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Home My WebLink AboutProfessional Services Agreement - enFocus, Inc. - IT Summer Internship Program227 W. JEFFERSON BOULEVARD c V TIt PEACE pM 1865+ CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR PUBLICBOARD OF WORKS June 11, 2019 Daniel Collins enFocus, Inc. 635 S. Lafayette Blvd., #123L South Bend, IN 46601 RE: Professional Services Agreement Dear Mr. Collins: PHONE 574/235-9251 FAX 574/ 235-9171 The Board of Public Works, at its meeting held on June 11, 2019, approved the above referenced agreement for the Innovation and Technology Summer Internship Program in the amount of $25,000. 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. Martin, Clerk Enclosure GARY A. GILOT GENEVIEVE E. MILLER ELIZABETH A. MARADIK LAURA L. O'SULLIVAN THERESE J. DORAU e. Bold Ideas. Greater Good. In collaboration with: '01U TH I ACEo 0 Compiled by: enFocus, Inc. May 2019 rr 1 r f I j II[iil��qposal St j, iiu° ri in a l1��i e��t 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 enFocus efforts to support the City of South Bend: Department of Innovation and Technology's summer internship program. May 28th 203.9 — August 18th 203.9 $25,000 Denise Riedl Chief Innovation Officer County -City Building 227 W Jefferson Blvd South Bend, IN, 466oi driedl@southbendin.gov (574)-235-5854 Daniel Collins, Business and Special Projects Analyst 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. I i gff r r 7r ICE 1kn dC,}a" (]I '1f C.l (If}4}d, f 1 pp U �, �n I� 11 YF �� i t ill � p� j yl �l ,,,I f�w",1 �� lU � �, it G ^ 1 ,, I �l � J `'t � i I�, �gg �e r� awoF � � L i w.F I� d �� , Jl �� n 'b� -o.Aa Agreement The City of South Bend (City) will spend a maximum of $25,000 on enFocus interns for the Department of Innovation and Technology's (DoIT) 2019 summer internship program (the City's "Total Contribution"). enFocus will contribute $5.02 per intern per hour in personnel costs for interns, and 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 not to exceed the City's Total Contribution. 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 slo,000.00. Timeline and Payment Schedule The DoIT summer internship program will begin on May 28th, zolg and conclude on August 18th, 2019. 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 PeopleLink on the Fridays outlined in Table z. Table is Summer Session - Billing and Payments Cycle Weeks 1 & z Week 2: Sunday Week 3: Monday ..... mmWeek 3: Tuesday Week 3: Friday Period of work for Interns submit The City emails enFocus sends PeopleLink pays interns their hours to the intern hours to the City an the interns and City PeopleLink and invoice for bills enFocus for cc enFocus services, services, payment services (Daniel Collins) due within 10 business days Table z: Summer Session - Estimated Billing and Payments Dates Intern hours are reported by enFocus bills the City for ......................................... Interns are paid through the City to enFocus and services, payment due within PeopleLink PeopleLink io business days • Monday, June loth • Tuesda , June 11th • Friday, June i4tn y4th • Mond� a June z • Tuesday, June zSth y • Friday, June 28th .. • M.on.d,ul 8.t.h � • Tuesday,Jul th . FrJul 12th ..........._ _ ........ar............................ • Monda , Jul zz"d ......... • Tuesday, July z3'd _ • Friday,July 26th CONFIDENTIALITY NOTICE: This document and its contents are confidential. If you have received this document in error, please destroy immediately. • Mondar, Auc ust`" • Tue • Monday. Auaust lgth _ • Tue us_t 6th • F USt 22"d • F F i i 1000 UT'klaflll oe. Bold deas Ci47fCerGood Au-Ust 9 AUQUSt 2 *The City 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. YI( ie r W t Summary 7/ i/ 3 1� p IN, W} aka Bold Idrpta^ ❑ , iVr,o Good, This document details the formal agreement between enFocus and the City of South Bend for an annual internship program between May 281h, zosg and August 18th, zosg. i. 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. Although the original grant period has ended, enFocus has established other funding sources to continue subsidizing the program. z. Contract Provisions enFocus, Inc. ("enFocus") agrees to enter into this contract with the City of South Bend, acting by and through its Board of Public Works for the benefit of its Department of Innovation and Technology (the "City") effective as of May 28th, 2019. This agreement is based on the following provisions: 1. The City will spend the Total Contribution on enFocus interns for the Department of Innovation and Technology's 2019 summer internship program. z. enFocus will contribute $5.02 per intern per hour, up to $1o,000 in total for the program. 3. The City will be responsible for the payment of the remainder of the personnel costs involved in hiring interns for the DoIT's internship program, not to exceed the Total Contribution. Furthermore, enFocus agrees: CONFIDENTIALITY NOTICE: This document and its contents are confidential. If you have received this document in error, please destroy immediately. /r � r r ,r'W1111111111 d opte. Bold Idea,; Cain aioi, .ir od, 1. to continue in effect (and good standing under) an agreement with PeopleLink Staffing wherein PeopleLink Staffing will provide the services set forth on Appendix A with regard to the interns assigned to the City 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 City 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). z. to comply with PeopleLink hours submission procedures for the summer session (See Appendix A) 3. to allow enFocus to record the number of interns and breadth of work completed, 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. to coordinate with the enFocus internship coordinator through the supervisory role of the Chief Innovation Officer, or her designee, to enroll City interns in the Intern Social Network (ISN) program, created by enFocus and the St. Joseph County Chamber of Commerce. 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.o6 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. Additional Terms and Signatures *In accordance with applicable laws, payments are subject to annual appropriation. If the City Controller makes a written determination that funds are not appropriated or are otherwise unavailable to support the continuation of this Agreement, it shall be cancelled. A determination by the City Controller that funds are not appropriated or are otherwise unavailable to support the continuation of performance shall be final and conclusive. *Invalidity or unenforceability of one or more provisions of this agreement shall not affect any other provision of this agreement. *enFocus will comply with all federal, state, and municipal laws, regulations, and standards applicable to its activities pursuant to this Agreement including, but not limited to, the requirements imposed by Ind. Code 22-9-1-10 (non-discrimination), the provisions of Ind. Code 5-22-16.5 (disqualification for dealings with the government of Iran), and the provisions of Ind. Code 22-5-1.7 (requiring E-Verify for new employees and prohibiting employment of unauthorized aliens). Each of the foregoing provisions CONFIDENTIALITY NOTICE: This document and its contents are confidential. If you have received this document in error, please destroy immediately. jai ii/,,,✓,,,a: p ��/%/ aY�a.l9oldHc�as Cairoakeir4.vcpa�d is incorporated herein as if set forth in full, and the Provider certifies that it is in compliance with each such provision and shall remain in compliance through the term of this Agreement. *enFocus agrees to make a good faith effort to provide and maintain a drug -free workplace and will give written notice to the City within ten (io) days after receiving actual notice that enFocus or an employee of enFocus within the State of Indiana has been convicted of a criminal drug violation occurring in the workplace. *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;. CITY: CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Gary A. Gilot, President Therese Dorau, Member Elizabeth aradik, Member ATTI(T ` Lirl a M. Martin, &rk Date: June 11, 2019 ENFOCUS: ENFOCUS, INC. 1 Printed: T[> A JCS Date: f m roe 9i i it l 1 fi R Bold Ideas. Greater Good Genevieve ,Miller, �Member Laura O'Sullivan, Member CONFIDENTIALITY NOTICE: This document and its contents are confidential. If you have received this document in error, please destroy immediately. I` / ifs / '"grp/// Ji i Bold kurta Cn .rl r.:r (irrrrr;, A � i. 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. enFocus New Intern Process • enFocus 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 PeopleLink's office to fill out all necessary paperwork and conduct a drug test 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 Name [•'1MMiS11007 Brian Donoghue Department Innovation BPW Date 6-11-2019 Phone Extension 6203 R+e aired Prior to Submittal to Board Legal ® Attorney Name Sandra Kennedy Controller ® Controller review is required for all Contracts $5,000.00 or more anc greater than one year in length per the City Purchasing Policy Purchasing Check the L J Agreement ® Professional Services ❑ Bid Opening Quote Opening Change Order No. _ FJ Ease/Encroach. ❑ Other: rro riate Item Type Contract [J Resolution El Bid Award ❑ Quote Award ❑C/O &PCANo. _ Traffic Control for All Submissions ➢' Proposal Addendum ❑ Req. to Advertise ❑ Title Sheet u llred Information Company or Vendor Name EnFocus Inc. ❑ PCA New Vendor ❑Yes ® No ❑If Yes, Approved by Purchasing MBE/WBE Contractor ❑ MBE ❑ WBE MBE/WBE Contractor Requested ❑ No ❑ Yes Name of Company Project Name Project Number Funding Source IT Professional Services_......_ ......... Account No. 279-0672-415 31-06 .... ............... ....... Amount $25,000 Terms of Contract 5/28/2019 — 8/ 88/2019 Purpose/Description Internship Pro ram. ❑Required Contractor's Certification Form Attached (Non -Collusion, Non -Discrimination, Non -Debarment, E-Veriflran�etc. Re r 1red For Change OrdersOnly Increase -$ Decrease Amount of $ .�._�.......... ...... ._ ......__ ❑ Previous Amount $ Current Percent of Change: New Amount $ _... _ ................. .......... Total Percent of Change: % Dispersal After Approval Copy Original ® ❑ Brian Donoghue ® ❑ Shawn Delahanty ® ❑ Denise Riedl