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V..T. FIRST THINGS FIRST
Government Agreement Summary
GRA Number: GRA-MULTI-21-1067-01
Region/Funding Source: East Maricopa, Northwest
Maricopa, Phoenix North, Phoenix South, Southeast
Maricopa and Southwest Maricopa Regional Councils
Applicant information:
Jeanene Fowler
Program Operations Administrator
Maricopa County Department of Public Health
4041 N. Central Avenue, Suite 400
Phoenix, AZ 85012
602-506-4926 Office/602-722-1806 Mobile
jeanenefowler@mail.maricopa.gov
Primary Strategy: Service Coordination
Funding Available: $120,000
Target Service Units
Primary Strategy: Service Coordination
There are no Target Service Units Identified for this strategy.
Brief Description:
Arizona's early childhood development and health system works to promote and establish a seamless,
coordinated and comprehensive array of services that can meet the multiple and changing needs of
young children and families, Organizations and individuals must work together to establish such a
coordinated service network and requires state and regional coordination of both public and private
human resources, services, and funding. Agencies that work together and achieve high-level
coordination and collaboration are often easier for families to access and the services provided are
more responsive to the needs of the families.
The intent of the FIF Service Coordination strategy Is to support participant organizations in achieving
high levels of coordination that result in significant changes in policies, programs, and practices in the
delivery of services to families with children birth to age 5 not enrolled in kindergarten. Coordination
efforts may also result in increased capacity to deliver services because of the work that organizations
do to identify and address gaps in the service delivery continuum. Therefore, by supporting a variety of
coordination efforts, a high quality, interconnected, and comprehensive early childhood service delivery
system that is timely, culturally responsive, family-driven, community-based, and directed toward
enhancing children's overall development can be achieved.
Required Data Template Training
The grantee is required to participate in data template training. Further instruction will be provided
closer to award.
Grant Term/Estimated Start Date:
The estimated grant term is July 1, 2020
through June 30, 2021, unless terminated,
cancelled or extended.
,
Contact Information:
B. Renae Rosales
Fiscal Specialist
First Things First
Email: rrosales@firstthingsfirst.org
Phone: (602) 771-5030
READY FOR SCHOOL SET FOR LIFE.
C-86-
ATTACHED TO AND A PART OF
First Things First, Find Help Phoenix
Grant Agreement
GRA-MULTI-21-1067-01
IN WITNESS WHEREOF, the parties agree to enter into this Agreement and its
Amendments:
FOR AND ON BEHALF OF
MARICOPA COUNTY
By
Clint Hickman, Chairman
Board of Supervisors
Date
ATTEST:
Clerk of the Board
Date
APPROVED AS TO FORM:
Attorney for Maricopa County
Date
M. FIRST THINGS FIRST
Government Agreement Summary
GRA Number: GRA-MULTI-21-1067-01
Region/Funding Source: East Maricopa, Northwest
Maricopa, Phoenix North, Phoenix South, Southeast
Maricopa and Southwest Maricopa Regional Councils
Applicant Information:
Jeanene Fowler
Program Operations Administrator
Maricopa County Department of Public Health
4041 N. Central Avenue, Suite 400
Phoenix, AZ 85012
602-506-4926 Office/602-722-1806 Mobile
jeanenefowler@rnail.nnaricopa.gov
Primary Strategy: Service Coordination
Funding Available: $120,000
Target Service Units
Primary Strategy: Service Coordination
There are no Target Service Units identified for this strategy.
Brief Description:
Arizona's early childhood development and health system works to promote and establish a seamless,
coordinated and comprehensive array of services that can meet the multiple and changing needs of
young children and families. Organizations and individuals must work together to establish such a
coordinated service network and requires state and regional coordination of both public and private
human resources, services, and funding. Agencies that work together and achieve high-level
coordination and collaboration are often easier for families to access and the services provided are
more responsive to the needs of the families.
The intent of the FTF Service Coordination strategy is to support participant organizations in achieving
high levels of coordination that result in significant changes in policies, programs, and practices in the
delivery of services to families with children birth to age 5 not enrolled in kindergarten. Coordination
efforts may also result in increased capacity to deliver services because of the work that organizations
do to identify and address gaps in the service delivery continuum. Therefore, by supporting a variety of
coordination efforts, a high quality, interconnected, and comprehensive early childhood service delivery
system that is timely, culturally responsive, family-driven, community-based, and directed toward
enhancing children's overall development can be achieved.
Required Data Template Training
The grantee is required to participate in data template training. Further instruction will be provided
closer to award.
Grant Term/Estimated Start Date:
The estimated grant term is July 1,2020
through June 30, 2021, unless terminated,
cancelled or extended.
Contact Information:
B. Renae Rosales
Fiscal Specialist
First Things First
Email:
rrosales@firstthingsfirst.org
Phone: (602) 771-5030
READY FOR SCHOOL SET FOR LIFE.
GOVERNMENT AGREEMENT
GRA-MULTI-21-1067-01
Between The
Arizona Early Childhood Development and Health Board
East Maricopa, Northwest Maricopa, Phoenix North, Phoenix South,
Southeast Maricopa and Southwest Maricopa Regional Councils
(First Things First)
And
Maricopa County Department of Public Health
(Grantee)
I.
Purpose
Arizona's early childhood development and health system works to promote and establish a
seamless, coordinated and comprehensive array of services that can meet the multiple and
changing needs of young children and families. Organizations and individuals must work
together to establish such a coordinated service network and requires state and regional
coordination of both public and private human resources, services, and funding. Agencies that
work together and achieve high-level coordination and collaboration are often easier for
families to access and the services provided are more responsive to the needs of the families.
The intent of the FTF Service Coordination strategy is to support participant organizations in
achieving high levels of coordination that result in significant changes in policies, programs, and
practices in the delivery of services to families with children birth to age 5 not enrolled in
kindergarten. Coordination efforts may also result in increased capacity to deliver services
because of the work that organizations do to identify and address gaps in the service delivery
continuum. Therefore, by supporting a variety of coordination efforts, a high quality,
interconnected, and comprehensive early childhood service delivery system that is timely,
culturally responsive, family-driven, community-based, and directed toward enhancing
children's overall development can be achieved.
II.
Term, Renewal
The term of the Agreement is July 1, 2020 through June 30, 2021. The parties may renew this
Agreement for up to one (1) additional twelve (12) month extension (including lesser parts
thereof).
Ill.
Description of Services
A. The six First Things First Regional Partnership Councils within Maricopa County (East
Maricopa, Northwest Maricopa, Phoenix North, Phoenix South, Southeast Maricopa and
Southwest Maricopa Regional Partnership Councils) are responding to a need to improve
access to services and resources for young children and their families who reside in
Maricopa County. Service providers and families with children birth to age 5 have expressed
GRA-MULTI-214067-01
Page 2 of 33
a continued need for an easy to use, accurate, online resource for information on the
various programs and services available to support families, and their child's healthy growth
and development.
B. Through the implementation of the Service Coordination Strategy, the Phoenix and
Maricopa County Regional Partnership Councils intend to provide support for the online
resource: Find HelpPhoenix (FindHelpPhx.org ) and its Spanish partner site
EncuentraAyudaPhx.org. FindHelpPhoenix is an online information and referral resource for
families with young children and the agencies that provide supports and services to those
families. Implementation will support timely and efficient access to services provided by
public and private service providers in the community. Additionally, the strategy will
improve coordination and understanding between service providers and increase referrals
to appropriate services by providing accurate and accessible information to family service
professions.
C. The target population is families of children ages 0-5 and the programs and agencies
working to serve those families, throughout Maricopa County.
IV.
GRANTEE'S Responsibilities
The Grantee shall:
A. Prior to entering into this Agreement, have completed and submitted to First Things First for
review and approval the following forms and documents:
1. Agency/Organization Profile
2.
Personnel - Program Personnel Table and Program Organization Chart
3.
Required Narrative Responses
4.
Implementation Plan
5.
Line-Item Budget and Budget Narrative
6.
Fiscal Information - Funding Sources and Financial Controls
7.
Program Evaluation Study form
The completed forms and documents comprise part of this Agreement.
B. In providing programming described in Section IV.A, the Grantee shall act in accordance
with its narrative responses; the implementation plan; the approved budget; and the
following First Things First documents: the Scope of Work (Exhibit A), Guidance Materials
(Exhibit B), and the Data Security, Submission and Suppression Guidelines and Requirements
for Collaborators (Exhibit C).
C. Coordinate and collaborate with all First Things First grant recipients, as collaboration is
critical to developing a seamless service delivery system for children and families.
D. Responsible for oversight and management of the full grant, including any work conducted
by subgrantees.
E. Submit timely the reports described in Section VI.
GRA-MULTI-21-1067-01
Page 3 of 33
V.
Reimbursement/Payment
A. First Things First shall pay the Grantee on a cost-reimbursement basis for expenses
approved in the budget. This is a multi-regional contract with funding available from the six
regions as identified below. Should a region discontinue participation during the program
year or not seek renewal at the end of a grant period, adjustments in administrative costs,
scope of work for direct services and target service units may be necessary. FTF shall provide
up to $120,000 to the Grant Partner for services provided under Paragraph III. The regional
partnership councils funding the strategy include the following and the funding levels:
East Maricopa Regional Partnership Council for $20,000
Northwest Maricopa Regional Partnership Council for $20,000
Phoenix North Regional Partnership Council for $20,000
Phoenix South Regional Partnership Council for $20,000
Southeast Maricopa Regional Partnership Council for $20,000
Southwest Maricopa Regional Partnership Council for $20,000
B. Payment is conditioned upon receipt by First Things First of timely, accurate and complete
(i) reimbursement documents and (ii) Program Narrative Reports submitted via the First
Things First Partner Grant Management System (PGMS). Payments shall be made only for
those services performed or goods received.
C. The Grantee shall submit reimbursement requests at least quarterly, though not more
frequently than monthly. The Grantee shall submit a final reimbursement request marked
"final" no more than forty-five (45) days after the Agreement end date. Expenses eligible
for reimbursement must be paid, accrued or obligated by the Grantee by the Agreement
term end date. Final payment shall be contingent upon receipt of all fiscal, programmatic,
and data reports required of the Grantee under this Agreement. Requests for
reimbursement received later than forty-five (45) days after the Agreement end date will
not be paid.
D. Funds provided to the Grantee under this Agreement shall only be used to fulfill the
Grantee's responsibilities under this Agreement. Any questions regarding the appropriate
use of the funds shall be resolved by mutual agreement between the parties.
E. If the Grantee receives reimbursement for expenditures that are disallowed by an audit
exception by First Things First, the state or the federal government, the Grantee shall
promptly repay the funds to First Things First.
VI.
Quarterly Program Narrative Reporting Requirements
A. At a minimum, the Grantee shall submit quarterly one Program Narrative Report by the 20t h
of the month following the quarter via PGMS. Failure to submit timely reports will result in
suspension of reimbursement. The reports shall contain such information as deemed
necessary by First Things First.
GRA-MULTI-21-1067-01
Page 4 of 33
B. Program Narrative Reports are due:
1't Quarter (July 1 - September 30) Due: October 20
2nd Quarter (October 1 - December 31)
Due: January 20
3rd Quarter (January 1 - March 31) Due: April 20
4th Quarter (April 1 - June 30)
Due: July 20
C. If the Grantee provides services to more than one First Things First region (multi-regional
strategies), the Grantee shall collect, store and report the data for the Data Submission
Reports separately for each region served.
VII.
Agreement Administration and Operations
A. Working on Tribal Land. If the Grantee performs any work under this Agreement on
sovereign land of a tribe, the Grantee shall comply with any requirements set forth by the
tribal government in relation to essential functions of the grant operation, including data
collection. It is a material requirement of this Agreement that the Grantee follow all First
Things First tribal policies and procedures including the Tribal Data Policy as applicable,
obtain all appropriate parental consents and obtain appropriate tribal approvals as
designated by tribal authorities, which approval may include a requirement to participate in
cultural education and community orientation classes.
B. Advertising, Publishing and Promotion of Agreement. The Grantee shall not use, advertise
or promote information for commercial benefit concerning this grant without the prior
written approval of First Things First.
C. Review of Printed Materials. First Things First must review and approve all Grantee
publications and/or media funded or partially funded through this Agreement for
compliance with this Agreement. The Grantee shall submit to First Things First via PGMS all
print and electronic materials related to the programs and services funded under this
Agreement before publicly distributing those materials so that First Things First may first
review and approve prior to release. If deemed necessary by First Things First, the Grantee
shall revise the materials as indicated by First Things First before publicly distributing the
materials. First Things First shall have full and complete rights to reproduce, duplicate,
disclose, perform, and otherwise use all materials prepared under this Agreement.
D. Acknowledgment of FTF Funding. The Grantee shall recognize First Things First as a funding
source of programs and services funded in whole or part under this Agreement in all publicly
distributed print or electronic materials related to those programs and services. The
Grantee shall make this recognition in a manner described in First Things First's most
current protocol and style guide. First Things First will post any updates to the protocol and
style guide under the Grantee Resources section of PGMS. The Grantee shall also recognize
First Things First as a funding source of programs and services funded in whole or part under
this Agreement in all formal oral presentations and media interviews related to those
programs and services.
E. Public Awareness Efforts. The Grantee shall consult with First Things First in the planning of
public awareness/marketing strategies, such as websites, advertising or media campaigns,
related to the programs or services funded under this Agreement.
GRA-MULTI-21-1067-01
Page 5 of 33
F. Ownership of Materials and Data. Any materials and data required to be collected,
delivered or created under this Agreement, including but not limited to reports, computer
programs and other deliverables are the sole property of the State (First Things First). The
Grantee shall not use or release these materials or data without the prior written consent of
First Things First. The Grantee is not entitled to a patent or copyright on these materials and
data and may not transfer the patent or copyright to anyone else.
G. Ownership of Intellectual Property. First Things First shall be the owner (for and on behalf
of the State of Arizona) of any and all intellectual property, including but not limited to
copyright, invention, trademark, trade name, service mark and/or trade secrets, created or
conceived in the course of carrying out this Agreement and any related subcontract or
subgrant ("Intellectual Property"). The parties agree that the Intellectual Property shall be
considered a work made for hire under the U.S. Copyright Act to the extent applicable. To
the extent the Intellectual Property is not a work made for hire, the Grantee hereby
transfers all of its ownership of the Intellectual Property to First Things First. First Things
First shall own 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, its subcontractor or its subgrantee. The Grantee, on behalf of
itself and any subcontractors and subgrantees, agrees to execute all documents necessary
to assure ownership of the Intellectual Property vests in the State and shall take no
affirmative action that might have the effect of vesting all or part of the Intellectual Property
in any entity other than the State. The Grantee and its subcontractors and subgrantees shall
not disclose inventions or trade secrets covered by this paragraph to any entity not the State
without the express written authorization of First Things First.
VIII.
General Terms
A. FTF Grants Uniform Terms and Conditions. First Things First's Grants Uniform Terms and
Conditions (revision date October 2019) are hereby incorporated by reference into this
Agreement as if fully set forth herein. Copies of this document are available by emailing the
First Things First Procurement Specialist, grants@azftf.gov .
B. Non-Availability of Funds. Every payment obligation of First Things First under this
Agreement is conditioned upon the availability of funds appropriated or allocated for the
payment of such obligation. If funds are not allocated and available for the continuance of
this Agreement, this Agreement may be terminated by First Things First at the end of the
period for which funds are available. No liability shall accrue to First Things First in the
event this provision is exercised, and First Things First shall not be obligated or liable for any
future payments or for any damages as a result of termination under this paragraph.
C. Capital Expenditures. Certain capital expenditures with a cost totaling $20,000 or more may
be subject to First Things First's Capital Expenditure Policy regarding construction,
renovation, real property and vehicles. This Capital Expenditure Policy (revision date
December 2019) is hereby incorporated by reference into this Grant Agreement as if fully
set forth herein. Copies of this document are available by emailing the First Things First
Procurement Specialist, grants@azftf.gov .
D. Sectarian Purposes. Funds provided under this Agreement may not be expended for any
sectarian purpose or activity, including religious worship or instruction, except as consistent
with the First Amendment of the United States Constitution. The Grantee shall implement
Page 6 of 33
GRA-MULTI-21-1067-01
the programs or services funded under this Agreement consistent with the First Amendment
as well. With respect to these programs or services, the Grantee also shall not discriminate
against any program or service beneficiary or applicant on the basis of religion. First Things
First reserves the right to verify or monitor compliance with this paragraph. The Grantee
shall repay any funds awarded under this Agreement that the Grantee spends in violation of
this paragraph.
IX.
State and Federal Mandated Terms
A. Non-Discrimination. The provisions of State Executive Order 2009-09 are incorporated
herein by reference. These provisions mandate, in part, that contractors will not
discriminate against any employee or applicant for employment because of race, age, color,
religion, sex or national origin. The Grantee shall also comply with all other applicable state
and federal statutes, regulations and executive orders concerning non-discrimination
practices, including the Americans with Disabilities Act and Federal Executive Order No.
13279 — Equal Protection of the Laws for Faith-Based and Community Organizations.
B. Records. Pursuant to A.R.S. § 8-1174, the Grantee shall retain and shall contractually
require each subcontractor and subgrantee to retain all books, accounts, reports, files and
other records ("records") relating to the Agreement for a period of five years after the
completion of the Agreement. All records shall be subject to inspection and audit by the
State (including First Things First) and by an independent auditor at all reasonable times.
Upon request, the Grantee shall produce any or all such records at First Things First's main
office in Phoenix, Arizona.
Notwithstanding the foregoing paragraph, pursuant to 2 C.F.R. § 200.333, if the grant
includes federal pass-through funds, then the Grantee shall retain and shall contractually
require each subcontractor and subgrantee to retain all records pertaining to the federal
pass-through funds for a period of three years from the date of submission of the final
expenditure report and until any litigation, claims or audit findings involving the records
have been resolved and final action taken. All such records shall be accessible and subject
to audit in accordance with 2 C.F.R. § 200.336. This paragraph does not apply to a grantee,
subgrantee or subcontractor that is a federal agency.
X.
Relationship of Parties
The Grantee under this Agreement is an independent contractor. Neither party to this Agreement
shall be deemed to be the employee or agent of the other party.
Xl.
Indemnification
A. Not State Agency. This paragraph applies if the Grantee is not a department, agency, board,
commission or university of the State. Each party (as "Indemnitor") agrees to defend,
indemnify, and hold harmless the other party (as "Indemnitee") from and against any and all
claims, actions, liabilities, damages, losses, costs or expenses (including reasonable
attorneys' fees) (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 lndemnitor including its officers,
GRA-MULTI-21-1067-01
Page 7 of 33
officials, agents, employees or volunteers. The State of Arizona, Early Childhood
Development and Health Board (First Things First) is self-insured per A.R.S. § 41-621.
B. Patent and Copyright. The Grantee shall indemnify and hold harmless the State against any
liability, including costs and expenses, for infringement of any patent, trademark or
copyright arising out of grant performance or use by the State of materials furnished or
work performed under this Agreement. The State shall reasonably notify the Grantee of any
claim for which it may be liable under this paragraph. This paragraph does not apply if the
Grantee is insured pursuant to A.R.S. § 41-621.
C. Subcontractors. The Grantee shall contractually require its subcontractors and subgrantees,
if any, to defend, indemnify and hold harmless the State of Arizona and its departments,
agencies, boards, commissions, universities, officers, officials, agents and employees
("State") from and against any and all Claims (including court costs, attorneys' fees, and
costs of claim processing, investigation and litigation) for bodily injury or personal injury
(including death), or loss or damage to tangible or intangible property caused, or alleged to
be caused, in whole or in part, by the negligent or willful acts or omissions of the
subcontractor or subgrantee or any of its owners, officers, directors, agents, employees,
volunteers, or subcontractors. This indemnity shall include any claim or amount arising out
of or recovered under the Workers' Compensation Law or arising out of the failure of the
subcontractor or subgrantee to conform to any federal, state or local law, statute,
ordinance, rule, regulation, or court decree. It is the specific intention of the parties that the
State shall, in all instances, except for Claims arising solely from the negligent or willful acts
or omissions of the State, be indemnified by the subcontractor or subgrantee from and
against any and all Claims. It is agreed that the subcontractor or subgrantee will be
responsible for primary loss investigation, defense and judgment costs where this
indemnification is applicable. The subcontractor or subgrantee shall agree to waive all
rights of subrogation against the State for losses arising from the work performed by the
subcontractor or subgrantee for the State.
XII.
Insurance.
The Grantee shall provide a Certificate of Self-Insurance. The Certification shall be sent directly
to First Things First, Fiscal Specialist, 4000 N. Central, Suite 800, Phoenix, Arizona 85012. If the
Grantee is a department, agency, board, commission or university of the State of Arizona, then
the Certificate of Self-Insurance requirement does not apply.
In addition, the Grantee shall contractually require its subcontractors to procure and maintain
until all of its obligations have been discharged or satisfied, including any warranty periods
under this Agreement, insurance against claims for injury to persons or damage to property
which may arise from or in connection with the performance of the work by the subcontractor
and its owners, officers, directors, agents, employees, or volunteers. The insurance policies shall
be in accordance with recommendations of the Risk Management Division of the Arizona
Department of Administration, including its published Insurance Modules, and in consultation
with First Things First.
GRA-MULTI-21-1067-01
Page 8 of 33
XIII.
Termination Upon 30 Days Notice
In addition to the termination provisions incorporated by reference, either party may terminate
the Agreement for any or no reason by giving at least thirty (30) days written notice of
termination to the other party. If the Grantee requests termination under this provision, the
Grantee shall cooperate with reasonable requests from First Things First to decrease services
and costs related to the Agreement.
XIV.
Notices
The Grantee shall address all notices related to this Agreement to:
First Things First
Finance Division
4000 N. Central Avenue, Suite 800
Phoenix, AZ 85012
First Things First shall address all notices related to this Agreement to:
Maricopa County Department of Public Health
4041 N. Central Avenue, Suite 400
Phoenix, AZ 85012
XV.
Grantee Assurances
Grantee's Authorized Official to initial the following:
GENNAL
To adhere to the most current version of the Pi)
To use generally accepted accounting principles
Standards of Practice documents (available at
(GAAP).
http://www.firstthingsfirst.org/grants/strategy-
1,p To perform required financial and compliance
7"
1
toolkit)
audits in accordance with federal law and
To adhere to the Data Security Submission and
guidelines, including the Single Audit Act and 2 CFR
Suppression Guidelines and Requirements for
Part 200.
Collaborators, as applicable.
To maintain documentation for employees working
To review and adhere to the First Things First
across multiple funding sources to ensure the
Grants Uniform Terms and Conditions. Copies of
amount of time charged to each employee does
this document are available by emailing
not exceed 100%.
grants@azftf.gov
.
To have fiscal control and fund accounting
lii
To accept funds and administer the programs in
procedures in place to ensure proper disbursement
accordance with all applicable federal and state
of and accounting for any funds paid to
statutes and regulations and Grant Agreement
subcontractors.
requirements.
To maintain internal controls, including policies and
procedures, for assuring compliance with
applicable cost principles and other Grant
cp/
Agreement requirements.
To follow established personnel policies related to
salary scales, fringe benefits, and travel
reimbursement.
W '
To maintain enrollment and participate in e-verify,
if an employer.
To maintain a system of contract administration to
ensure conformance with the Grant Terms and
Conditions.
Pp
RAMMATIC
To use proven, effective and/or evidence based
programs.
GRA-MULTI-21-1067-01
Page 9 of 33
.7.4e To maintain the personnel qualifications outlined in
EVALUATION
the Standards of Practice with subsequent hires.
7 To provide regular and timely reporting and to
hp To comply with any applicable federal, state, and
participate in all pertinent First Things First
local health and safety requirements that apply to
research and evaluation efforts.
the facilities used for a program.
7/P To actively participate in the Quality Assurance
process, including assessments.
To coordinate, to the extent possible, with other
programs in the same geographic area that serve
711
similar target populations.
To coordinate with First Things First during the
..
/ length of the program period.
To acknowledge funding from FTF In publicly-
distributed materials in compliance with FTF's
brand guidelines and submit such materials in
advance for review.
To consult with FTF In the planning of public
awareness/marketing strategies such as websites,
advertising or media campaigns.
XVI.
Authority to Execute this Agreement
Each individual executing this Agreement represents and warrants that he or she is duly authorized
to do so.
XVII. In Witness Whereof
The parties hereto agree to carry out the provisions of this Agreement.
If an evaluation study has been conducted on the
proposed program, a copy of the evaluation
report (if available) will be submitted to First
Things First.
If funds are being requested to conduct an
evaluation study, approval by First Things First
Resea rch and Evaluation team will be obtained
prior to implementation.
If the evaluation study will include a tribal
community, approval by First Things First Research
and Evaluation team and Tribal Affairs division will
be obtained prior to implementation,
FOR AND BEHALF OF
Maricopa County Department
Of Public Health---)
Max Porter
Deputy Director
///12/20 2A-7
Date
By
Clint Hickman, Chairman
Board of Supervisors
Date
ATTEST:
FOR AND BEHALF OF THE
Arizona Early Childhood Development
And Health Board
Josh Allen
CFO/C00
Date
APPROVED AS TO FORM:
Attorney for Maricopa County
Date
Clerk of the Board
Date
GRA-MULTI-21-1067-01
Page 10 of 33
Government Agreement Attachments and Exhibits
Attachment A
Attachment B
Attachment C
Attachment D
Attachment E
Exhibit A
Exhibit B
Exhibit C
Agency/Organization Profile
Personnel - Program Personnel Table/Program Organization Chart
Line Item Budget and Budget Narrative
Fiscal Information - Funding Sources and Financial Controls
Program Evaluation Study
Overview of First Things First and Scope of Work
Guidance Materials
Data Security, Submission and Suppression Guidelines and Requirements for
Collaborators
GRA-MULTI-21-1067-01
Page 11 of 33
l'ili;. 141Cott l
/,I,\
Agency/Organization Profile
A. Grantee Information:
Agency/Organization Maricopa County Department of Public Health Contact Person Jeanene Fowler
Address 4041 N. Central Ave., Suite 400
Position Program Operations Administrator
Address
Email jeanenefowler@mailmaricopa.goy
City, State, Zip Phoenix, AZ 85012
Phone 602-506-4926 Office / 602-722-1806 Mobile Ext
County Maricopa
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 conducted business with First Things First using this FIN within the last year?
X Yes
No
If not or if there has been address or ElN changes, please go to https://qao.az.aoy/sitesidefaultifiles/GAO-W-
9 072815-S%26S9626A.pdf, download the State of Arizona Substitute W-9 Form, and submit with your
application.
Congressional district (federal) in which agency provides most services: District # 6
Legislative district (state) in which agency provides most services:
District #
15
Go to http://www.azredistricting.ora 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?
$ N/A
Agency's fiscal year-end date: Current Grant 6/30/20
Agency's accounting method:
Cash
X Accrual
Does your organization undergo an annual independent audit in accordance with 2 CFR Part 200, Subpart F?
X Yes
No
Contact information for firm conducting agency audit:
Audit firm: Arizona Auditor General
Address: 2910 N. 44th Street #410 Phoenix, AZ 85018
Phone: (602) 553-0333
GRA-MULTI-21-1067-01
Page 12 of 33
B. Program Details:
Program Name: Find Help Phoenix
(The specific name of the program if different from the name of the strategy, organization, or model. If none, then enter N/A)
Program Model: Strengths Perspective; Bio -Psycho -Social Perspective; Empowerment Theory
(The specific name of the program model that has been proposed. If none, then enter N/A)
Geographic Area and/or Target Population: Maricopa County
Brief Program Description (250 words or less):
FindHelpPhx.org and the Spanish language website, EncuentraAvudaPhx.org , empower
Maricopa County residents of all ages to efficiently access health, early childhood, parenting,
and social service resources...for themselves. Over 1,600 free/low-cost services are included
and divided into 18 categories of need. The website may be accessed with a laptop or
smartphone. Each service description offers a program summary, contact information,
language access, and cost. Users locate a specific resource with an easy-to-read description of
the service, cost, eligibility requirements, language provisions, and directions. The information
listed is fact-checked yearly for accuracy to ensure community confidence in FindHelpPhx.
FindHelpPhx provides "Train the Trainer" community presentations to resident groups as well
as child-serving professional organizations. Audiences learn about FindHelpPhx in order to
achieve self-sufficiency in locating resources without the need of human service professionals.
Presentations and promotional materials distributed are free-of-charge.
Strategy and Proposed Service Units
Primary Strategy:
Service Coordination
There are no Target Service Units identified for this strategy.
GRA-MULTI-21-1067-01
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C. Contact Information:
The First Things First Partner Grant Management System (PGMS) has four contact slots per contract. The same person
may be assigned to more than one slot.
Main Contact: is responsible for the overall program and will have access to all financial, programmatic, and data
reports in PG MS.
Finance Contact: is responsible for the submission of reimbursement requests through PGMS and will have access
to budget and reimbursement information in PG MS.
Program Contact: is responsible for program implementation and will have access to the program and data
reports in PG MS.
Evaluation Contact: is responsible for the program evaluation and data collection activities and will have access to
only the data reports in PGMS.
PGMS Contacts
Main Contact
Name:
Jeanene Fowler
Email:
jeanenefowler@mall.maricopa.gov
Title/Position:
Program Operations Administrator
Phone:
602-506-4926 Office/602-722-1806 Mobile
Physical Address (if different than the agency address):
Finance Contact
Name:
Andrew Allen
Email:
andrewallen@mail.maricopa.gov
Title/Position: Accountant, MCDPH Community
Transformation Division
Phone: (602) 372-8443
Physical Address (if different than the agency address):
Program Contact
Name:
Jeanene Fowler
Email:
jeanenefowler@mail.maricopa.gov
Title/Position:
Program Operations Administrator
Phone:
602-506-4926 Office/602-722-1806 Mobile
Physical Address (if different than the agency address):
Evaluation Contact
Name:
Jeanene Fowler
Email:
jeanenefowler@mail.maricopa.gov
Title/Position:
Program Operations Administrator
Phone:
602-506-4926 Office/602-722-1806 Mobile
Physical Address (if different than the agency address):
GRA-MULTI-21-1067-01
Page 14 of 33
Attachment B - Personnel (Program Personnel Table and Program Organization Chart)
Program Personnel Table
In the following table, provide a list of all personnel or positions that will be fully or partially funded through the program (listed under Personnel Services/Salaries in
the budget) and the Full-Time Equivalent (FTE) for each position. For Key Personnel positions to be hired (TBH), describe the desired background/experience/degrees
and field of study - and for all Key Personnel positions, indicate whether personnel meet the staffing qualifications in the Standards of Practice (SOP).
Key Personnel - those individuals directly responsible for program implementation/services and are fully or partially funded through the proposed program.
Name/
Position Title
Background/Expertise*
Must include qualifications that align with the
Standards of Practice (SOP)
Key Roles and Responsibilities
Meets the SOP
Staffing
Qualifications
Yes/No**
FTEs funded
through the
program
Jeanene Fowler
•
Currently manages the Find Help Phoenix
program on behalf of MCDPH
•
Serves as a division administrator overseeing
3 offices within MCDPH
Jeanene will remain the primary point of contact
for Find Help Phoenix and will be responsible for
ensuring all deliverables are met. She will
oversee all temporary and subcontracted work.
Yes
0.5
Additional Personnel - those individuals funded through the proposed program but who do not directly implement or have direct program oversight of the
program.
Program Total:
0.5
*Resumes and/or job descriptions for key personnel may be requested at any time but unless otherwise indicated, they do not need to be submitted.
** By signing this document, I assure that all key personnel meet the Personnel/Staff Qualifications outlined in the FTF Standards of Practice or if any personnel do
not meet the Staff Qualification standards, and this application is awarded, a Request for Exemption from Staff Qualifications will be submitted and approved by FTF
prior to hire.
4//th/202,7
rame/Title
Date
GRA-MULTI-21-1067-01
Page 15 of 33
Maricopa
County Office
of Enterprise
Technology
(IK)
Program Organization Chart
Include a Program Organization Chart that represents all personnel involved in program implementation -
those that are fully or partially funded through the program and those that are provided in-kind to
support some aspect of the program. The chart should illustrate administrative, supervisory, financial, and
data collecting/reporting positions - and should differentiate between the funded and in-kind positions in
some manner, such as a different background color in the chart. If subcontracting with an agency - list the
agency (preferably in another color); the total number of positions involved in program implementation;
and identify who has supervisory oversight of the subcontractor.
Jeanene Fowler-
Program
Administrator
@ 5% FTE to FHP
Andrew Allen-
Accountant (in
Equality Health
Admin costs )
(1K)
FHP budget
Amanda Lopez-
Subcontractor —
Molina
Crisis Response
Community
Network (CRN)
Support Specialist
GRA-MULTI-21-1067-01
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Attachment C - Line-Item Budget and Budget Narrative
SFY21 Line-Item Budget
Budget period: July 1, 2020 —June 30, 2021
Budget Category
Line Item Description
Requested Funds
Total Cost
PERSONNEL SERVICES
Personnel Services Sub Total
$ 5,429
Salaries
Jeanene Fowler - .05 FTE, grant
oversight
$ 5,429
EMPLOYEE RELATED EXPENSES
Employee Related Expenses Sub Total
$ 1,717
Fringe Benefits or Other ERE
Jeanene Fowler-Fringe Benefits
' $ 1,717
PROFESSIONAL AND OUTSIDE SERVICES
Professional & Outside Services Sub Total
$ 26,343
Contracted Services
ACRO -Temp Services
$ 26,343
TRAVEL
Travel Sub Total
$0
In-State Travel
Out-of-State Travel
AID TO ORGANIZATIONS OR INDIVIDUALS
Aid to Organizations or Individuals Sub Total
$ 80,000
Subgrants or Subcontracts to
organizations/agencies/entities
Crisis Response Network -
Administration of FHPHX Deliverable!
$ 80,000
OTHER OPERATING EXPENSES
Other Operating Expenses Sub Total
$ 2,875
• Telephones/Communications Services
• Internet Access
• General Office Supplies
• Food
• Rent/Occupancy
• Evaluation (non-contracted & non-
personnel expenses)
• Utilities
• Furniture
• Postage
• Software (including IT supplies}
• Dues/Subscriptions
• Advertising
• Printing/Copying
• Equipment Maintenance
• Professional Development (Staff Training,
Conferences, Workshops, Training Fees
for Staff)
• Insurance
• Program Materials
• Program Supplies
• Scholarships
• Program Incentives
Dues: FHPHX Website Hosting Fee
with Microsoft Azure Platform,
annual subscription to GoDaddy
Advertising: Amazon Web
Services/business card printing
$1,475
$1,400
NON-CAPITAL EQUIPMENT
Non-Capital Sub Total
$ 0
Equipment $4,999 or less in value
Subtotal Direct Program Costs:
$ 116,364
ADMINISTRATIVE/INDIRECT COSTS
Total Admin/Indirect
$ 3,636
indirect/Admin Costs
$ 3,636
Total
cl
$
$120,000
Authorized Signature
/
Date Lilia/2,224,'
GRA-MULTI-21-1067-01
Page 17 of 33
SFY21 Budget Narrative
The budget narrative should provide a clear and concise description of how amounts were determined, including
calculations, for each proposed line item in the Line-Item Budget. If a budget category does not apply, either leave
blank or delete the category.
Personnel Services: Include information such as position title(s), name of employee (if known), salary, time to be
spent on this program (hours or %), number of months assigned to this program, etc. Explain how the salary rate for
each position was determined. If salaries are expected to increase during the program year, indicate the percentage
increases for each position and justify the percent of the salary increase.
Jeanene Fowler - Program Operations Administration and Program Director (MCDPH) for
FindHelpPhx 4 hours/week (.05 FTE) Overall grant supervision, manages subcontracts, drafts
grants and quarterly reports.
FTE .05
Salary: $5,429
Employee Related Expenses: Include a benefit percentage and what expenses make up employee benefit costs.
Indicate any special rates for part-time employees, if applicable. Explain how the benefits for each position were
determined. If using a fringe benefit rate, explain how this percentage is justified or approved by your
agency/organization.
Jeanene Fowler: Total ERE Expenses are $1,717
Fringe benefits are calculated at 19.87% of salary for Medicare, Social Security, Worker's Compensation,
long term disability, life insurance and AZ State Retirement System. Medical, dental, vision, and
prescription drug coverage benefits. These benefits have been calculated using the Maricopa County
projected rates for the fiscal period.
Professional and Outside Services: If professional consultants/services costs are proposed in the budget, define how
the costs for these services were determined and the justification for the services related to the program. Explain
how all contracts will be procured.
ACRO - Amanda Lopez-Molina, approx. 20 hours per week at bill rate $24.31/hr. - $26,343 annually
Amanda is our Spanish translator and in addition to ensuring Encuentra Ayuda Phoenix is properly translated, she
conducts community presentations in both English and Spanish.
Travel: Separate in-state and out-of-state travel. Include a detailed breakdown of hotel, transportation, meal costs,
etc. Indicate the location(s) of travel, the justification for travel, how many employees will attend and how the
estimates have been determined. Applicants must use the State of Arizona Travel Policy on rates limitations for
mileage, lodging, and meals (https://aao.az.gov/travel/welcome-aao-travel) for both in-state and out-of-state travel.
No travel is budgeted.
Aid to Organizations or Individuals: In the event that this application represents collaboration and you will be
utilizing subcontractors (including subgrantees) to perform various components of the program, include a list of
subcontractors, programmatic work each subcontractor will perform, and how costs for each subcontractor are
determined.
Crisis Response Network - Services to assist with administration of FHPX deliverables - $80,000 annually
MCDPH plans on utilizing a subcontract that will assist the department in meeting all of FTF's deliverables for Find
Help Phoenix. This contractor will be skilled in managing the front and back end of a resource directory program
and will bring additional staff to expand Find Help's reach into the community.
GRA-MULTI-21-1067-01
Page 18 of 33
Other Operating Expenses: Explain each item to be purchased, how the costs were determined and justify the need
for the items. All purchases should be made through competitive bid or using established purchasing procedures.
Items can only be categorized in the following line items: Telephones /Communications Services, Internet Access,
General Office Supplies, Food, Rent/Occupancy, Utilities, Furniture, Postage, Software (including IT supplies),
Dues/Subscriptions, Advertising, Printing/Copying, Equipment Maintenance, Professional Development (Staff
Training, Conferences, Workshops, and Training Fees for Staff), Insurance, Program Materials, Program Supplies,
Scholarships, and Program Incentives.
Dues/Subscriptions- $1,475 will be spent for Microsoft Azure platform services for one year.
Advertising - $1,400 purchase of promotional business cards distributed to partnering agencies to advertise FHPHX to
public and subscription to AWS (Amazon Web Services).
Non-Capital Equipment: For items with a unit cost less than $5,000 and an initial estimated useful life beyond a
single year, explain each item to be purchased, how the costs were determined and justify the need for the items. All
purchases should be made through competitive bid or using established purchasing procedures. For example, items
such as computers, printers, projectors, etc. each with a unit cost less than $5,000.
N/A
Administrative/indirect Costs: Administrative costs are general or centralized expenses of overall administration of
an agency/organization that receives grant funds and does not include particular program costs. Such costs are
generally identified with the agency/organization's overall operation and are further described in 2 CFR 220, 2 CFR
225, and 2 CFR 230.
Indirect costs are costs of an organization that are not readily assignable to a particular program, but are necessary
to the operation of the organization and the performance of the program. The cost of operating and maintaining
facilities, depreciation, and administrative salaries are examples of the types of costs that are usually treated as
indirect.
Applicants must list either Option A or Option B and provide proper justification for expenses included:
X
Option A - Administrative Costs: with proper justification, applicants may include an allocation for
administrative costs for up to 10% of the total direct costs requested of the grant request. Administrative
costs may include allocable direct charges for: costs offinancial, accounting, auditing, contracting or
general legal services; costs of internal evaluation, including overall management improvement costs; and
costs of general liability insurance that protects the agency/organization(s) responsible for operating a
program, other than insurance costs solely attributable to the program. Administrative costs may also
include that portion of salaries and benefits of the program's director and other administrative staff not
attributable to the time spent in support of a specific program.
Authorized Signature 7/4"
Date 41/70A)-(.? 2- LD
GRA-MULTI-21-1067-01
Page 19 of 33
ifil:iclilljnininCL:
;.til
Funding Sources and Financial Controls
A. Funding Sources. In the following table, identify other funding/resources (including federal, state,
local and private funding) that the agency/organization will leverage to achieve the objectives of the
proposed program. First Things First (FTF) funding can be used to enhance or expand the program
funded by these additional funds, but FTF funding cannot supplant or be used to replace any existing
state or federal funding for early childhood development and health programs.
Type of Funding (federal,
state, local, private) and
Agency/Organization
Received From
Brief Description of How the Funding Helps Achieve the
Program Objectives
Amount
Total:
B.
Financial Controls.
Grantees will be expected to follow generally accepted accounting principles and be consistent with
policies, regulations, and procedures that apply uniformly to all costs charged and expended by their
agency/organization - across all funding sources.
Describe the financial controls and accountability measures the agency/organization will employ for
the use of FTF funding for the proposed program.
MCDPH has extensive experience in oversight of large grants including state, federal and private grants
with support from dedicated personnel in both Finance and Grants/Contracts units. Both units provide
Find HelpPhx with technical support for grant administration, financial and programmatic compliance
and oversite. The units work extensively with other County departments involved in financial and
contract management, such as Office of Management and Budget, Procurement, and County Finance, to
ensure accountability for expenditures in relationship to successful grant projects. To meet reporting
requirements, all FTF funds are tracked separately from other grant funding. Ad
At the current time, the FindHelpPhx budget is reviewed bi-monthly by the MCDPH accountant (Andrew
Allen) and FHP Program Administrator (Jeanene Fowler). Yearly budgets are reviewed by MCDPH
administrative accountant (Scott Pitcairn). Yearly internal audits are conducted by the Maricopa County
Audit Department.
Authorized Signature
Date
GRA-MULTI-214067-01
Page 20 of 33
Attachment E - Program Evaluation Study
Program Evaluation Study
A program evaluation study is conducted to answer questions about program implementation or
outcomes of a program. There are several types of evaluation but two of the most relevant that measure
program implementation include:
•
Process/implementation evaluation: Determines whether program activities have been
implemented as intended. This type of evaluation examines if the program is implemented with
fidelity.
•
Outcome/effectiveness evaluation: Measures program effects in the target population by
assessing the progress in the outcomes or outcome objectives, which the program is supposed to
achieve. This type of evaluation examines if the program is achieving these intended
outcome(s).
Refer to the Types of Evaluation brochure created by the Centers for Disease Control and Prevention (CDC)
for additional information on program evaluations:
https://www.cdc.gov/std/Program/pupestd/Types%20of%20Evaluation.pdf
The following questions are about whether your organization has or is planning to conduct an
evaluation study (with or without funding from First Things First).
Complete the following questions and include with your application.
A. Has a program evaluation study (implementation evaluation or outcome study) been conducted on
your program (with or without funding from First Things First)? 11 Yes X No
If YES, include:
-
One (1) copy of the evaluation report (if available) with your original application.
-
A brief synopsis of the study's specific aims and results:
B. Are you planning to have a program evaluation study conducted on the program proposed in this
application? El Yes X No
If YES, please go to C. If No, stop here.
C. Will FTF funds be utilized to conduct the evaluation study?
GRA-MULTI-21-1067-01
Page 21 of 33
No (No, we will be using other sources of funding for an evaluation study) If No, stop here.
0 Yes (Yes, funds are budgeted in the line-item budget and budget narrative for an evaluation study) *, **
If YES, provide detailed responses to each of the following items:
1. Purpose, Intended Outcomes, and Research Questions
2.
Methodology and Design
3.
Proposed Timeline and Party Responsible (e.g., external vendor/contractor or grant partner
program staff) to carry out the work
4.
Intended Use of Findings and Dissemination Plan
If FTF funds are being requested for an evaluation study, the study will need approval by FTF's Research and
Evaluation team prior to implementation. Specifically, the applicant will be required to provide FTF with a detailed
summary of the work proposed (Refer to the Ownership of Intellectual Property section under the Grant Terms and
Conditions in this RFGA.) In those instances when the evaluation proposal is in its preliminary stages and therefore
lacks sufficient detail at the time of submission (e.g., Applicant is planning to get a vendor to determine the
method and design etc.), the grant partner will be required to submit a detailed study proposal when it becomes
available. This study proposal is subject to approval by FTF's Research and Evaluation division.
** If the data collection requirements or proposed evaluation will include data from a tribal community (e.g., data
gathering in tribal lands), appropriate tribal approvals must be in place prior to commencing data collection. In
instances when tribal data approvals are necessary, FTF's Research and Evaluation and Tribal Affairs divisions will
work with the grant partner to secure approvals from the tribe(s). (Refer to the Tribal Data Policy and the
Ownership of Intellectual Property sections under the Grant Terms and Conditions in this RFGA).
In instances when data gathering occurs in tribal lands, the applicant shall address how they will ensure a
culturally appropriate methodology (e.g., in- person interviews), and culturally responsive interaction with
participants and other stakeholders.
GRA-MULTI-21-1067-01
Page 22 of 33
Exhibit A — Overview of First Things First and Scope of Work
First Things First is one of the critical partners in creating a family-centered, comprehensive, collaborative
and high-quality early childhood system that supports the development, health and early education of all
Arizona's children birth to age 5. First Things First partners with families and communities to help kids have
the positive, nurturing experiences they need to arrive at school ready to succeed.
First Things First is designed to meet the diverse needs of children and families in Arizona communities. The
statewide First Things First Board and Regional Partnership Councils in local communities across the state
share the responsibility of ensuring that early childhood funds are spent on strategies that will result in
improved development, health and education outcomes for young children.
Local Regional Partnership Councils are comprised of community volunteers, with each member
representing a specific segment of the community that has a role in ensuring that Arizona's children grow
up to be ready for school and set for life: parents, leaders of faith communities, tribal representatives,
educators, health professionals, business leaders and philanthropists.
First Things First Strategic Direction
First Things First's commitment to young children means more than only funding programs and services. It
means having a shared vision about what being prepared for kindergarten actually means. The strategic
direction approved by the First Things First Board identifies twelve priority system roles to be addressed by
First Things First and are the following:
1.
Early Care and Education System Development and Implementation —comprehensive early
care and education system that is aligned both across the spectrum of settings and with the full
continuum of the educational system.
2.
Quality Early Care and Education Standards, Curriculum and Assessment — quality standards
for early childhood care and education programs, curricula and assessments.
3.
Quality, Access and Affordability of Regulated Early Care and Education Settings — increase
availability of access to high quality, regulated, culturally responsive, affordable early care and
education programs.
4.
Access to Quality Health Care Coverage and Services— increase access to high quality health
care services and affordable health care coverage for children and their families.
5.
Early Screening and Intervention — increase awareness of and access to a continuum of
information, support and services for families and their children who have/are at risk of having
developmental, physical and/or mental health issues.
6.
Information and Education for Families — dissemination of high quality, diverse, and relevant
information and education on the importance of the early years, child development, health,
early education and related resources for families, providers, partners, and the public.
7.
Supports and Services for Families — development, enhancement and sustainability of a variety
of high quality, culturally responsive and affordable services, supports and community
resources for young children and their families.
8.
Professional Development System and Recruitment and Retention of Professionals in the
Early Childhood System
development and enhancement of an early childhood professional
development system that addresses availability, accessibility, affordability, quality and
articulation; and recruitment, adequate compensation and retention of high quality, culturally
diverse early childhood providers.
9.
Early Childhood System Leadership — high quality, child and family centered, coordinated,
integrated and comprehensive early childhood system that includes clearly defined roles and
responsibilities.
6RA-MULTI-21-1067-01
Page 23 of 33
10. Coordinated Use of Early Childhood System Data and Evaluation — define and carry out roles
related to collecting, analyzing and reporting data; and utilize data to design, develop, plan and
evaluate the early childhood system; and provide leadership in the evaluation of the early
childhood system and collaborate with partners to utilize the results to foster continuous
improvement of the system.
11. Building Public Awareness and Support — increase public awareness of and support for early
childhood development, health and early education among partners, public officials,
policymakers and the public.
12. Early Childhood System Funding — secure, coordinate and advocate for resources required to
develop and sustain the early childhood system.
The strategies funded by First Things First work collectively to develop a comprehensive system across the
state and regionally to address the priority system roles, specific goals associated with them and system
measures of success which are indicators designed to guide and measure progress in building an effective
early childhood system in Arizona. Taken collectively, they provide a comprehensive picture of how our
state is preparing its youngest children for success in kindergarten and beyond. The First Things First Board
and Regional Partnership Councils determine the priority system roles, goals and strategies to be funded
across the state and throughout the regions assessing the challenges and building on the resources and
assets in place.
Measures of Success
•
#/% children demonstrating school readiness at kindergarten entry in the development
domains of social-emotional, language and literacy, cognitive, motor and physical.
•
44/% of children enrolled in an early care and education program with a Quality First rating of 3-
5 stars.
•
# of Institutes of higher education with degree requirements and pathways aligned with
Arizona's Workforce Knowledge and Competencies that support the movement from high
school career and technical education program to an Associate Degree and completion of a
Bachelor's Degree.
•
111% of early childhood teachers and administrators, separately, with college degree(s) and/or
relevant experience.
•
It of programs offering professional development across the state to the early childhood
workforce that are aligned with Arizona's Workforce Knowledge and Competencies.
•
tt/% of professionals participating in professional development across the state.
•
#/% of children with health coverage.
•
#1% of children receiving at least six well child visits within the first 15 months of life.
•
#/% of children age 19-35 months who are immunized.
•
#/% of children age 5 with untreated tooth decay.
•
#/% of children age 9 months to 5 years who received a standardized screening for
developmental or behavioral problems.
•
% of families who report they are competent and confident about their ability to support their
child's safety, health literacy and well-being.
Scope of Work
Statement of Need
The East Maricopa, Northwest Maricopa, Phoenix North, Phoenix South, Southeast Maricopa and
Southwest Maricopa Regional Partnership Councils are responding to a need to maintain and improve
GRA-MULTI-21-1067-01
Page 24 of 33
access to services and resources for young children and their families who reside in Maricopa County. Data
collected through surveys and community meetings have demonstrated that there continues to be limited
knowledge around the availability of programs and services for families with children ages 0-5. There is
continued need for web-based information, including relevant and reliable resources, that supports
families with young children throughout Maricopa County. Additional data demonstrates that there is
minimal coordination amongst program providers, limiting the referrals to appropriate services.
The vision of the regional councils is that all families in Maricopa County have access to the resources and
information they need to support their children's health, development and education. Given the sheer
volume of agencies and programs throughout Maricopa County, it can be challenging for families, as well as
professionals, to become aware of and navigate the many service options. To address this, the regional
councils have supported the implementation of Find HelpPhoenix (FindHelpPhx.org ) and its Spanish partner
site EncuentraAyudaPhx.org .
Description of Strategy
In the Maricopa and Phoenix regions, First Things First continues to address the needs of families to find
and receive appropriate services. To address this, the Regional Partnership Councils have elected to
support a Service Coordination Strategy. Service Coordination is a system-level intervention that supports
timely and efficient access to services provided by public and/or private service providers in the
cornmunity.
The primary objectives of First Things First's Service Coordination Strategy is to:
•
Reduce duplication and increase access to services
•
Improve service delivery timeframes
•
Establish pathways and mechanisms for exchange of service delivery information and data
•
Engage in service planning and assessment of service delivery that assures that services are
provided in a collaborative manner that promotes flexibility, fosters positive engagement
among providers and provides consistent information to family members and the community.
The intent of this contract is to promote increased service coordination through funding to support the
FindHelpPhoenix (FindHelpPhx.org/EncuentraAyudaPhx.org) website, an online resource directory of
support and services targeting families with children birth to age 5, owned and operated by the Maricopa
County Department of Public Health. Through implementation of the website, Maricopa County
Department of Public Health (MCDPH) will address the primary objectives indicated above through
providing a website and website maintenance, website promotion, partnership development, and fund
development.
To achieve the intent of this contract, MCDPH (grantee) will be responsible for the management and
maintenance of the FindHelpPhoenix (FindHelpPhx.org/ EncuentraAyudaPhx.org ) website as an easy-to-
use, bilingual, online, resource guide for residents of Maricopa County. Website maintenance will include
ensuring that the website content is comprehensive, accurate and relevant to families with children birth to
age 5 and the organizations that provide support and services to those families. Grantee will ensure that
FindHelpPhx staff and their representatives are trained and knowledgeable on community resources and
the needs of families with children birth to age 5. Grantee will work to ensure that information and data
provided on the website is reflective and inclusive of the multitude of communities throughout Maricopa
County. In addition, Grantee will ensure that information is updated timely and is accurate and appropriate
to meet the diverse needs of the target population. Data and information on the website is to be verified
and updated annually, at minimum. Finally, Grantee will ensure that the website design and coding is both
aesthetically appealing and appropriate to meet the demand of users. This includes, but is not limited to,
GRA-MULTI-21-1067-01
Page 25 of 33
content is well organized, design is visually pleasing, site is easy to navigate, website is mobile friendly,
website works in multiple browsers, website host has capacity to meet user demands and website is
updated and/or redesigned as needed to ensure relevancy and alignment with emerging technologies.
Areas of Focus:
1. Ensure accurate, current and relevant information and resources are available through the website. All
information must be accessible on desktop, laptop, mobile/phone and tablet devices.
o
This will include (at least) annual vetting of accuracy of resources.
o
New resources will also be added as available in the community, requiring outreach to seek
out, recruit and include new.
2. Conduct outreach and provide information and website training to community partners and
families to ensure that they have access to information, activities and available services.
o
This will include working with the Family Resource Center Network and the Maricopa
Family Support Alliance to provide updates and trainings to members.
o
Grantee will be charged with outreach to families that live or work within Maricopa
County, as well as community organizations providing supports and services to those
families.
o
Grantee will develop and distribute outreach materials and messaging. Grantee will ensure
that all marketing materials adhere to the Grantee Protocols as outlined in the First Things
First Communications Toolkit. The grantee shall consult with First Things First in the
planning of public awareness/marketing strategies, such as websites, advertising, media
campaigns or materials related to the programs or services funded under this Grant
Agreement.
3. Grantee will gather and utilize data and information on use of the website:
o
Grantee will utilize user feedback for quality improvement. MCDPH may seek feedback and
use meeting opportunities, along with surveys, to gather information to improve the site.
Grantee is encouraged to develop and communicate on a formal, annual plan for
stakeholder input and quality improvement activities.
o
Grantee will track use of the website, provide reporting on use of site and deliver outreach
with goal to maintain and increase users of the site. Grantee will provide First Things First
with quarterly narrative reports that include Google analytics and summary comments on
data (such as the number of people accessing the site, locations, demographics, patterns of
use) and a summary of marketing and outreach activities conducted.
4.
Under this contract, Grantee is expected to seek out opportunities to coordinate across system
partners to improve web-based resources for families, and to connect families/ caregivers to
resources and services. Collaborations and partnership development will result in changes such as:
enhancement of the website, increased utilization of website, reduction in the duplication of
efforts, coordination with others providing online or resource assistance to families with young
children, increased access to services, and the exchange of information and data. Potential
collaborations include, but are not limited to:
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o partnering with community organizations that provide online resource directories (e.g.
Community Information and Referral, Birth To Five Helpline, AZ211, Strong Families AZ,
Healthy Teeth AZ, First Things First/Quality First, etc.) for the purposes of exchanging
information and data, reducing duplication of efforts;
o collaborating with health and human service alliances/collaborations for co-branding and
marketing to increase utilization of website;
o and/or collaborating with stakeholders to enhance the website and to ensure that the
resources and services identified on the site address the needs of the target audience.
5. Grantee will develop and begin to execute a sustainability/business plan for FindHelpPhx. First
Things First recognizes that this project can only be successful if long-term sustainability planning is
part of the process. Grantee will be responsible for the development of a long-term sustainability
plan that identifies how grantee will ensure continuation and growth of the project and will lead
away from FTF being the primary or majority funder of FindHelpPhoenix. The plan:
o
is to be developed within the first 12-month period;
o
should be realistic and obtainable;
o
must include approaches to address the true operational costs (time, technology and
talent) required to sustain or grow FindhelpPhx;
o
will also include budgeting and fund development (which may include solicitation of
financial support from other entities) to demonstrate that the project will be sustainable
should First Things First funding decrease or no longer be available.
Applicable Priority System Roles and Goals
Grant partners implementing this strategy will work collectively with First Things First to address the
priority system roles and goals below:
Priority System Roles
1.
Information and Education for Families — dissemination of high quality, diverse and relevant
information and education on the importance of the early years, child development, health,
early education and related resources for families, providers, partners and the public.
2.
Supports and Services for Families — development, enhancement and sustainability of a variety
of high quality, culturally responsive and affordable services, supports and community
resources for young children and their families.
Goals
•
To increase families' understanding and use of parenting practices that promote positive child
development, health and literacy outcomes for their children.
•
To increase the availability of and access to high quality family support services for families
with young children.
•
To increase families' understanding of the importance of early childhood and awareness of
resources available to help them ensure positive experiences in their child's first five years.
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Applicable Measures of Success
Grant partners implementing this strategy will work collectively with First Things First to address the
measures of success below:
•
% of families who report they are competent and confident about their ability to support their
child's safety, health literacy and well-being.
Target Population and Geographic Area to Serve
The target population for this grant includes families of children ages 0-5, and the programs and agencies
working to serve those families within the six regions funding this grant, covering the geography of
Maricopa County. A map of the identified geographic areas can be found at
http://www.firstthingsfirst.ordregions/find-your-region.
FTF Data Requirements
FTF requires grant partners to submit the following types of data for the Service Coordination strategy as
described below.
1. Quarterly Program Narrative Report
The grant partner must submit a quarterly narrative report reflecting:
•
Grant implementation activities pertaining to all components in this scope of work and the
attached.
•
Website analytics related to visitors, usage and ad performance, including:
o Users, new users, sessions, pages views, pages per session, time on site, most visited
pages/categories/subcategories, bounce rate, traffic sources, user information
(demographics, location, devices, etc.) and month-to-month and year-over-year
comparisons, as applicable
•
Analytics related to digital ad performance and user engagement, including:
o Total impressions, visits/clicks and click-through rates, bounce rates, conversions, and
month-to-month and year-over-year comparisons, as applicable.
The quarterly reports inform program monitoring, Quality Assurance, reporting to regional partnership
councils and FTF annual reporting and are to be submitted via FTF's Partner Grants Management System
(PGMS).
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Exhibit B - Links to Guidance Materials
Guidance Materials
Documents referenced below can be accessed on the First Things First website,
https://www.firstthingsfirstorgistrategy-toolkit/ by selecting the Coordination goal area and then selecting
the "View" button next to the Service Coordination strategy. If there is difficulty in accessing any of the
documents, email the name of the document and the RFGA number to grants@azftf.gov for assistance.
A. Standards of Practice for Service Coordination
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Exhibit C
Data Security, Submission and Suppression 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. Submission and reporting of data related to funded work is an important part of
ensuring accountability and maximum positive impact for young children.
Scope
This Data Security, Submission and Suppression Guidelines and Requirements for Collaborators pertains to
data collected by or shared with a grantee, governmental entity, or vendor ("collaborator") while assisting
with an FTF needs and assets report, conducting an FTF-funded program or service, or performing research
services on behalf of FTF.
Data Security Policy
Collaborators must ensure that the data is maintained in a secure manner. Collaborator data is likely to
contain highly sensitive information on individuals, their education and their health. Therefore, all
collaborators 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. FTF has the right to review and request changes to a collaborator's
policy. All collaborators subject to HIPAA, FERPA, tribal law, or other data regulation are required to
comply with those laws.
Data Classification
FTF classifies data by three levels:
•
Public data
•
Limited distribution data
•
Confidential data
Public data is data that is readily available in the public sphere, such as websites, publications, or other
widely used sources. Public data includes both data published by FTF (e.g., needs and assets reports and
impact reports) and data that has been officially released by an organization and is able to be located and
verified by any interested party utilizing the complete citation (e.g., census data). Public data also includes
aggregated data, except where the aggregated data constitutes limited distribution data.
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Limited distribution data is aggregated data that does not identify individuals, but which may be of
sufficiently small cell size that its dissemination poses a reasonable risk to the anonymity of any individual.
Limited distribution data may be subject to HIPAA, FERPA, tribal law, or other data regulation.
Confidential data is non-public data that identifies individuals or is governed by agreements or laws that
limit its viewing, analysis, or dissemination. Confidential data may also include confidential business
information. Confidential data may be subject to HIPAA, FERPA, tribal law, or other data regulation.
Data Submission to FTF
FTF wants to 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 collaborators.
All collaborators will regularly submit reports as identified in their contract with FTF.
Collaborators Conducting an FTF-Funded Program or Service
Collaborators may submit public data and limited distribution data to FTF through the FTF Partner Grant
Management System (PGMS). Subsequent to the award of a contract, FTF will provide the collaborator
with general training on login and navigation within PGMS. With this login, the collaborator will be able to
manage its contract information. FTF will also provide additional training on strategy-specific data
submission requirements. Because PGMS is located in a secure extranet environment, collaborators 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 strategy-specific data submission orientations
(password and login security, guidelines for upload of narrative and other reports).
Collaborators submitting public data, limited distribution data and/or confidential data may submit their
data, with an agreement between the collaborator 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. Collaborators
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 confidential data may not be intercepted or viewed at any time by parties other than the collaborator
and FTF. Additionally, collaborators must ensure that throughout the reporting and submission process
that the data is secured and that any confidential data is encrypted and/or de-identified.
Collaborators Assisting with a Needs and Assets Report or Performing Research Services on
Behalf of FTF
Collaborators usually submit their data to FTF through an established secure web service or FTP (File
Transfer Protocol) site. Collaborators must follow the more specific data submission requirements in their
contracts with FTF. To the extent a contract does not provide more specific submission requirements,
collaborators must seek and receive approval of their data submission method from FTF.
All Collaborators
All collaborators must be prepared for FTF review of client-level data (e.g., child-level, professional-level, or
early care and education provider-level) during on-site visits. Additionally, FTF data reporting requirements
may include submission of client-level data. Collaborators agree to allow FTF to access such data. Should
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the data be subject to HIPAA, collaborators agree to enter into FTF's HIPAA Business Associate or Data Use
Agreement as appropriate.
Beneficiary Permission for FTF Review
When a collaborator plans to obtain first-hand data from an individual, such as when conducting a
program, providing a service, or conducting in-person research, the collaborator must inform the individual
of FTF's reporting requirements. For instance, if the collaborator uses an enrollment form, the form should
include the following statement: "I grant permission to [collaborator's name] to release my background,
service, and impact related information to the Arizona Early Childhood Development and Health Board,
also known as First Things First, which is funding this program or service." The collaborator warrants to FTF
that prior to entering into the 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.
Data Suppression Guidelines for Publications
Confidential and limited distribution data must not appear in publications. When a publication includes
aggregate data, any limited distributed data must be suppressed. The statistical cutoff procedures help
ensure that aggregated data does not put at risk the anonymity of any individual. FTF's intent is to avoid
the possibility of inadvertently reporting personally identifiable information.
For data related to social service and early education programming, limited distribution data refers to
counts of fewer than ten, excluding counts of zero (i.e., all counts of one through nine). Examples of social
service and early education programming include the number of children served in TANF, AzMerit scores,
and the number of children served with an IEP.
For data related to health or developmental delay, limited distribution data refers to counts of fewer than
six, excluding counts of zero (i.e., all counts of one through five). Examples of health or developmental
delay include the number of children without health insurance and the number of newborns admitted to
an ICU.
Third-Party Sharing
Collaborators must not share collected data with individuals or parties other than FTF or the collaborator's
contractor approved by FTF (see Collaborator Contractors section) or use the collected data for a non-FTF
purpose without the prior written consent of FTF, except as follows. A collaborator that is an affiliate of an
evidence-based model may share data with the organization that oversees the model as required by that
organization. A collaborator providing a program or service under a grant from an entity other than FTF,
such as the federal government, may share data with the other funding entity directly tied to that funding
grant. Notwithstanding the foregoing, no data collected from tribal lands may be shared or used with any
third-party without the appropriate tribal approvals and no data may be shared or used in violation of law.
Collaborator Contractors
All collaborators must contractually require any contractor used by them to assist with the collection,
maintenance, submission, analysis or publication of data to comply with these Data Security, Submission
and Suppression Guidelines and Requirements for Collaborators. In addition, collaborators must obtain
advance written approval from FTF before using a contractor for any of these purposes.
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Tribal Data
FTF recognizes Arizona tribes as sovereign nations that have the right to regulate research and data
collection on their tribal lands. To this end, FTF is committed to obtaining all appropriate tribal approvals
for data collection, analysis and reporting. Accordingly, collaborators must only collect, use and share data
from tribal land with appropriate tribal approvals, which approval may require participation in cultural
education and community orientation classes, and in accordance, as applicable, with FTF's Tribal Data
Policy.
In the case of collaborators conducting an FTF-funded program or service, collaborators are responsible for
obtaining the appropriate tribal approvals unless FTF notifies a collaborator in writing that FTF has already
obtained the approvals. FTF Regional Directors and Tribal Affairs staff can provide support to collaborators
in identifying and navigating each tribe's process and protocols.
In the case of collaborators assisting with a needs and assets report or performing research services on
behalf of FTF, FTF staff will take the lead in securing appropriate tribal approvals for data collection.
Collaborators need to assist FTF in this process as requested by FTF, which includes providing information
and documentation requested by a tribe. Collaborators must not begin collecting data before necessary
tribal approvals are obtained.
Compliance
The collaborator acknowledges that failure to comply with any requirement of these Data Security,
Submission and Suppression Guidelines and Requirements for Collaborators constitutes a material breach
of the Agreement.
FTF's own Data Security Policy & Procedures and Tribal Data Policy may be viewed on the FTF website at
http://www.firstthingsfirst.oregrants/grantee-resources.
Revised December 2017
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