grant shall be in writing to the respective parties
at the following address:
The grantee shall submit notices relative to this grant to:
First Things First
Finance Division
4000 N. Central Avenue, Suite 800
Phoenix, AZ 85012
The grantor shall address all notices relative to this grant to:
Maricopa County Department of Public Health
4041 N. Central Avenue, Suite 1400
Phoenix, AZ 85012
An authorized First Things First representative and an authorized grantee representative
may change their respective person to whom notice shall be given by written notice to
the other and an amendment to the grant shall not be necessary
Page 17

XVIII. IN WITNESS WHEREOF
The parties hereto agree to execute this grant.
FOR AND BEHALF OF FOR AND BEHALF OF THE
Maricopa County Arizona Early Childhood Development
And Health Board
Chairman Sam Leyvas
Maricopa County Board of Supervisors Interim Chief Executive Officer
Date Date
ATTEST:
Clerk of the Board
Date
APPROVED AS TO FORM:
Attorney for Maricopa County
Date
Page 18

Grant Agreement Attachments & Exhibits
Attachment A Standard Agency Information Collection Form
Attachment B Key Personnel Overview
Attachment C Questions and Narrative Responses
Attachment D Implementation Plan
Attachment E Line Item Budget
Attachment F Budget Narrative
Attachment G Disclosure of Other Funding Sources
Attachment H Financial Systems Survey
Exhibit A Scope of Work Reference/Information
Exhibit B Data Security Guidelines
Page 19

Attachment A
First Things First Standard Agency Information Collection Form
A. Agency Information:
Program Name (if applicable): FindHelpPhx (EncuentraAyudaPhx)
Agency Maricopa County Department of Public Health Contact Person Siman Qaasim
Address 4041 N Central Ave, Ste 700 Position Administrator, Office of Health Promotion and
Education
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 __X___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 Y ___ _N
If not, please go to http://www.gao.az.gov/Vendor/account_setup_home.asp,
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 http://www.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? $ 28,696,233
Agency’s fiscal year-end date: June 30, 2014
Agency’s accounting method: ____ _ Cash __ X___ Accrual
Does your organization undergo an annual independent audit in accordance with OMB Circular A-133? __X__Y _____N
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
B. Proposed Program Information/Description:
Amount requested: __________$100,000____________
Service area of proposed program: ____Maricopa County___________________
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Target population of proposed program: __Families with children ages 0-5 living in Maricopa
County________________________
Please provide a brief description (250 words or less) of the proposed program. This description will be used by First Things
First for all public information regarding the grant.
Many residents in Maricopa County report not knowing how to find medical and other community
resources such as food boxes or housing assistance. Knowing where to go for help early on before a
crisis contributes to good physical and emotional health, and reduces the incidence of challenging social
problems such as malnutrition, child abuse and chronic disease.
FindHelpPhx.org (EncuentraAyudaPhx.org) is an easy-to-use, bilingual website that empowers residents
of Maricopa County to find the help they need for themselves. FindHelpPhx lists almost 2,000 low-cost
and free healthcare and social service resources from medical and dental to youth services and
volunteering to elder services. With only two “clicks” users 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 housed on the Maricopa County
Department of Public Health website on a secure County server and only requires residents to have
minimal computer and internet capability to run the map feature.
C. Contact Information:
The First Things First Partner Grant Management System (PGMS) requires contact information for persons filling
overall grant management, financial, programmatic, and evaluation roles. The same person may be assigned to
more than one of the roles.
Main contact information: This contact person has overall responsibility for ensuring the program is successfully
implemented. This person will be able to view all programmatic, financial, and evaluation information in PGMS.
Correspondence from First Things First will be sent to this person.
Main contact person: Siman Qaasim
Position: Administrator, Office of Health Promotion and Education
Address: 4041 N Central Ave, Ste700
City, State, Zip: Phoenix, AZ 85012
Email: simanqaasim@mail.maricopa.gov
Phone: _602 372-8409_______________________________Ext. _________ Fax: 602 506-6683
Page 21

Program contact information: This contact person has responsibility for the regular program operations. They will
be able to view program and evaluation information in PGMS.
Program Contact Person: Siman Qaasim
Position: Administrator, Office of Health Promotion and Education
Address: 4041 N Central Ave, Ste 700
City, State, Zip: Phoenix, AZ 85012
Email: simanqaasim@mail,maricopa.gov
Phone: _602 372-8409_______________________________Ext. _________ Fax:
Financial contact information: This contact person has the responsibility for financial accounting and reporting
including submitting reimbursement request through PGMS. They will be able to view financial information in
PGMS.
Financial contact person: John Schulz
Position: Accountant, Community Health Action Division
Address: 4041 N Central Ave, Ste 700
City, State, Zip: Phoenix, AZ 85012
Email: johnschulz@mail.maricopa.gov
Phone: ___602 506-6788_____________________________Ext. _________ Fax: 602 506-6683
Evaluation contact information: This contact person has responsibility for the program’s evaluation and data
collection activities. They will be able to view evaluation information in PGMS.
Evaluation contact person: Siman Qaasim
Position: Administrator, Office of Health Promotion and Education
Address: 4041 N Central Ave, Ste 700
City, State, Zip: Phoenix, AZ 85012
Email: simanqaasim@mail.maricopa.gov
Phone: ___602 372-8409_____________________________Ext. _________ Fax:
Page 22

Attachment B
KEY PERSONNEL OVERVIEW
STAFF MEMBER BACKGROUND AND EXPERTISE OF PERSONNEL
Name: Vacant Must be an MSW level social worker with at least 2 year’s experience, have
Title: Social familiarity with online resource maps, public speaking skills, partnership
Worker/Coordinator building, supervising staff and bilingual English/Spanish. Will provide
FTE on this project: 1.0 supervision for social worker.
Name: Social Worker Must be a social worker with at least 1 year experience, have familiarity
Title: Social Worker with resource referral, public speaking skills, partnership building and
FTE on this project: .25 (.75 of bilingual English/Spanish.
this position is supported
through another grant)
Name:
Title:
FTE on this project:
Name:
Title:
FTE on this project:
Name:
Title:
FTE on this project:
*In addition to this overview, please attach a resume (for current personnel) or a job
description (for positions to be hired) for individuals involved in the project.
Page 23

Attachment C
Questions and Narrative Responses
To complete your application, provide a narrative response that addresses each of the items
below.
a) Provide a description of the FindHelpPhx.org (EncuentraAyudaPhx.org) website.
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.
FindHelpPhx (EncuentraAyudaPhx) lists almost 2,000 low-cost and free healthcare
and social service resources from medical and dental to youth services and
volunteering to elder 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. A virtual spokesperson also provides
verbal instructions to users in English and Spanish at the top of each page. Resources
included on the map are vetted one to two times per year by Maricopa County
Department of Public Health social workers to ensure that users receive the most
current services.
b) Identify and describe the target population to be served by the proposed scope of
work, including:
i. Target population demographics, i.e. all families with children (age birth
through five) throughout Maricopa County, providers of support services for
young children’s health and development, or other demographic descriptors.
Many residents in Maricopa County report not knowing how to find medical and other
community resources such as food boxes or housing assistance. Knowing where to go
for help early on before a crisis contributes to good physical and emotional health, and
reduces the incidence of challenging social problems such as malnutrition, child abuse
and chronic disease. One in seven Maricopa County residents have no private or public
health insurance (Arizona Health Survey 2012, St. Luke’s Health Initiatives), child abuse
reports have increased almost 24% since the beginning of 2009 (Adoption Child Welfare
Law, 2012), and the life expectancy of a person with a serious mental illness in Maricopa
County is 32 years less than average life expectancy (NIMH, 2012). Alarming statistics
like these demonstrate the need for a program that will empower community members
to locate needed resources.
Page 27

Certain broad themes are evident from First Things First (FTF) needs and asset reports
from the seven regional partnership councils as well as Maricopa County Department of
Public Health’s own data on residents of Maricopa County
(http://www.maricopa.gov/publichealth/Services/EPI/Reports/status.aspx). The County
has significant representation in its population of roughly four million of “vulnerable”
populations: single parent households (33%), monolingual Spanish speakers as well as
English language learners (27%), refugee populations representing over 60 spoken
languages, grandparents raising grandchildren (an estimated 42,000 children in
Arizona), an underserved population of children with special health care needs (17% in
the state), persons with severe mental illness (26% is the national estimate including
those not receiving treatment), a declining but statistically significant teen birth rate
(34.9/1,000 births) and high poverty levels (15%). Another significant theme from this
data is that often sharp disparities exist along racial and ethnic categories in almost all
of the population characteristics cited above. FindHelpPhx (EncuentraAyudaPhx) is
designed with these vulnerable populations in mind, many of which comprise families
with children under the age of five.
ii. How the strategy will meet the needs of the targeted population in terms of
being culturally competent, linguistically appropriate, age appropriate and
gender responsive, applicable and relevant.
The principle philosophy of the FindHelpPhx (EncuentraAyudaPhx) website is
accessibility and inclusion. We have built two separate websites: www.FindHelpPhx.org
and www.EncuentraAyudaPhx.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 two layers (tiles and a map) and that no scrolling is
required for persons, such as elderly users or developmentally delayed persons, who are
not highly computer literate. 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 low-literacy (family-friendly) description of the resource, address
and contact information, eligibility requirements and cost appears. In addition, an
embedded flash video of a woman giving verbal instructions (in English or Spanish) is at
the top of each page to further assist persons who are not as familiar with conducting
web searches such as an elderly person looking for resources in raising their grandchild.
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 no scrolling for persons who may not be
computer literate.
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iii. In regard to the target population as described in “b) i.” above, describe the
role of the website in supporting families with (specifically) children 0-5 years
of age.
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. Initially, the two social
workers will collaborate with each of the seven regional partnership council staff to
ensure all grantees are listed. Further identification of additional resources will be
created through a plan in consultation with regional council staff that will most likely
involve collecting information from current grantees on resources they are aware of in
the community that they refer families to or know of. This will most likely be done
through a brief survey. FindHelpPhx is conducting a similar process with the Maricopa
County Family Support Alliance members.
c) Describe the recruitment and outreach efforts, engagement and retention practices
for the targeted population of families and providers.
FindHelpPhx (EncuentraAyudaPhx) has a comprehensive outreach plan that is
continually evolving. The first strategy is 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 wewnt live in October 2012
totaling approximately 2,200 staff trained on FindHelpPhx.org. . 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.
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.
Page 29

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.
d) With regard to staff’s knowledge and understanding of the needs of families and
current early childhood services: Identify existing capacity or capacity building
which will be needed, including partnerships with other entities, additional
resources, training and technical assistance needed, and plans which will support
staff.
While plans will need to be explored and cemented in partnership with FTF, we
believe FindHelpPhx staff, once hired, may need the assistance of FTF leadership to
meet with the seven regional partnership council directors and the corresponding
parent awareness and community outreach coordinators to ask for input on
enhancements to the site and the current resources represented. We would also like
to obtain an updated list of all the grantees for the seven regions so that we can
ensure that all the organizations are represented correctly.
An additional example of a possible activity would be to conduct a very brief survey
of all the grantees to ask them for feedback on the site as well share organizations
and resources that they are aware that serve families with children ages 0-5. We will
design the survey, with the input of the regional directors, and ask for their
assistance in obtaining a high response rate from grantee organizations. The
majority of FTF grantees serving Maricopa County are already represented in
FindHelpPhx (EncuentraAyudaPhx) and we enjoy excellent working relationships and
partnerships with them, but the assistance of the regional partnership council staff
will be valuable to our efforts. We would like to solicit their participation in joining
and recruiting for a stakeholder advisory group for the project. Meetings could be
held biannually. MCDPH already holds a similar meeting through its SNACK program,
that brings together service providers in the western half of the County to exchange
resources, ask questions and allow for professional networking. This advisory board
would take this community of practice to the next logical level.
Finally, we would like to provide stakeholders and partners with printed materials as
well as talking points so that they can promote FindHelpPhx (EncuentraAyudaPhx) to
the community and parents through the course of their regular activities.
e) Describe plans to maintain and ensure current and relevant information on the
website.
FindHelpPhx (EncuentraAyudaPhx) is based on two principle philosophies:
accessibility of the site by most populations (discussed in section b.) and the idea of
a quality referral. Too often, families with limited transportation and resources are
sent on a wild goose chase for resources that no longer exist or given phone
numbers that no longer work. The FindHelpPhx (EncuentraAyudaPhx) website is
Page 30

supported by bilingual social workers that vet the resources at least once per year.
Vetting means calling and even sometime visiting agencies to ensure that
descriptions of services, eligibility information, phone numbers and websites links,
are all accurate and reliable.
descriptions of services into low-literacy (family-friendly) English and Spanish so that
a 9-year-old child of a refugee family or a person who is developmentally delayed or
a person who is only functionally literate in English or Spanish could understand the
written description. This process entails continuous work but it is vital to the
reliability and accessibility of the site.
f) Describe plans and activities to evaluate the needs of the target audience/s
described in “b) i.” above.
This contract will support work with an internet strategic planning company that will
conduct client trails on the usability of the site and the mobile experience. These will
consist of A-B trails using our community partners (early adopters) and possibly
focus groups consisting of a typical user (persona). In addition, Maricopa County
Department of Public Health (MCDPH) is working on collaboration with Arizona State
University to conduct evaluation of local agencies that are using the site to assist
families. Information gathered will include how agencies are using the site, if they
are teaching clients how to search for services for themselves (fidelity of use), and
ask what feedback they have based on their interactions with their clients on how
the site fits their needs.
In addition, the site’s level of 508 compliance (a part of the Americans with
Disabilities Act) will be evaluated and improvements will be recommended to bring
the site closer to a 100% score based on feasibility and cost.
The internet strategic planning firm will also develop advanced analytics capability of
the site to establish baselines for program evaluation and to test various design
strategies as they are rolled out. Analytics reports will also be created that will
provide us and FTF with detailed information of users such as but not limited to:
what neighborhoods visitors are accessing the site from, what services they are
searching for most, what sites they are coming from, the rate at which they call
listed phone numbers or click websites, what type of browser and device they are
using, number of times the FindHelpPhx widget is added to partner websites, etc.
g) Describe plans and activities to continue development or be responsive to evolving
technology (smart phones, tablets, computers, software).
The FindHelpPhx (EncuentraAyudaPhx) site is already using responsive design, which
makes it viewable and easily navigable on most smartphones and tablets. Our
printed collateral materials such as cards and posters already have the QR code so
Page 31

that people can simply scan the code and be directed directly to the site. These QR
codes also have analytics information so that we can assess if people. The web
developer who wrote this code has assured that as new specifications are required
for new tablets and smartphone screen sizes, the site will be able to be updated with
minimal effort from the County’s Office of Enterprise Technology (OET).
Additionally, FY14 and FY15 budgets both have technology support line items. The
first year will consist of significant build outs to conduct many of the enhancements
discussed in the previous question around the user experience (f.) as well as
securing the back-end databases that populate the map with resources, but this
amount also includes maintenance for upgrades and updates. This is also reflected in
the FY15 budget for a fixed contract with a web developer for upgrades and updates
above and beyond OET support.
h) With regard to upkeep of technology: Identify capacity or infrastructure building
which will be needed, including agreements and partnerships with other
departments and agencies, additional resources, and training and technical
assistance to provide the proposed services and optimize the users experience.
The initial enhancements to the site layout and live trails of usability to enhance
accessibility and experience from the user perspective will be provided through the
contract listed in Attachment E, Budget 1. This process will be accomplished in close
collaboration with the County Office of Enterprise Technology (OET). By working
with OET web development team and business integration team from the beginning,
they will have the familiarity with our site and its design so that they can provide
timely support beyond the contract period with the vendor.
In Attachment E, Budget 2, we have maintained a contingent dollar amount for
additional web development for upgrades and updates to the website and for any
changes to design and layout based on client feedback, which may be above and
beyond what OET can provide for us.
i) Identify barriers to providing the service or program proposed and plans for
addressing these barriers. Describe plans to recruit and locate personnel that are
linguistically and culturally competent for the population to be served.
Existing MCDPH staff members are already culturally and linguistically experienced.
Hiring for bilingual/bicultural staff from the program is a requirement in the job
solicitation, and will be recruited through our extensive community partnership
network. Organizations in the targeted area will be contacted with notices of
employment for open FTE positions. The Office of Health Promotion and Education
(OHPE) has a strong history of hiring staff that are culturally responsive. Of the
current 24 staff members in OHPE, 15 are bilingual in languages ranging from
Spanish to Swahili to Navajo. All newly hired staff will participate in ongoing and
varied cultural competency training along with existing staff.
Page 32

j) Describe in this section the plan and resources necessary to meet First Things First
basic reporting requirements, and if applicable, to maintain data securely and
confidentially, obtain client and any necessary tribal approvals for First Things First
data submission and ensure that ongoing data collection is used within the grantee
institution to ensure fidelity and overall effectiveness (see Data Security Guidelines,
Exhibit B).
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.
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.
Page 33

Attachment D
IMPLEMENTATION PLAN 1: January 1, 2014 – June 30, 2014
Activities Task Person Responsible Date Task Will Be Support Documentation
Completed/Timeline
MCDPH leadership Feb, 2014 Contract (IGA)
Sign IGA by MC Board of Agenda item created by PH and approved Grants/Contracts Unit, contingent on date
Supervisors (BOS) and establish by BOS MCDPH contract is received from
budget with Finance FTF and next scheduled
Board of Supervisors
meeting
Create and hire 2 social worker MCDPH leadership, March-April, 2014 Posted job announcement, job
positions Work with HR to write job descriptions Human Resources descriptions
and post the position
MCDPH leadership and March-April, 2014 Interview documentation
Conduct panel interviews other MCDPH staff
MCDPH leadership April-May, 2014 employee contracts
Onboard and train new staff/obtain
equipment such as phones and other
equipment
Engage internet Create and post request for MCDPH leadership, Feb-March, 2014 RFQ
strategic planning firm qualifications Procurement Unit
to begin site
enhancements and MCDPH leadership Feb-March, 2014 Contract with Scope of Work, Work
usability testing Define scope of work and begin planning Plan
MCDPH leadership, March-June, 2014 Task orders, invoices, site
create work plan, monitor progress Contractor enhancements, live trails
documentations, analytics data and
reports
Hire Temp Staff to add and vet MCDPH leadership Feb-March, 2014 ACRO timesheets
resources until new staff can be Contact contracted temp agency
on boarded Interview and onboard new temps MCDPH leadership Feb-March, 2014 Completed website audit forms
MCDPH leadership Feb-June, 2014 ACRO survey
Supervise temps, monitor quality of
work
Create plan with FTF Possibly meet with council directors and FHP social workers May-June, 2014 Meeting notes
regional partnership partners and stakeholders
councils on enhancing
the site for use for Develop plan to collect additional FHP social workers, MSW May-June, 2014 Survey, interview notes, etc.
families with children 0- relevant resources (e.g., develop survey Interns,
5 for grantees, conduct interviews and
site visits)
Page 34

May-June, 2014 Website enhancements, number of
Add resources and incorporate findings FHP social workers, MSW new resources listed
Interns,
Develop internal (Maricopa MCDPH leadership /FHP April-May, 2014 Communication plan
County Agencies and Develop internal plan with Public Health social workers, PIO
Departments) and external PIO
training and outreach plans MCDPH leadership March, 2014 Communication plan
Develop an external communication plan
with internet strategic planning firm
Begin to implement Conduct trainings and presentations to FHP social workers, MSW May-June, 2014 Presentation sign in sheets,
training and outreach the four major areas of the community: : Interns, public health distribution of collateral
plans healthcare, education, community external community
organizations and social services cloud
Roll out internal Maricopa County FHP social workers, MSW May-June, 2014 Communication plan, media
Government communication plan Interns, Public Health events/appearances, representation
Director on websites, FindHelpPhx widget
added to County websites
Roll out external communication plan FHP social workers, MSW May-June, 2014 Media events appearances,
Interns, Public Health representation on websites,
PIO, Public Health cloud FindHelpPhx widget added to partner
external workgroups websites, presentation sign in sheets,
printed collateral developed
Submit financial and Write and submit quarterly program MCDPH leadership April 20, 2014 and July PGMS report loaded
program reports to FTF reports using established website 20,2014
on a timely basis analytics baselines and subsequent
through PGMS system analytics reports for measurement of
progress
Conduct monthly reconciliation of MCDPH leadership, John Monthly CERs submitted
expenditures from the County financial Schulz
system with finance team and submit
CERs on a timely basis
Page 35

Attachment D
IMPLEMENTATION PLAN 2: July 1, 2014 – June 30, 2015
Activities Task Person Responsible Date Task Will Be Support Documentation
Completed/Timeline
Conduct training and Conduct trainings and presentations to FHP social workers, MSW Quarterly goals TBD presentation sign in sheets,
outreach plans in the four major areas of the community: : interns, public health distribution of collateral
accordance with metrics healthcare, education, community external community
and goals set in organizations, and social services cloud
outreach plan
Roll out internal Maricopa County FHP social workers, MSW Quarterly goals TBD Communication plan, media
Government communication plan Interns, Public Health events/appearances, representation
Director on websites, FindHelpPhx widget
added to County websites
Roll out external communication plan FHP social workers, MSW Quarterly goals TBD Media events appearances,
interns, Public Health representation on websites,
PIO, Public Health cloud FindHelpPhx widget added to partner
external workgroups websites, presentation sign in sheets,
other external partners printed collateral developed
Ensure all resources on the site FHP social workers, MSW Ongoing Monthly audit forms
are accurate and reliable by Vet all existing resources Interns
vetting entire site at a minimum FHP social workers, MSW Ongoing New resources added
of once per year Add any newly identified resources after Interns
vetting
Continuously ensure quality by FHP social workers, MSW Monthly (due last day of Monthly audit forms
conducting monthly random audits of Interns, MCDPH each month)
the site leadership
Ensure that website runs Work with IT contractor to identify MCDPH leadership, IT Ongoing Invoices, Scope of Work/Task Orders,
smoothly and securely needs and implement any updates Contractor website upgrades
and is upgraded and
updated as appropriate
Submit financial and Write and submit quarterly program FTF social workers, Sept 20, 2014, Jan 20, PGMS report loaded
program reports to FTF reports using established website MCDPH leadership 2015, April 20, 2015,
on a timely basis analytics baselines and subsequent July 20, 2015
through PGMS system analytics reports for measurement of
progress.
Conduct monthly reconciliation of MCDPH leadership, John Monthly CERs submitted
expenditures from the County financial Schulz
system with finance team and submit
CERs on a timely basis
Page 36

Instructions for Attachments E and F
How to Complete the Line Item Budget and Budget Narrative
Complete a two budgets and budget narratives for a 6 month and a 12-month period using the templates
provided in Attachment E and F.
Please keep in mind items described in a line item budget and in more detail in the budget narrative should
describe how the costs were determined and the public purpose for the cost related successfully
implementing the project. Please assure that all requested funds follow these guidelines:
• Be necessary and reasonable for proper and efficient performance and administration of First
Things First funds.
• Be authorized or not prohibited under state or local laws or regulations.
• Be consistent with policies, regulations, and procedures that apply uniformly to all costs charged
and expended by the agency – consistent treatment of costs.
o For example – a cost may not be assigned to another grant award as an indirect cost if any
other cost incurred for the same purposes in like circumstances has been allocated to the
First Things First award as a direct cost.
o For example – a cost for a certain type of expense is charged one rate to another source of
funding and a different rate to First Things First - this would not be consistent treatment of
costs.
• Be determined in accordance with generally accepted accounting principles.
• Be adequately documented.
• All travel-related costs for these trainings and meetings should be included in the applicant’s
budget and calculated using the State of Arizona travel rate limitations for mileage, per diem and
lodging as described on the budget narrative worksheet. For more information about the state
requirements, visit http://www.gao.az.gov/travel/.
• Budget modification requests must be submitted via the FTF Partner Grant Management System
(PGMS) Communication Log and approval received prior to the implementation of any of the
modifications.
Please note the line items included in the budget template represent the types of costs possible for a line
item budget these line items may or may not be applicable or appropriate for your application. Your
budget line items requested must fit within one of the categories listed. However, it is expected that you
would not need to utilize all of the sample line items.
Page 37

Attachment E
Line Item Budget 1
Budget period: January 1, 2014 – June 30, 2014
Budget Category Line Item Description Requested Funds Total Cost
PERSONNEL SERVICES Personnel Services Sub Total $14,998
Salaries: • 1 FTE bilingual social $12,528
worker/coordinator (3-
months)
• .25 social worker (3 months) $2,470
EMPLOYEE RELATED EXPENSES Employee Related Expenses Sub Total $5,671
Fringe Benefits or Other ERE • Fixed benefit pro-rated 3 $2,783
months
• Variable Benefit $2,889
PROFESSIONAL AND OUTSIDE SERVICES Professional & Outside Services Sub Total $52,000
Contracted Services • Spanish Media (radio and $10,000
events)
• Temporary services $12,000
• IT/web services contract $30,000
TRAVEL Travel Sub Total $1,675
In-State Travel • Mileage $675
Out of State Travel • Travel to Washington DC, $1,000
NASW conference
AID TO ORGANIZATIONS OR INDIVIDUALS Aid to Organizations or Individuals Sub Total $0
Subgrants or Subcontracts to
organizations/agencies/entities
OTHER OPERATING EXPENSES Other Operating Expenses Sub Total $12,465
• Telephones/Communications Services Phone purchase and phoneline and $664
• Internet Access data package (3 months)
• General Office Supplies
• Food Basic office supplies $801
• Rent/Occupancy
• Evaluation (non-contracted & non-personnel exp.)
• Utilities
• Furniture
• Postage
• Software (including IT supplies)
Zeemaps annual fees and URL fees $2,000
• Dues/Subscriptions
• Advertising
• Printing/Copying
• Equipment Maintenance
• Professional Development/Staff Training
• Conference Workshops/ Training Fees for Staff
• Insurance
• Program Materials Printing of posters, cards, other $9,000
• Program Supplies displays
• Scholarships
• Program Incentives
NON-CAPITAL EQUIPMENT Non-Capital Sub Total $4,100
Equipment $4,999 or less in value • 2 laptops $3,600
• 2 projectors $500
Subtotal Direct Program Costs: $90,909
ADMINISTRATIVE/INDIRECT COSTS Total Admin/Indirect $9,091
Indirect/Admin Costs $ $
Total $ $100,000
Authorized signature Date
Page 38

Attachment F
Budget Narrative 1
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 a narrative explanation for the budget categories and subcategories that are in the line
item budget.
Personnel Services ($14,998):
Staffing is needed to conduct training and outreach to agencies and the community in FindHelpPhx (FHP) as
well as identify vet and input resources into the sight. No salary increases are expected for this budget
period.
• Bilingual social worker/coordinator: A full FTE (2,088 hours per year) will be employed. Because of
the timing of this contract; it is estimated that these positions will not be filled until the end of
March or beginning of April. The calculation for the salary has been pro-rated to 3 months, which is
522 hours. The rate for this position is determined by the Office of Management and Budget and
has been budgeted at $24/hour (24*522=$12,528).
• Bilingual social worker: One 0.25 FTE social worker will be hired for this contract (MCDPH is
covering the remaining .75 of this full-time position through a grant from the Virginia Piper
Charitable Trust). Because of the timing of this contract; it is estimated that these positions will not
be filled until the end of March or beginning of April. The calculation for the salary has been pro-
rated to 3 months, which is 130 hours for a 0.25 FTE. The rate for this position is determined by the
Office of Management and Budget and has been budgeted at $19.00/hour (130*$19=$2,470).
Employee Related Expenses ($5,671):
• Fixed Benefits: Maricopa County has a fixed benefit rate to cover health benefits at $8,904 per
employee regardless of FTE. This amount has been calculated at 1.25 FTE for the bilingual social
worker/coordinator and social worker and pro-rated for the 3 months that this position is expected
to be filled in FY14 [($8,904*1.25)/12*3=$2,783].
• Variable Benefits:
For the period of until June 30, 2014 the variable benefit rate for Maricopa County is 19.26% of
salaries ($14,998*.1926=$2,889). Variable benefits as a percentage of total salaries goes toward
Medicare, social security, unemployment, worker’s compensation, long term disability, life
insurance, and Arizona State Retirement System.
Professional and Outside Services ($52,000):
All vendors are contracted through the MCDPH Procurement Unit, which follows all federal, state,
and County procurement laws and regulations.
• Spanish media purchases: in order to promote the site to Hispanic community, MCDPH has
longstanding relationships with several of the most prominent Spanish media outlets and will
purchase radio and event marketing as determined by the communication plan.
• Temporary Services: MCDPH has a contract with a temporary staffing agency to obtain qualified
temporary staff at a competitive rate and in a timely manner. It is expected that we will use 500
Page 39

hours of temporary staff to vet and translate resources until l positions can be filled, on boarded
and trained.
IT/Web Services Contract: MCDPH will release a contract for community based outreach and
marketing for internet strategic planning company that will conduct client trails on the
usability of the site and the mobile experience, as well as other enhancements.
Travel ($1,675):
• In-state travel: consists of mileage reimbursement for transportation to trainings, marketing
appointments, and other events throughout the County. Based on current travel rates, mileage has
been estimated to be 250 miles per month for 1.25 employees for six months (we used a six month
calculation because temporary staff and interns may be reimbursed for mileage as well). The state
approved reimbursable rate of $0.45 per mile was used in the calculation.
All proposed travel follows the State of Arizona Travel Policy limitations. See specific line item
budget for total costs.
• Out of state travel: $1,000 has been budgeted for out-of-state travel for the social
worker/coordinator for this contract as this project has been awarded a national award by the
National Association of Social Workers (NASW). MCDPH has received one night hotel, air fare to
Washington, DC and conference registration paid for, for one staff person by the NASW. We are
budgeting $1,000 to cover per diem and the additional days of hotel for attendance at the entire
conference.
Aid to Organizations or Individuals: N/A
Other Operating Expenses ($12,465):
• Telephone/communication services: this includes purchase of smartphones, with 3 months phone
and data for one staff person (the VP grant will cover the other phone line) ($88/month*3months +
$400 for purchase of 2 smartphones)($664).
• General office supplies: pens, paper, notebooks, computer cases, flash drives, presentation
materials, etc. ($801).
• Software: Zeemaps annual and URL fees ($2,000)
• Printing/Copying: in-house printing of posters, cards and other displays for marketing and
outreach ($9,000).
Non-Capital Equipment ($4,100):
• Program materials: 2 laptops (purchased by our IT dept. according to contract to fit County
specifications @ $1,800 each) as well as 2 projectors for presentations @ $250 each ($4,100).
Administrative/Indirect Costs ($9,091):
Option B - Indirect costs include county central service costs and departmental common costs such as
financial services, information technology, telecommunications, building maintenance, legal and risk
management, human resources/payroll, and other administrative costs shared by all of the grant programs
within the department. The indirect rate is calculated based on actual costs from a prior fiscal year, and is
updated annually. The indirect is determined annually by applying the percentage rated to actual
expenditures for the prior year. The current federally approved indirect rate for Maricopa County is 15.0%;
Page 40

however, indirect costs are charged at the capped rate of 10% for this grant. See specific line item budget
for total costs ($9,091).
Authorized signature Date
Page 41

Attachment E
Line Item Budget 2
Budget period: July 1, 2014 – June 30, 2015
Budget Category Line Item Description Requested Funds Total Cost
PERSONNEL SERVICES Personnel Services Sub Total $59,992
Salaries • 1.0 FTE bilingual social $50,112
worker/coordinator
• .25 FTE bilingual social worker $9,880
EMPLOYEE RELATED EXPENSES Employee Related Expenses Sub Total $22,684
Fringe Benefits or Other ERE • Fixed benefits $11,130
• Variable benefits $11,554
PROFESSIONAL AND OUTSIDE SERVICES Professional & Outside Services Sub Total $6,367
Contracted Services • IT/web services $6,367
TRAVEL Travel Sub Total $810
In-State Travel • Mileage $810
Out of State Travel
AID TO ORGANIZATIONS OR INDIVIDUALS Aid to Organizations or Individuals Sub Total $0
Subgrants or Subcontracts to
organizations/agencies/entities
OTHER OPERATING EXPENSES Other Operating Expenses Sub Total $1,056
• Telephones/Communications Services $1,056
• Internet Access
• General Office Supplies
• Food
• Rent/Occupancy
• Evaluation (non-contracted & non-personnel exp.)
• 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
• Program Incentives
NON-CAPITAL EQUIPMENT Non-Capital Sub Total $0
Equipment $4,999 or less in value
Subtotal Direct Program Costs: $90,909
ADMINISTRATIVE/INDIRECT COSTS Total Admin/Indirect $9,091
Indirect/Admin Costs $ $
Total $ $100,000
Authorized signature Date
Page 42

Attachment F
Budget Narrative 2
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 a narrative explanation for the budget categories and subcategories that are in the line
item budget.
Personnel Services ($59,992):
Staffing is needed to conduct training and outreach to agencies and the community in FindHelpPhx (FHP) as
well as identify vet and input resources into the sight. No salary increases are expected for this budget
period.
• Bilingual social worker/coordinator: A full FTE (2,088 hours per year) will be employed. The rate
for this position is determined by the Office of Management and Budget and has been budgeted at
$23.29/hour (22*2088=$50,112).
• Bilingual social worker: One 0.25 FTE social worker will be hired for this contract (MCDPH is
covering the remaining .75 of this full-time position through a grant from Virginia Piper). The rate
for this position is determined by the Office of Management and Budget and has been budgeted at
$19.00/hour (520*$19=$9,880).
Employee Related Expenses ($22,684):
• Fixed Benefits: Maricopa County has a fixed benefit rate to cover health benefits at $8,904 per
employee regardless of FTE. This amount has been calculated at 1.25 FTE for the bilingual social
worker/coordinator and social worker [($8,904*1.5) = $11,130].
• Variable Benefits:
The County variable benefit rate for Maricopa County is 19.26% of salaries
($59,992*.1926=$11,554).Variable benefits as a percentage of total salaries goes toward Medicare,
social security, unemployment, worker’s compensation, long term disability, life insurance, and
Arizona State Retirement System.
Professional and Outside Services ($6,367):
All vendors are contracted through the MCDPH Procurement Unit, which follows all federal, state,
and County procurement laws and regulations.
• IT/Web Services Contract: MCDPH will engage in a fixed contract to do routine and necessary
maintenance, updating and upgrading of the FHP website to keep it secure and running
smoothly.
Travel ($810):
• In-state travel: consists of mileage reimbursement for transportation to trainings, marketing
appointments, and other events throughout the County. Based on current travel rates, mileage has
been estimated to be 150 miles per month for 1 employee for 12 months. The state approved
reimbursable rate of $0.45 per mile was used in the calculation.
Page 43

All proposed travel follows the State of Arizona Travel Policy limitations. See specific line item
budget for total costs.
• Out of state travel: no money has been budgeted for this expense for this budget period.
Aid to Organizations or Individuals: N/A
Other Operating Expenses ($1,056):
• Telephone/communication services: this phone and data plans ($88/month*12 months).
Non-Capital Equipment: N/A
Administrative/Indirect Costs ($9,091):
Option B - Indirect costs include county central service costs and departmental common costs such as
financial services, information technology, telecommunications, building maintenance, legal and risk
management, human resources/payroll, and other administrative costs shared by all of the grant programs
within the department. The indirect rate is calculated based on actual costs from a prior fiscal year, and is
updated annually. The indirect is determined annually by applying the percentage rated to actual
expenditures for the prior year. The current federally approved indirect rate for Maricopa County is 15.0%;
however, indirect costs are charged at the capped rate of 10% for this grant. See specific line item budget
for total costs ($9,091).
Authorized signature Date
Page 44

Attachment G
DISCLOSURE OF OTHER FUNDING SOURCES*
Please list all other funding that your organization currently receives from State or Public Agencies,
Federal Agencies, Non-Profit Organizations, or any other source providing funding for the proposed
Program*. Statute ARS 8-1183 provides for a prohibition on supplanting of state funds by First Things
First expenditures, meaning that no FTF monies expended are to be used to take the place of any
existing state or federal funding for early childhood development and health programs.
Use a continuation sheet if necessary. The following form may be reproduced with word processing
software or another form may be created that contains all the information requested.
 If used for
Type of Funding
Received From Amount match on
(Federal, State, local, other)
this grant
n/a 0.00
TOTAL:
0.00
*This table should include only those funds that will support the program detailed in this application.
Authorized Signature: Date:
Job Title:
Page 45

Attachment H:
FIRST THINGS FIRST FINANCIAL SYSTEMS SURVEY
Name of applicant: Maricopa County Department of Public Health
Please answer every question by filling in the circle next to the correct answer. Attach materials and
document comments as required.
As stewards of federal and state funds, First Things First awards funds to organizations (regardless of how
small or large) that are both capable of achieving project goals/objectives and upholding their
responsibility for properly managing funds as they achieve those objectives.
This survey will be used primarily for initial monitoring of the organization. This survey may also be used
in evaluating the financial capability of the organization in the award process. Deficiencies should be
addressed for corrective action and the organization should consider procuring technical assistance in
correcting identified problems.
A. GENERAL INFORMATION
1. Has your organization received a Federal or State Grant within the last two years?  YES
 NO
2. Has your organization completed an A-133 Single Audit within the past two years? If yes,  YES
please attach a complete copy of your A-133 Audit, including, but not limited to, your  NO
Management Letter, Findings and Questioned Costs.
3. If your organization has not completed an A-133 Single Audit, have your financial  YES
statements been audited, reviewed or compiled by an independent Certified Public  NO
Accountant within the past two years? If yes, please attach a complete copy of the most
recent audited, reviewed or compiled financial statements. NOTE THAT ONLY ONE COPY
OF YOUR AUDIT NEEDS TO BE INCLUDED WITH THE APPLICATION MARKED “ORIGINAL”. It
is not necessary to include additional copies with each copy of the completed Application.
4. Please attach a schedule showing the TOTAL federal funds (by granting agency) expended  Not applicable
by your agency for the most recent fiscal year. Note: If your organization had an A-133 for State of
Single Audit, a copy of the “Schedule of Expenditures for Federal Awards” can be Arizona
submitted. ONLY ONE COPY IS NEEDED, TO BE INCLUDED WITH THE APPLICATION MARKED agencies
“ORIGINAL”
5. Has your organization been granted tax-exempt status by the Internal Revenue Service?  YES
 NO
 N/A
6. If you answered YES to question #5, under what section of the IRS code?
O 501 C (3) O 501 C (4) O 501 C (5) O 501 C (6) O Other
Specify: __Section 115 (1) of the Internal Revenue Code__
7. Does your organization have established policies related to salary scales, fringe benefits,  YES
travel reimbursement and personnel policies?  NO
Page 46

B. FUNDS MANAGEMENT
1. Which of the following describes your organization’s accounting system?  Manual
 Automated
 Combination
2. How frequently do you post to the General Ledger?  Daily
 Weekly
 Monthly
 Other
3. Does the accounting system completely and accurately track the receipt and disbursements  YES
of funds by each grant or funding source?  NO
4. Does the accounting system provide for the recording of actual costs compared to  YES
budgeted costs for each budget line item?  NO
5. Are time and effort distribution reports maintained for employees working fully or partially  YES
on state or federal grant programs that account for 100% of each employee’s time?  NO
6. Is your organization familiar with Federal Cost Principles (i.e., 2 CFR 220, 2 CFR 225, and 2  YES
CFR 230)?  NO
7. How does your organization plan to charge administrative/indirect costs to this grant?
 Direct Charges
NOTE: Those organizations using allocable direct charges must attach a copy of the  Utilizing an
methodology and calculations in determining those charges. Those organizations using a Indirect Cost
federally approved indirect cost rate must attach a copy of the approval documentation issued Rate
by the federal government.
C. INTERNAL CONTROLS
1. Are duties of the bookkeeper/accountant segregated from the duties of cash receipt or  YES
cash disbursement?  NO
2. Are checks signed by individuals whose duties exclude recording cash received, approving  YES
vouchers for payment and the preparation of payroll?  NO
3. Are all accounting entries and payments supported by source documentation?  YES
 NO
4. Are cash or in-kind matching funds supported by source documentation?  YES
 NO
5. Are employee time sheets supported by appropriately approved/signed documents?  YES
 NO
6. Does the organization maintain policies that include procedures for assuring compliance  YES
with applicable cost principles and terms of each grant award?  NO
D. PROCUREMENT
1. Does the organization maintain written codes of conduct for employees involved in  YES
awarding or administering procurement contracts?  NO
2. Does the organization conduct purchases in a manner that encourages open and free  YES
competition among vendors?  NO
3. Does the organization complete some level of cost or price analysis for every major  YES
purchase?  NO
4. Does the organization maintain a system of contract administration to ensure Grantee  YES
conformance with the terms and conditions of each contract?  NO
5. Does the organization maintain written procurement policies and procedures?  YES
 NO
Page 47

E. CONTACT INFORMATION
Please indicate the following information. In the event that First Things First has questions about this survey, this
individual will be contacted.
Prepared by Scot Pitcairn
Job title: Finance Manager
Date: 12/31/13
Phone/Fax: 602-506-6963/602-506-6885
Email: scotpitcairn@mail.maricopa.gov
F. CERTIFICATION
I certify that this report is complete and accurate, and that the Grantee has accepted the responsibility of maintaining
the financial systems.
Authorized Signature
G. COMMENT AND ATTACHMENTS
Please use the space below to comment on any answers in Sections A – D. Please indicate the section and question
number next to each comment.
Number of attachments (please number each attachment): _____3____
COMMENTS:
Question #A.2. Exhibit C: Maricopa County Year Ended June 30, 2012, A-133 Single Audit Report
Question #A.4. Exhibit D: Schedule of Expenditures for Federal Award (SEFA) Report
Question #B.7. Exhibit E: Public Health Grants Indirect Cost Plan FY13-14
Page 48

Exhibit A
Scope of Work Reference/Information
Overview of First Things First
On November 7, 2006, Arizonans made an historic decision on behalf of our state’s youngest
citizens. By majority vote, they made a commitment to all Arizona children age five and younger,
that children would have the tools they need to arrive at school healthy and ready to succeed.
The voters backed that promise with an 80-cent per pack increase on tobacco products to provide
dedicated and sustainable funding for early childhood services for our youngest children. The
initiative created the statewide First Things First Board and the 31 Regional Partnership Councils
that share the responsibility of ensuring that these early childhood funds are spent on strategies
that will result in improved education and health outcomes for kids age five and younger.
First Things First is designed to meet the diverse needs of Arizona communities. The Regional
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, 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 simply 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 as
defined by the statute:
• 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 for children through age
five.
• 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 whether young children are
ready for success as they prepare to enter kindergarten. 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
Page 49

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
1. #/% children demonstrating school readiness at kindergarten entry in the development
domains of social-emotional, language and literacy, cognitive and motor and physical.
2. #/% of children enrolled in an early care and education program with a Quality First rating
of 3-5 stars.
3. #/% of children with special needs enrolled in an inclusive early care and education
program with a Quality First rating of 3-5 stars.
4. #/% 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.
5. % of children with newly identified developmental delays during the kindergarten year.
6. #/% of children entering kindergarten exiting preschool special education to regular
education.
7. #/% of children ages 2-4 at a healthy weight (Body Mass Index-BMI).
8. #/% of children receiving at least six well child visits within the first 15 months of life.
9. #/% of children age 5 with untreated tooth decay.
10. % of families who report they are competent and confident about their ability to support
their child’s safety, health and wellbeing.
Scope of Work: What Strategy Will This Grant Fund and How Will It Make a Difference for
Children?
Statement of Need
The Central Maricopa, Central Phoenix, North Phoenix, Northwest Maricopa, South Phoenix,
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. It has been identified through survey
and community meetings that there is need for web-based information, for programs and families,
which includes relevant and reliable information on programs and services for families with
children ages 0-5 throughout Maricopa County.
In Maricopa and Phoenix area regions, First Things First continues to support efforts to address
needs of families. This approach is intended to: increase access to services by providing relevant
and reliable information to families and those working with families; streamline and improve
service delivery and collaboration; and to provide data and information across the First Things
First grantees and providers in the community.
Description of Strategy
This grant will provide funding to support the ongoing maintenance, development, and support
use of the existing FindHelpPhx.org (EncuentraAyudaPhx.org) website operated by the Maricopa
County Department of Public Health.
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Maricopa County Department of Public Health (MCDPH) will provide staff support in order to
maintain the FindHelpPhx.org (EncuentraAyudaPhx.org) website as an easy-to-use, online
resource map for residents of Maricopa County. The project also includes maintaining to the
relevancy of information provided on the site for the primary users (families with children 0-5 and
provider who serve these families). And finally, the grantee is charged with outreach and
marketing to support use of the site.
 MCDPH will ensure that staff are appropriately trained and stay current on early childhood
and access to care issues.
 MCDPH will provide FTF with quarterly narrative reports including:
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 by MCDPH.
 MCDPH will conduct an assessment of the ease-of-use of the FindHelpPhx site for all
populations and work to improve ease of use, 508 compliance and other ADA compliance
measures.
 MCDPH will maintain responsive design of FindHelpPhx site so members of the public can
access the site on most smartphones and tablets, and MCDPH will work to continually
optimize the user experience.
 As requested by FTF, staff will attend Family Resource, or other, First Things First meetings,
or other stakeholder meetings to provide updates and gather information to improve the
site.
 MCDPH will hold stakeholder/advisory committee meetings at least twice each calendar
year in order to report on FindHelpPhx, to present implementation plans, and to seek input
on the project.
First Things First School Readiness Indicators Related to This Strategy
First Things First (FTF) is seeking an applicant to implement this strategy and work collectively with
FTF to impact the school readiness indicators below:
• % of families who report they are competent and confident about their ability to support
their child’s safety, health and well being
First Things First Goal Area to Be Addressed
• Coordination
Target Population to Serve and Geographic Area
Families of young children (age birth through five), and providers who serve the families, residing
in Maricopa County.
Coordination and Collaboration
First Things First prioritizes coordination and collaboration among early childhood service
providers as critical to developing a seamless service delivery system for children and families.
Coordination and collaboration is described as two or more organizations working together in the
delivery of programs and services to a defined population. As a result of coordination and
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collaboration, services are often easier to access and are implemented in a manner that is more
responsive to the needs of the children and families. Coordination and collaboration may also
result in greater capacity to deliver services because organizations are working together to identify
and address gaps in service, which results in higher quality services and cost efficiency. Applicant
must demonstrate capacity to work with and participate in coordination and collaboration
activities occurring within the First Things First region being served. This may include but is not
limited to engaging with other partners delivering the same or similar programs and services;
clarifying target populations and outcomes; and defining processes and plans to reach desired
outcomes. Depending upon the strategy, there may be local or statewide collaborative meetings
which the Applicant may be asked to attend, as noted in the Scope of Work. In order to
accomplish this, Applicants should plan the appropriate staffing and budget to support travel to
and attendance at meetings within the regional area or at statewide meetings, as appropriate.
Quality Assurance Assessment
First Things First Quality Assurance (QA) system involves a continuum of performance and
programmatic monitoring. The QA process is a team approach in collaboration with grant
partners. A strength-based, comprehensive QA assessment will be used to evaluate the
implementation of the strategy Standards of Practice and to support grant partners through
technical assistance that addresses specific issues and concerns. The results of the QA process
have the potential to inform and strengthen the development of the Standards of Practice and the
early childhood development and health system. Applicant agrees to actively participate in the
QA process, which will involve a strategy specific QA assessment conducted by First Things First
QA specialists during an on-site visit typically once during a contract cycle (every three years or
so). The QA process includes adequate notice through pre-visit communication, the on-site visit
and discussion and follow-up report.
Program Specific Data Collection and First Things First Evaluation
Applicant agrees to participate in the First Things First evaluation and any program specific
evaluation or research efforts, including collaboration with evaluation-led child assessment
activities. Collaborative activities may include tracking and reporting data pertaining to
participant attendance, enrollment and demographic information. In addition, applicants agree to
allow First Things First and evaluation consultants of First Things First to observe program
activities on site and applicant must collaborate with First Things First led and initiated evaluation
activities to encourage parent consent for data collection. Data collection and First Things First
evaluation activities are directly connected with the Goals, Performance Measures and Units of
Service aligned to the strategy described in this grant agreement. When services are provided to
more than one region (multi-regional strategies), the grantee must collect and store client data for
each region served through the grant agreement.
First Things First honors tribal ownership of data and recognizes communication is necessary with
Arizona Tribes to determine what process/protocol is needed to obtain data. We further
recognize Arizona Tribes as owners of their indigenous knowledge, cultural resources and
intellectual property. To this end, it is imperative that all appropriate tribal approvals for data
collection and submission to First Things First must be obtained.
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Applicant must have capacity to collect and submit First Things First data requirements, securely
and confidentially store client data, obtain client and any necessary tribal approvals for First
Things First data submission and utilize data to assess progress in achieving desired outcomes of
the proposed strategy (see Exhibit B, Data Security Guidelines).
There are no Units of Service identified for this grant. Refer to ‘Description of Strategy’ above for
Scope of Work requirements. The grantee will submit quarterly narrative reports to provide
regular progress reports on the development and staffing of the website.
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Exhibit B
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 FTF Partner Grant Management
System (PGMS). Subsequent to the award of an FTF 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 extranet 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, Grantee 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, GITA, 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 honors tribal ownership of data and recognizes communication is necessary with Arizona
Tribes to determine what process/protocol is needed to obtain data. FTF further recognizes Arizona Tribes
as owners of their indigenous knowledge, cultural resources and intellectual property. To this end, it is
imperative that all appropriate tribal approvals for data collection and submission to FTF must be obtained
and kept on-file by the grantee and FTF for granting serving clients on tribal lands.
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.
Revised January 2013
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