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Home My WebLink AboutProfessional Services Agreement - enFocus, Inc. - 2018 Summer Internship Program1316 Couwry-Ciry BUI LDING 227 W. JUFV1','RS0N BOULEVARD Sou'ri-i BEND. INDIANA 46601-1830 CITY OF Soun-i BEND PETE BurnGIEG, MAYOR BOARD OF PUBLIC WORKS June 5, 2018 Dan Collins enFocus, Inc. 635 S. Lafayette Blvd., Suite 122L South Bend, IN 46601 R.E. Professional Services Agreement Dear Mr, Collins: PIIONF,,,, 574/235-9251 FAx 574/ 235-9171 The Board of Public Works, at its meeting held on June 5, 2018, approved the above referenced agreement for the 2018 Summer Internship Program in the amount not to exceed $35,000. 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. Mai -tin, Clerk Enclosure c: Brian Donoghue, Innovation & Technology Dan O'Connor, Innovation &'Fechnology Lisa Warren, Human Resources GARY A, Gjt,o-r SUZANNA M. FRITZ13ERG ELIZABErii A. MARADIK JAMEs A. MUE1.11_'R THERESEJ, DORAU INTEROFFICE MEMORANDUM Information Technologies Department 227 W Jefferson Blvd (574) 245-6000 TO: Board of Public Works, Linda Martin CC: Dan O'Connor; Santiago Garces FROM: Brian Donoghue, Director of Civic Innovation SUBJECT: EnFocus 2018 Summer Internship Program DATE: 0511118 Linda and Members of the Board, Please see attached contract for the Department of Innovation & Technology's agreement with enFocus for our Summer Internship program. This program spans across all the divisions within AT, and has led to a number of full-time hires within city departments, enFocus fellowships, and other quality job placements within the community. The internship is a force -multiplier for internal staff over the summer, and provides quality experiences to interns working alongside government employees to deliver outcomes for our residents. This agreement has a do -not -exceed amount of $35,000. Please feel free to reach out if there are any questions. Thank you, Brian Donoghue Bold Ideas. Greater Good. In collaboration with: I x 1865 Compiled by: Daniel Collins Director of Operations April 2018 V/W ple. Bold Ideas. Greater Good. Stna in'ta� y 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 Email Address of Organizational Contact Telephone Number of Organizational Contact Name and Title of enFocus Project Contact Telephone Number of Project Champion City of South Bend This proposal outlines en Focus efforts to support the City of South Bend: Department of Innovation and Technology's summer internship program. May 28th 2018 — August 1 9th 2018 MMI Santiago Garces Chief Innovation Officer County -City Building 227 W Jefferson Blvd South Bend, IN, 46601 sgairces@soutlibenditi.gov (574)-235-9216 Daniel Collins, Director of Operations 574-993-5378 (Office) 574-220-2710 (Daniel Cell) CONFIDENTIAUTY NO71CF: This document and its contents are confidential. If you have received this document in error, please destroy immediately. pie. Bold ideas. Greater Good. enFoa,is [""rai sslor-ia�� S& ices Surr"m ,iary The City of South Bend (City) will spend a maximum of $35,000 on enFocus interns for the Department of Innovation and Technology's (DoIT) 2018 summer internship program. enFocus will contribute $5.02 per intern per hour in personnel costs for interns. The enFocus 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 DoIT's summer internship program. The allocation of intern resources and distribution of funds will be up to the discretion of the DoIT on an as needed basis. The total stipend from enFocus for internship resources will not exceed $15,000.00. Tirneline and Payrnera ScFiedi,fle The DoIT summer internship program will begin on May 28th, 2018 and conclude on August 191h, 2018. 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 1). enFocus will then pay funds to the summer interns through its staffing agent Peoplel-ink on the Fridays outlined in Table 2. Table 1: 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 intern hours to the City an the interns and the City Peoplel-ink and invoice for bills enFocus for CCs enFocus services, services (Daniel Collins) payment due within 10 business days CONFIDFN"I W. VTY NO VJCE: This document and its contents are confidential. If you have received this document in error, please destroy immediately. o �iV1fVIN� � 31, ia�li�ia0laa�o� ptle. Bold Ideas. Greater Good. Table 2; Summer Session - EstimatedBilling and Payments Dates Intem hours are reported by the City to enFocus and Peoplel-ink enFocus bills the City for services, payment die within 10 business days Interns are paid through Peoplel-ink • Monday, June 11" • Tuesday, June 12th • Friday, June 15t" • Monday, June 25t" • Tuesday, June 26" • Friday, June 29t' • Monday, July 9th • Tuesday, July 10t" • Friday, July 13t" • Monday, July 23" • Tuesday, July 24" • Friday, July 27" • Monday, August 61h • Tuesday, August 7t&' • Friday, August 10t" • Monday, August 20t" • Tuesday, August 21" • Friday, August 22❑d *The City of South Bend must comply with Peoplel-ink 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 Peoplel-ink. (. C)N "Jf>C_N'l W I IY NO N"d': E: This document and its contents are confidential. If you have received this document in error, please destroy immediately. ple. Bold Ideas. Greater Good. enFoc,i,,As �hr-vterv-i�d ip Engagemei� it Summary This document details the formal agreement between enFocus and the City of South Bend for an annual internship program between May 28", 2018 and August 19", 2018. 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. Contr�-i(.A, 1111rovisions enFocus,, Inc. known as "First Party" agrees to enter into this contract with the City of South Bend, known as "Second Party" on April 24 1h 2018. This agreement is based on the following provisions: 1. The City of South Bend will spend a maximum of $35,000 on enFocus interns for the Department of Innovation and Technology's 2018 summer internship program. 2. enFocus, Inc. will contribute $5.02 per intern per hour, up to $15,0100 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 DoIT's internship program. This document and its contents are confidential. If you have received this document in error, please destroy immediately. '110 �6' (irr ar pie. Bold Ideas. Greater Good, Furthermore, the First Party agrees: 1, to continue in effect (and good standing under) an agreement with PeoplIeLink Staffing wherein PeopleLink Staffing will provide the services set forth on Appendix A with regard to the interns assigned to the Second Party under DoIT's internship program; and 2. 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 IndianaINTERN.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% Peoplel-ink 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, Siigralures *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 This document and its contents are confidential. if you have received this document in error, please destroy immediately. P L 1,117ple. Bold Ideas. Greater Good. 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. Signed: First Party hJame and Title Printed > First Party Signature '00h 0 1 Second Party N Second Party Signature I TY NO TIC'El- This document and its contents are confidential. If you have received this document in error, please destroy immediately, N 12 F pie. Bold Ideas. Greater Good. Appei-Pdm A - el Focus Staff ihr,�g Pro�;,, ;,,,/,/:!�,ss Benefi[S ilMd Pay PRate Aqr(;"(�d a 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. enFocus Nlevv iritern Process • en Focus will be responsible for contacting PeopleLink and providing them with the incoming interns contact information • PeopleLink will reach out to the intern to schedule a time for the individual to come into PeopleLink's office to fill out all necessary paperwork and conduct a drug test 4. Viineshe(-,-�t and lra�-,Lrn Payrneril • The City of South Bend will provide PeopleLink with a list of names that will be authorized to sign offon 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). FIAI ITY NO f ICE: 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 5/1/2018 Department Innovation & Name Brian Donoghue Technology BPW Date 5/8/2017 Phone Extension 6203 Required Prior to Submittal to Board Legal Attorney Name Kennedy Controller ❑ Controller review is required for all Contracts $5,000.00 or more and greater than one year in length per the City Purchasing Policy a A M a 11 'Pori, H Agreement El Contract E] Proposal ❑ Addendum Professional Services El Resolution Bid Opening El Bid Award E] Req. to Advertise E] Title Sheet F] Quote Opening n Quote Award Change Order No. ❑ C/O & PCA No. PCA ❑ Ease/Encroach. ❑ Traffic Control F-1 Other: Company or Vendor Name EnFocus New Vendor El Yes M No E] If Yes, Approved by Purchasing MBE/WBE Contractor 0MBE F-1 WBE MBE/WBE Contractor Requested E] No 0 Yes Name of Company Project Name Project Number Funding Source IT Professional Services Account No. 279-0672,-4115-31-06 Amount N-TL�'$ 35,000 Terms of Contract 5/28/2018 — 8/19/2018 Purpose/Description Internship Program M Required Contractor's Certification Form Attached (Non, - Collusion, Non-Discrim i nation, Non-Debarment,�rif Iran, etc.) _E Required For Amount of El increase $ 1-1 Decrease $ Previous Amount $ Current Percent of Change- % New Amount $ Total Percent of Change: % Dispersal After Approval Copy Original M E] Brian Donoghue z ❑ Dan O'Connor z ❑ Lisa Warren