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HomeMy WebLinkAboutMOU - Johns Hopkins1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND. INDIANA 46601-1830 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS August 23, 2016 Ms. Joan Warfield Sr. Sponsored Projects Officer 600 N Wyman Park Building — Office Office of the Dean John Hopkins University 3400 N Charles Street Baltimore, MD 21218-2685 PHONE 574/235-9251 FAX 574/235-9171 RE: Memorandum of Understanding— Center for Government Excellence — Performance Management/Stat Program Dear Ms. Warfield: The Board of Public Works, at its meeting held on August 23, 2016, approved the above referenced memorandum of understanding. Enclosed please find a copy of the agreement for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk Enclosure GARY A. GILOT DAVID P. RELOs ELIZABETH A. MARADIK JAMES A. MUELLER THERESE J. DORAU MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF SOUTH BEND, INDIANA AND JOHNS HOPKINS UNIVERSITY AGREEMENT NO. SBIN - 082016 This Memorandum of Understanding (MOU), is entered into by and between the City of South Bend, Indiana, having a location at 227 West Jefferson Blvd. Suite 1200 S, South Bend, Indiana 46601 (hereafter referenced as "South Bend" or "the City"), for a project designed to accelerate the use of data and evidence to improve the lives of its residents and Johns Hopkins University, a not for profit educational institution established under the laws of the State of Maryland having a location at 3400 N. Charles Street, Baltimore, MD 21218-2685 on behalf of the Center for Government Excellence (hereafter referenced as "GovEx"). The study is funded under prime award sponsored by The Bloomberg Family Foundation, Inc. which established the What Works Cities initiatives (hereafter referenced as "WWC or WWC Team"), This MOU contains the scopes of work for the project, the timeline, and the responsibilities of the various partners that will contribute to its success. 1. Summary of the Work Plan 1.1 Mayor Pete Buttigieg and his senior leadership team have crafted an ambitious agenda for South Bend centered around innovation, economic development, and partnerships between government and community institutions. The What Works Cities team, having reviewed South Bend's WWC statement of interest and self -assessment, and having conducted an on -site workshop with Mayor Buttigieg and his staff, have identified an opportunity GovEx can assist South Bend in advancing the commitments focused on performance management: • Performance and Analytics: South Bend will increase its performance management and analytics capabilities by developing a framework for performance analytics that will align departmental efforts with citywide goals. Increasing departmental capacity to focus on citywide goals, use data for decision -making, and align efforts with other departments through open data and performance management meetings will allow South Bend to build upon its strong foundation in analytics work. 1.2 All technical assistance described in this MOU and performed by GovEx is provided at no cost to South Bend. Additional scopes of work may be added to this MOU at a later date upon the written agreement of the parties. 1.3 To ensure that the time of all parties is used efficiently with respect to the MOU, GovEx will collaborate with South Bend via phone, video conference, and email, and on -site where appropriate. South Bend agrees to provide personnel and staff time, as further detailed below, and as determined necessary in consultation with GovEx. South Bend also agrees to designate a primary point of contact to coordinate between GovEx and the City. 2. Timin 2.1 When this MOU is fully signed, the What Works Cities engagement will begin, as detailed in Section 3. The following timeline will allow South Bend and GovEx to execute this MOU in the most expeditious manner: Responsible Party Action Due Date GovEx Draft work plan submitted to South Bend 8/16/16 South Bend Returns edits and comments to draft Work Plans 8/22/16 GovEx Delivers final Work Plans to South Bend 8/26/16 South Bend Signed MOU returned to GovEx 8/31/16 GovEx Executed MOU returned to South Bend 9/2/16 2.2 During the engagement, the timelines in this Memorandum of Understanding may be modified by either South Bend or GovEx, with the written consent of the other party. 3. Scope of Work #1: Performance and Analytics 3.1 Goal: South Bend will increase its performance management and analytics capabilities by developing a framework for performance analytics that will align departmental efforts with citywide goals. Increasing departmental capacity to focus on citywide goals, use data for decision -making, and align efforts with other departments through open data and performance management meetings will allow South Bend to build upon its strong foundation in analytics work. Outcomes: • Improve the line of sight between employees/programs/departments and the enterprise by making clear linkages between their performance and the City's. • Improve internal and external stakeholder engagement in performance analytics by increasing transparency, accessibility, collaboration, and partnership. • Build new or improve existing performance management and/or Stat programs through targeted improvements on the "key ingredients" for success. Activities: Starting within ten (10) days after the execution of the Agreement and concluding approximately 120 days thereafter, South Bend will work with GovEx on a range of activities, including: Within 60 days after engagement begins, South Bend will: • Identify opportunities to strengthen connections between performance measures and citywide priorities during performance management meetings. • Build tools and mechanisms to explain to internal stakeholders how performance management, analysis, and open data practices fit together to aid their work. Within 90 days after engagement begins, South Bend will: • Schedule a recurring series of Stat meetings in accordance with City leadership schedules, and hold at least one of those meetings before the end of the engagement. • Provide example survey questions and employee engagement plans to help the City improve employee engagement. • Identify opportunities for City employees to become better internal consumers of open data to inform their work. • Help one or more City department(s), prioritized according to City need, set meaningful plans and internal goals that cascade directly from citywide goals and contribute to their achievement. • Align performance analytics efforts with open data initiative (and vice versa). Within 120 days after engagement begins, South Bend will: • Prioritize the remaining departments or programs for inclusion into the Stat program and process, creating a roadmap for inclusion. • Identify opportunities to strengthen the City's ability to turn analysis, discussions, evaluations, and decisions into concrete and trackable actions as a result of Stat meetings. • Identify a process and mechanism to routinely share and/or publish analysis of key issues and City progress on key priorities to stakeholders through the open data platform. • Identify opportunities for self-service analytics by helping the City publish its analysis and performance data on an interactive virtual platform linked to open data. 3.2 South Bend, with support from GovEx, is responsible for the success of the performance and analytics project. The City will dedicate personnel and staff time, determined necessary in consultation with GovEx, to execute the activities outlined in this scope of work. Staff will include a dedicated performance management coordinator and analysts who can work to bring performance management processes to South Bend's agencies and strategic initiatives. Success in this scope of work will also require the support and participation of directors from certain internal and external agencies. The Mayor's leadership is critical in ensuring participation of agencies. 3.3 In order to facilitate and execute these activities, GovEx will provide South Bend with technical assistance, resources, and tools. South Bend should expect to receive expert, proactive support from the GovEx team. GovEx staff will provide guidance to the City's performance and analytics program for South Bend by offering resources and best practices, as well as help overcoming roadblocks and support from other performance and analytics practitioners. 3.4 To plan staff time for this initiative, consider that services may include weekly calls 30 minutes in length, access to 60-minute open data curriculum sessions, and webinars and facilitated meetings as agreed upon by the South Bend and GovEx. 3 4. Confidentiality and Privacy 4.1 All parties to this MOU will agree to protect clearly marked Confidential Information of one another in a reasonable and appropriate manner, and will use confidential information only to perform its obligations under this engagement and for no other purpose. This will not apply to information which is publicly known, already known to the recipient, lawfully disclosed by a third party, independently developed, disclosed pursuant to legal requirement or order, and items that are subject to public access laws under Ind. Code 5-14-3. 4.2 GovEx agrees to use any personally identifiable information and data the City provides them only for the purposes of this engagement and as the City directs, and GovEx will not be liable for any third- partyclaims related to such. South Bend agrees to take necessary actions to ensure that the City complies with applicable laws relating to privacy and/or data protection, and acknowledge that GovEx is not providing legal advice on compliance with the privacy and/or data protection laws of any country or jurisdiction. 5. Publicity and Use of Names 5.1 WWC will work together with the City to pursue opportunities that highlight and celebrate the successes of South Bend and its City leaders in the media. 5.2 The City agrees to acknowledge Bloomberg Philanthropies, What Works Cites, and the Johns Hopkins University Center for Government Excellence in publications, advertising, speeches, lectures, interviews, press releases, internet web pages, and other similar activities related to the MOU (together, "Media Releases"). Any Media Release that refers to WWC, GovEx, and/or Bloomberg Philanthropies, and all written acknowledgements shall link to the WWC website (www.whatworkscities.ore). The City shall provide copies of all Media Releases to Johns Hopkins University and obtain those parties' consent prior to publication or distribution in any format of any Media Release. Further, to the extent that the City provides Media Releases to WWC, the City represents that it owns or otherwise has obtained all rights necessary to use, reproduce, publicly perform and distribute (including the right to sublicense) all works contained or used in the Media Releases. All requests for Johns Hopkins University approval shall be forwarded to the individual listed under the Section 8— Notices. 6. Intellectual Property WWC agrees that all trademarked or copyrighted works owned by the City (including but not limited to logos, written material, photos, and other similar works provided by the City to WWC) and provided to WWC, in any media, shall remain the property of the City. To the extent that the City provides any Media Release (and works contained therein) or trademarked or copyrighted works to WWC, the City represents that it owns or otherwise has obtained all rights necessary to use, reproduce, publicly perform, and distribute (including the right to sublicense) all such works. WWC has the right to publicly acknowledge n and announce, at its sole discretion, any relationship between WWC and the City, including a description of activities undertaken in this MOU and learnings therefrom. 7. Termination of MOU Adherence by the City to timelines and deliverables is critical to the What Works Cities initiative. If either party is unable to comply with the timeline in this MOU or is unable to produce the deliverables described herein, before termination may be effective, the terminating party must provide a thirty —(30) days prior written notification to the other party, the MOU may be terminated effective immediately upon written notice served to the other party. 8. Notices Any notices required or provided by the terms of this MOU shall be in writing, addressed in accordance with this Paragraph, and shall be in writing and shall be sent by US mail or email as to the following contact individuals: City of South Bend Technical Representative: Brian Donoghue Program Director I Ecosystem Development 227 West Jefferson Blvd Suite 1400 N South Bend, Indiana 46601 Ph.: 574- 235-5816 Email: donoehue@southbendin.gov Johns Hopkins University Technical Representative: Kathryn Edin 21't Century Cities Initiative Abel Wolman Johns Hopkins University 3400 N. Charles Street Baltimore, MD 21218-2685 Ph.: 410-516-7626 Email: Kathy edin@ihu.edu 9 Contractual Representative: City of South Bend Legal Department 227 West Jefferson Blvd Suite 1200 S South Bend, Indiana 46601 Ph.: 574 -235-9241 Email: ahunting@southbendin.eov Contractual Representative: Joan Warfield Sr. Sponsored Projects Officer 600 N Wyman Park Building —Office Office of the Dean Johns Hopkins University 3400 N. Charles Street Baltimore, MD 21218-2685 Ph.: 410-516-6126 Email: Ifw@ihu.edu 9. Headings The headings in this MOU are for the convenience of reference only and are not substantive parts of this MOU nor shall they affect its interpretation. 10. Severability In the event any provision of this MOU is determined to be invalid or unenforceable under any controlling law, the invalidity or unenforceability of that provision shall not in any way affect the validity or enforceability of the remaining provisions of this MOU. 11. Assignments This MOU shall not be assignable by any Party, in whole or in part, without the prior written consent of the parties. 12. Counterparts This MOU contains the entire agreement between the parties and no statements, promises, or inducements made by any party or agent of any party that are not contained in this written MOU shall be valid or binding; and this MOU may not be enlarged, modified, or altered except in writing, signed by the parties. [SIGNATURE PAGE TO FOLLOW] 0 13. Signatures The City of South Bend and Johns Hopkins University agree to partner in this initiative and to fulfill the roles and responsibilities shown herein. IN WITNESS WHEREOF, the parties have caused this MOU to be executed by their duly authorized representatives as of the Effective Date. JOHNS HOPKINS UNIVERSITY - Suu� K�9(Ib Signature Date Print Name: John P. Toscano Title: Vice Dean for Natural Sciences CITY OF SOUTH BEND BOARD OF PUBLIC WORKS �L Gary Gilot, President Therese Dorau, Member k /__ 1 Elizabeth Maradik, Member James Mueller, Member David Relos, Member ATTEST: CincI4 Martin, Clerk 7 APPENDIX A Staff Bios Center for Government Excellence Staff Beth Blauer, Executive Director A well-known proponent of open government, data transparency, and utilization, Beth Blauer is a true visionary and the nation's leading expert in implementing government "stat" programs. She has helped to design and bring Socrata's GovStat platform to all levels of federal, state, and local governments as well as non-profit organizations and international NGOs. She is also renowned for her leadership of Maryland's innovative performance management program, StateStat. 0 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date Name 8-19-2016 Santiago Garces Department Innovation BPW Date 8-23-16 Phone Extension 7652 Legal ® Attorney Name Huntington Controller ® Controller review is required for all Contracts $5,000.00 or more and greater than one year in length per the City Purchasing Policy Purchasing Check the Appropriate Item Type —Required for All Submissions ❑ Agreement ❑ Contract ❑ Proposal ❑ Addendum ❑ Professional Services ❑ Resolution ❑ Bid Opening ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet ❑ Quote Opening ❑ Quote Award ❑ Change Order No. ❑ C/O & PCA No. ❑ PCA ❑ Ease/Encroach. ❑ Traffic Control M Other: MOU Information Company or Vendor Name The Johns Hopkins University New Vendor ❑ Yes ® No ❑ If Yes, Approved by Purchasing MBENVBE Contractor ❑ MBE ❑ WBE MBE/WBE Contractor Requested ❑ No ❑ Yes Name of Company Project Name Project Number Funding Source None Account No. N/A Amount Terms of Contract Purpose/Description Amount of $0 8/23/2016 — 12/31/2016 MOU Between CoSB and Johns Hopkins University, for practitioners from their Center for Government Excellence to help the CoSB reboot its Performance Management/Stat program. Support will come in the form of technical assistance resources and tools. ❑ Required Contractor's Certification Form Attached (Non - Collusion, Non -Discrimination, Non -Debarment, E-Verifv. Iran. etc.) Increase Decrease Previous Amount Current Percent of Change: New Amount Total Percent of Change: Copy Original ® ❑ Brian ® ❑ E anti ® ❑ Andr( ioghue Garces For After Approval