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Home My WebLink AboutPSA - Internship Matching and Management for Innovation & Technology Internship Programs - enfocus, Inc.1316 COUNTY -CITY BUILDING C� � '� � 227 W. JEFFERSON BOULEVARD I SOI ITH BEND. INDIANA 46601-1830 r° CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARDOF PUBLIC WORKS December 19, 2019 Mr. Andrew Wiand enFocus Studebaker Building 113 635 S. Lafayette Blvd. South Bend, IN 46601 RE: Professional Services Agreement Dear Mr. Wiand: PHONE 574/ 235-9251 FAx 574/235-9171 The Board of Public Works, at its meeting held on December 19, 2019, approved the above referenced agreement for internship matching and management for innovation & technology internship programs in the amount of $37,500. 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 inconaoorauion wan, . d� � :>2 � \\\��> � A �\ / . \�.% y\� �� ,>\ PC / /><\IOU Compiled by enFoc %|nc. December 2019 4Yf�l17�N a r�inll��mu 1 ��„k,{fggld0�j and v YrP+h XNYIV' Nie. Bold Ideas, Greater Good. Proposal 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 enFocus efforts to support the City of South Bend: Department of Innovation and Technology's spring/summer internship program. January - December 2020 $37,500 Denise Riedl Chief Innovation Officer County -City Building 227 W Jefferson Blvd South Bend, IN, 46601 driedl@southbendin.gov (574)-235-5854 Patrick Jones, Program Director for Operations 317-319-4647 M^OD+MAI,I"I Y NC`'1°WCE This document and its contents are confidential. If you have received this document in error, please destroy immediately. atf+ l+N?ll tl�r a+N"tl1Gri f rpiu�!rr� pIa, Bold Ideas. Greater Good. 1 eiii i, III °° m ��I iir �� : � �u ail �� iiu �I� "` " fl° nni��;� �� I �III� �iiir �>��u �ele!° ,,��a�a � �„� �i� �ii� i�i ��t �� ii� ��rA' Agreement The City of South Bend (City) will spend a maximum of $37,500 on enFocus interns for the Department of Innovation and Technology's (DoIT) 2020 spring 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 spring/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 $15,000.00. "Finieline and PaYment Schedule This contract is expected to cover Spring and Summer internships throughout the course of calendar year 2020. It is anticipated that the majority of the funding will be used to increase the number of student interns within DoIT during the summer period. 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 on a monthly basis (as shown in Table 1). Table 1: Spring/Summer Session - General Billing and Payments Cycle Week 1: Monday Week 1: Week 2: Week 2: Friday First business day of - Friday Sunday Monday each month Period of work Interns enFocus PeopleLink enFocus sends the for interns submit their emails intern pays the interns City an invoice for hours to hours to and bills services, payment enFocus PeopleLink enFocus for due within 30 services business days *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 Patrick Jones) and PeopleLink. CONFOEPOWITY N iiV"la', E: This document and its contents are confidential. If you have received this document in error, please destroy immediately. �� r�reaaw J;%Y YY fiNfr�11�1J Y1fMfl@d � ��, ��',rvYlYd Oki, Bold Ideas. Greater Good. ji, �.�1Nh i �W GV �11,„�"' ,� ui 41N UR' 1'V�' ., iMY rill �" �fl�pa�, i, MW i f W" �m� wINV �u�.' � �4 u�„�' Nh �� j IVII, ;,'Wli k � IVY This document details the formal agreement between enFocus and the City of South Bend for an annual internship program between January and December 2020. L II°a(1° rwiiid (uorerd,'o ups Ifw.e:Tord!! ) 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. 2 C oiftu°ad lro�ds. oiris 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 January 1st, 2020. 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 2020 spring/summer internship program. 2. enFocus will contribute $5.02 per intern per hour, up to $15,000 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: 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 a t ro NN dd'J I I LI"I Y t,40I ICE This document and its contents are confidential. If you have received this document in error, please destroy immediately. Gddlll �iiii rticmm ��r�dix r�a��vrsr r1 r 1 Jd, Bold Ideas. Greater Good. fr 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 utilize the funding primarily for supporting rolling student internships with quality experiences at the City of South Bend. The target is for 7-10 total internships. 2. 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). 3. to comply with PeopleLink hours submission procedures for the spring/summer session (See Appendix A). 4. 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, including completing a summary Excel file that collects both student intern demographics and project descriptions. 5. 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. 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 AddHid; ii fl i°u'^ii'ris air�d Sgianit'es *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 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 (10) days after receiving actual notice that enFocus or an C ONFIlYD,4I W I " Y NO I ICE This document and its contents are confidential. If you have received this document in error, please destroy immediately. MJl�d9 � ll r rr !rd�P��L �� NotesI�NP)A �w��c�� to. Bold Ideas. Greater Good. 1 • 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 2 eilflF.oclu s Nev IIriUem Pi o d"ss • 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 lud nesl1leeL alilid I'iuLeIrli� IIIavirnert. • 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 spring/summer session. Once this list is provided, emails coming from these people will serve as an official electronic signature. • For the spring/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. • Spring/summer interns will be paid bi-weekly (subject to agreement with the assigned PeopleLink staffing specialist per the preference of the host company). o t'nNl°II: ENNAUI"Y NOTICE: This document and its contents are confidential. If you have received this document in error, please destroy immediately. C gY'JY/Imr ¶A'«rvC!0 lo. Bold Ideas. Greater Good. 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 Signatures: 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. CITY: CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Gary A. Gilot, Pre iderIL Genevieve Miller, Member Therese Dorau, Member aura O'Sulliv ;Member a Elizabeth Maradik, ember A°I T Si":.. i�Xt ..... Lh da M. Martin, Clerk Date: /,)/ q`lp (q ENFOCUS: ENFOCUS, INC. By: Printed: Title: Date: COi°ii'ID l^N'iMIA Y NONCE 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 12/16/2019 Name Brian Dono have Department Innovation & "I'echnologry BPW Date 12/1912019 Phone Extension 7652 MWE w wwmmmwwwuuummmuwwuwammalrma�mn w mmmimiwwiwuwuwww wmu ITITITIT_ _ITIT- Required Prior to Submittal to Board.._ ITITITIT-mmmmmmITmW Legal Attorney Name Kennedy Controller review is required for all Contracts $5,000.00 or more Controller ® and greater than one year in length per the City Purchasing Policy Purchasing Check the Armrorariate Item Tvne DI Professional Services Agreement ❑ Contract Open Market Contract ❑ Amendment/Addendum Bid Opening [ Bid Award Quote Opening Quote Award Proposal Opening ❑ C/O & PCA No. ❑ Chg. Order, No. Traffic Control F-1 Other: Reciui:red Information All Submissions LJ Proposal ❑ Special Purchase, QPA Req. to Advertise ❑ Title Sheet EJ Reject Bids/Quotes PICA Resolution Ease./Encroach Company or Vendor Name Enfocus New Vendor ..... "............ ...... _Yes If .. ....— EJ es, Approved by Purchasing No MBE/WBE Contractor MBE 01 WBE Completed E-Verify Form Attached Nos Project Name Project Number n/a Funding Source IT Operatingmmmmmmmm Account No. 279-0672-415.31-06 Amount $3 _... ............ 7,500 Terms of Contract l/l/2020 — 12/31/202 ........ .._......_....�w 0 Purpose/Description Provide internship matching and management services for the Innovation & Technology internship programs Amount of H Increase Decrease Previous Amount $ Current Percent of Change: New Amount $ Total Percent of Change: Time Extension: For ChangeIT Orders Oni Dispersal After Approval Copy Original ® Denise Riedl ® Brian Donoghue ® ❑ Daniel Parker