The URL can be used to link to this page

Home My WebLink AboutPSA - enFocus - Fellowship Program1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND. INDIANA 46601-1830 Mr. Daniel Collins enFocus Suite 100 506 West South Street South Bend, IN 46601 SOUTH 8�� "oi ..� U w' rem � 1865 CITY OF SOUTH BEND PETS BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS August 23, 2016 RE: Professional Services Agreement — Fellowship Program Dear Mr. Collins: PRONE 5741235-9251 FAX 574.'235-9171 The Board of Public Works, at its meeting held on August 23, 2016, approved the above referenced agreement in the amount of $40,000.00. 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. RELDs ELIZABETH A. MARADIK JAMES A. MUELLER THERESE J. DORAU ale. Bold Ideas. Greater Good. In collaboration with: <i olu _ U PEACE Compiled by: Daniel Collins Director of Operations August 2016 ep, . Bold Ideas. Greater Good. Proposal Summary Sheet Name of Organization Summary of Proposal Proposed Project Duration Total Requested Amount Name of Organizational Contact Title of Organizational Contact Address of Organizational Contact City of South Bend This proposal outlines en Focus efforts to support the City of South Bend: Office of Innovation and Technology's annual internship program. August 8" 2016 — July 30" 2017 $45,000 Santiago Garces Chief Innovation Officer County -City Building 227 W Jefferson Blvd South Bend, IN, 46601 Email Address of Organizational Contact sgarces@southbendin.gov Telephone Number of Organizational Contact Name and Title of en Focus Project Contact Telephone Number of Project Champion (574)-235-9216 Daniel Collins, Director of Operations 574-993-5378 (Office) 574-220-2710 (Daniel Cell) CONFIDENTIALITY NOTICE: This document and its contents are confidential. If you have received this document in error, please destroy immediately. rvr� le. Bold Ideas. Greater Good. en Focus Professional Services Summary Agreement The City of South Bend (City) will spend a maximum of $45,000 on en Focus interns for the Office of Innovation and Technology's (OIT) 2016-2017 annual internship program. The internship program will be divided into three sessions; fall, spring, and summer. en Focus will contribute $5.02 per intern per hour in personnel costs for interns. The en Focus contribution will be made from the Lilly Endowment's Call to Action to Develop Meaningful Employment Opportunities Grant. The City will be responsible for the payment of the remainder of the personnel costs involved in hiring interns for the OIT's annual internship program. The allocation of intern resources and distribution of funds will be up to the discretion of the OIT on an as needed basis. The total stipend from en Focus for internship resources will not exceed $25,000.00, and intern funds will be dispersed across the fall, spring, and summer sessions, accordingly. Timeline and Payment Schedule The City of South Bend: Office of Innovation's annual internship program will begin on August 8" 2016 and conclude on July 30t^, 2017. The internship program will be divided into three sessions; fall, spring, and summer. Interns will be hired when available and as required. en Focus will invoice the City for the fall and spring sessions after they are complete, as shown in Tables 1 & 2. Iable 1: Fall Session - Estimated Billing and Payments Dates August 8th, 2016 —January 8t', 2017 Period of work for interns January 9t1i, 2017 en Focus sends the City an invoice for services, payment due within 10 business days Table 2: Spring Session - Estimated Billing and Payments Dates January 9t', 2017 — May 28th, 2017 Period of work for interns May 29", 2017 en Focus sends the City an invoice for services, payment due within 10 business days CONFIDENTIALITY NOTICE: This document and its contents are confidential. If you have received this document in error, please destroy immediately. /_ e. Bold Ideas. Greater Good. The majority of interns participating in the program will work between June and July of 2016 during the summer session of the program. For the summer session, the City of South Bend has agreed to compensate interns hourly every two weeks in compliance with enFocus Staffing Policies and Procedures (see Appendix A). Upon submission of intern hours by the City, enFocus will invoice the City for services (as shown in Table 3). enFocus will then pay funds to the summer interns through its staffing agent PeopleLink on the Fridays outlined in Table 4. Table 3: Summer Session - Billing and Payments Cycle Weeks 1 & 2 Week 2: Friday Week 3: Monday Week 3: Tuesday Week 3: Friday Period of work Interns submit The City emails enFocus sends PeopleLink pays for interns their hours to the intern hours to the City an the interns and City PeopleLink and invoice for bills enFocus for CCs enFocus services, services (Daniel Collins) payment due within 10 business days Table 4: Summer Session - Estimated Billing and Payments Dates Intern hours are reported by the City to enFocus and PeopleLink enFocus bills the City for services, payment due within 10 business days Interns are paid through PeopleLink • Monday, June 12`" Tuesday, June 13" Friday, June 161^ • Monday, June 26°" Tuesday, June 27" Friday, June 30t^ • Monday, July 10" .Tuesday, July 11' Friday, July 14th • Monday, July 24t" Tuesday, July 25" Friday, July 28"' • Monday, August 7th Tuesday, August 8" Friday, August 11`" *The City of South Bend must comply with PeopleLink staffing procedures, and communicate payment periods and hours to the designated staffing specialist (see Appendix A). Should the timeline for payment be altered, this should be communicated to both enFocus (through Daniel Collins) and PeopleLink. CONFIDENTIALITY NOTICE: This document and its contents are confidential. If you have received this document in error, please destroy immediately. le. Bold Ideas. Greater Good. enFocus Internship Engagement Summary This document details the formal agreement between enFocus and the City of South Bend for an annual internship program between August 8t^, 2016 and July 30t^, 2017. 1. Background (for enFocus Records) In December 2013, enFocus, Inc. received the "Call to Action to Develop Meaningful Employment Opportunities Grant" from the Lilly Endowment, Inc. through the University of Notre Dame. One goal of the grant is to create an internship ecosystem and feeder system of talent in Northern Indiana by injecting human capital from our regional institutions into both enFocus and regional organizations. The Lilly Call to Action Grant allows enFocus to explore the possibility of utilizing funds to create and subsidize a portion of an internship program at the City of South Bend. Students and recent graduates will engage in experiential learning opportunities in several subjects, from communications to information technology. The experience is meant to promote business and civic growth within the City, and to introduce talented students to the opportunity to complete meaningful projects in municipal government. This engagement will allow the City to utilize top national talent that otherwise would not have been available to the City. 2. Contract Provisions enFocus, Inc. known as "First Party" agrees to enter into this contract with the City of South Bend, known as "Second Party" on August 8", 2016. This agreement is based on the following provisions: 1. The City of South Bend will spend a maximum of $45,000 on enFocus interns for the Office of Innovation's 2016-2017 annual internship program. 2. enFocus, Inc. will contribute $5.02 per intern per hour, up to $25,000 in total for the program. 3. The City of South Bend will be responsible for the payment of the remainder of the personnel costs involved in hiring interns for the OIT's internship program. CONFIDENTIALITY NOTICE: This document and its contents are confidential. If you have received this document in error, please destroy immediately. s -: Bold Ideas. Greater Good. Furthermore, the First Party agrees: to pay full personnel costs according to enFocus internship policies and procedures (see Appendix A for PeopleLink staffing and payment procedures) and bill the City the agreed amounts upon payment. and the Second Party agrees: 1. to follow enFocus internship policies and procedures regarding employee and preliminary onboarding in accordance with PeopleLink Staffing (see Appendix A for PeopleLink staffing and payment procedures). 2. to comply with PeopleLink hours submission procedures for the summer session (See Appendix A) 3. to allow enFocus, as a result of the subsidy of the Lilly Call to Action grant award, to report the number of interns and breadth of work completed to the Lilly Endowment, so that enFocus may achieve target metrics for human capital injection in the region. 4. to require interns to create profiles on IndianalNTERN.net, and to complete a one -page reflection on work completed and experience gained submitted to enFocus by and no later than the last day of the City summer internship. 5. to coordinate with the enFocus internship coordinator through the supervisory role of Santiago Garces to enroll City interns in the Intern Social Network (ISN) program, created by enFocus and the St. Joseph County Chamber of Commerce. 6. to evaluate intern employment and social experiences through a survey compiled by enFocus and the St. Joseph County Chamber of Commerce. The standard hourly rate of pay for interns will be $11.25 ($14.06 including the 25% PeopleLink fee). If the City decides to pay an intern a higher hourly rate than $11.25 then the City will be responsible for the additional expense. 3. Signatures *Invalidity or unenforceability of one or more provisions of this agreement shall not affect any other provision of this agreement. *This agreement is subject to the laws and regulations of the State of Indiana By signing this agreement, all parties agree to the terms as described above. Alterations to this agreement can only be made by both parties and must be placed in writing. Both parties will receive a printed copy of this agreement, and will be responsible for upholding its terms. CONFIDENTIALITY NOTICE: This document and its contents are confidential. If you have received this document in error, please destroy immediately. Signed: First PaN Printed rr� of Public Works G:Bold Ideas G Second Party Name and Title Pri Second Party Signature CONFIDENTIALITY NOTICE: This document and its contents are confidential. If you have received this document in error, please destroy immediately. ap1mftus a. Bold Ideas. Greater Good. Appendix A - en Focus Staffing Process 1. Benefits and Pay Rate Agreed • PeopleLink Service Option o Interns • Payment 25% above the hourly pay • Services included • Payroll taxes • Worker's compensation and benefits • State and local taxes • Pre -employment drug screens • Drug screen costs associated with accidents • Criminal background checks • Accounting and payroll administration 3. en Focus New Intern Process • en Focus will be responsible for contacting PeopleLink and providing them with the incoming intern's contact information PeopleLink will reach out to the intern to schedule a time for the individual to come into Peoplel-ink's office to fill out all necessary paperwork and conduct a drug test 4. Timesheet and Intern Payment The City of South Bend will provide PeopleLink with a list of names that will be authorized to sign off on intern timesheets for the summer session. Once this list is provided, emails coming from these people will serve as an official electronic signature. For the summer session, the City representative will sign off on the intern's timesheet each week of payment and submit it to PeopleLink (e.g. email is preferred) by noon every Monday. The timesheets will be processed between Monday afternoon and Tuesday morning. Summer interns will be paid bi-weekly (subject to agreement with the assigned PeopleLink staffing specialist per the preference of the host company). CONFIDENTIALITY NOTICE: This document and its contents are confidential. If you have received this document in error, please destroy immediately. BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 8-16-2016 Name Santiago Garces Department Innovation BPW Date 8-23-16 Phone Extension 7652 Required Prior to Submittal to Board Legal ® Attorney Name Schmidt 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 I-1 Other: Company or Vendor Name EnFocus New Vendor ❑ Yes MBE/WBE Contractor ❑ MBE [ MBE/WBE Contractor Requested ❑ No Project Name Project Number Funding Source COIT Fu Account No. 404-067, Amount $ 40,000 Terms of Contract 8/8/2016 Purpose/Description Fellowsh Amount of uired Information No LJ If Yes, Approved by Purchasing WBE ] Yes Name of Company Services E Required Contractor's Certification Form Attached (Non - Collusion, Non -Discrimination, Non -Debarment, E-Verify, Iran, etc.) Required For Change Orders Only Increase Decrease Previous Amount Current Percent of Change: New Amount Total Percent of Change: Copy Original ® ❑ Sant ® ❑ Penr ® ❑ John Dispersal After Approval to Garces Price