Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  25-000405

 

MEETING DATE:

05/20/25

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

County Executive Office   (Approved)

Department contact person(s):

Jessica Witt (714) 834-7250 

 

 

Molly Nichelson (714) 834-7218

 

 

Subject:  Amendments for Translation, Interpretation and Video Translation Agreements

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

          Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: N/A

Current Year Cost:   N/A

Annual Cost: N/A

 

 

 

    Staffing Impact:

No

# of Positions:            

Sole Source:   No

    Current Fiscal Year Revenue: N/A

   Funding Source:     N/A

County Audit in last 3 years: No

   Levine Act Review Completed: Yes

 

    Prior Board Action:         2/11/2025 #30

 

RECOMMENDED ACTION(S):

 

 

1.

Authorize the County Procurement Officer or Deputized designee to execute Amendment Number One to Regional Cooperative Agreements for Written Translation Services, effective upon Board of Supervisors approval through February 10, 2030:

 

1) Accent on Languages, Inc.

2) Bureaucom, LLC

3) Cal Interpreting & Translations

4) Continental Interpreting Services, Inc.

5) Corporate Translation Services, LLC dba Language Link

6) Datagain, Inc.

7) Fox Medical Case Management, Inc. dba Fox Translation Services

8) Interpreters Unlimited, Inc.

9) LinguaLinx Language Solutions, Inc.

10) MAGNUS Language Services Corp., dba MAGNUS

11) Translating Services, Inc. dba Lazar Translating & Interpreting

12) Trustpoint Translations, LLC

13) Volatia Language Network, Inc.

 

2.

Authorize the County Procurement Officer or Deputized designee to execute Amendment Number One to Regional Cooperative Agreements for Interpretation Services, effective upon Board of Supervisors approval through February 10, 2030:

 

1) Accent on Languages, Inc.

2) Bureaucom, LLC

3) Cal Interpreting & Translations

4) Continental Interpreting Services, Inc.

5) Corporate Translation Services, LLC dba Language Link

6) Fox Medical Case Management, Inc. dba Fox Translation Services

7) Interpreters Unlimited, Inc.

8) MAGNUS Language Services Corp., dba MAGNUS

9) Translating Services, Inc. dba Lazar Translating & Interpreting

10) Trustpoint Translations, LLC

11) Volatia Language Network, Inc.

 

3.

Authorize the County Procurement Officer or Deputized designee to execute Amendment Number One to Regional Cooperative Agreements for Video Translation - Captioning & Subtitling Services, effective upon Board of Supervisors approval through February 10, 2030:

 

1) Cal Interpreting & Translations

2) Continental Interpreting Services, Inc.

3) Interpreters Unlimited, Inc.

4) MAGNUS Language Services Corp., dba MAGNUS

5) Trustpoint Translations, LLC

 

4.

Authorize the County Procurement Officer or Deputized designee to execute Amendment Number One to Regional Cooperative Agreements for Video Translation - Voice Over Services, effective upon Board of Supervisors approval through February 10, 2030:

 

1) Cal Interpreting & Translations

2) Interpreters Unlimited, Inc.

3) MAGNUS Language Services Corp., dba MAGNUS

4) Trustpoint Translations, LLC

 

 

SUMMARY:

 

Amendment Number One will ensure continued alignment with County requirements and operational needs and allow equal access to County services, programs, benefits, and public information, in accordance with the County’s Language Access Policy.

 

 

BACKGROUND INFORMATION:

 

Orange County is one of the largest and most diverse regions in the world, with a notable variety of languages, ethnicities and cultures represented. According to the 2024-2025 Orange County Community Indicators Report, 30.2 percent of Orange County residents were born in other countries and 47 percent of all residents over the age of five speak a language other than English at home. 

 

On April 7, 2020, the Board of Supervisors (Board) directed the County Executive Officer to formally develop a County of Orange (County) Language Access Policy that establishes standards and procedures for providing equal access to County services and programs to all residents, regardless of their proficiency in English.

 

On December 11, 2020, the County Executive Office (CEO) created its Language Access Policy. This policy is housed in the Communications Department in the CEO. There is a Language Access Coordinator that oversees the program and works with County departments to ensure proper compliance with the County’s Language Access Policy.

 

In 2023 the Language Access Program oversaw 541 translation projects and 1,699 translated documents. In 2022 there were 516 translation projects and 1,635 translated documents. The number one requested language for translation in both years is Vietnamese, followed by Spanish, Chinese, Korean and other languages (Farsi, Arabic, Russian, Khmer, Ukrainian and Armenian).

 

The County is committed to meeting the diverse language needs of its residents, regardless of their level of English proficiency. To this end, the County has already been publishing health, public safety, and other critical programs and services information translated into the most prevalent languages spoken in the County, as determined by the most recent United States Census-currently Spanish, Vietnamese, Korean and Chinese-ensuring that all residents, including those with limited English proficiency, have access to essential information.

 

The purpose of these Regional Cooperative Agreements is to assist County departments in providing members of the public, regardless of their English language proficiency, with communications in the prevalent languages relevant to accessing County programs, services, and information. This includes, but is not limited to infographics; flyers; signage posted in public spaces; and videos. Additionally, these Agreements will facilitate an expansion of services, ensuring broader access to a wider range of vendors that can support the translation and interpretation needs, further enhancing the County’s ability to serve its diverse community effectively.

 

Regional Cooperative Agreements

 

On February 11, 2025, the County of Orange Board of Supervisors (Board) approved Regional Cooperative Agreements with various Contractors for Written Translation, Interpretation Services, Video Translation – Captioning & Subtitling and/or Voice Over. 

 

Amendment Number One revise the Regional Cooperative Agreements to reflect updated provisions regarding subcontractors. 

 

Attachment A. Scope of Work, Item D. Contractors Responsibilities has been amended to add detailed subcontractor qualifications and compliance requirements. Amendment Number One mandates that all subcontractors possess industry-recognized certifications such as ISO 9001, ISO 17100, and meet minimum performance and vetting standards. Subcontractors must also be a current member in good standing with the American Translators Association ATA and/or American Association of Language Specialists. This change strengthens the County’s quality assurance framework by requiring annual compliance reporting and documentation verification.

 

Attachment C. Key Personnel/Staffing Plan, Section II. Subcontractors has been amended to specify the anticipated use of subcontractors and define minimum qualifications for subcontractors by service type. The revision also formalizes the County’s prior-approval process for any subcontractor substitutions or additions, ensuring consistency and transparency in subcontractor management.

 

Additional Terms and Conditions, Section 28. Subcontracting has been amended to reference the new requirement in Attachment A. Scope of Work, clarifying that the additional subcontractor standards outlined in the Scope of Work govern subcontracting activities under the contracts.

 

Amendment Number One revisions will align subcontracting practices with current industry standards, enhance service quality, and support consistent oversight of subcontractors’ performance. In addition, they will ensure that all language services provided under the Regional Cooperative Agreements meet rigorous certification and compliance standards, promoting reliability and accountability in contract execution.

 

These Contracts include subcontractors. See Attachment N for the Contract Summary Form which contains information regarding subcontractors. 

 

 

FINANCIAL IMPACT:

 

The contracts include a provision stating the Contracts are subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of the Contracts. If such appropriations are not approved, the Contracts may be immediately terminated without penalty to the County.

 

As of September 2023, all County departments are charged back for their translation service requests via CEO Budget and Finance Office. As such, all translation costs are born by County departments, including the Board of Supervisors. The highest departmental utilizers of these translation contracts include the Orange County Social Services Agency, the Orange County Health Care Agency, OC Community Resources and the OC Sheriff-Coroner.

 

 

STAFFING IMPACT:

 

N/A

 

 

ATTACHMENT(S):

 

Attachment A - Amendment Number One to RCA-017-25010047 with Accent on Languages Inc.
Attachment B - Amendment Number One to RCA-017-25010050 with Bureaucom, LLC
Attachment C - Amendment Number One to RCA-017-25010051 with Datagain, Inc.
Attachment D - Amendment Number One to RCA-017-25010052 with Cal Interpreting & Translations
Attachment E - Amendment Number One to RCA-017-25010053 with Continental Interpreting Services, Inc.
Attachment F - Amendment Number One to RCA-017-25010054 with Interpreters Unlimited, Inc.
Attachment G - Amendment Number One to  RCA-017-25010055 with Fox Medical Case Management, Inc. dba Fox Translation Services
Attachment H - Amendment Number One to RCA-017-25010056 with Corporate Translation Services, LLC dba Language Link
Attachment I - Amendment Number One to  RCA-017-25010057 with Translating Services, Inc. dba Lazar Translating & Interpreting
Attachment J - Amendment Number One to  RCA-017-25010058 with LinguaLinx Language Solutions, Inc.
Attachment K - Amendment Number One to  RCA-017-25010059 with MAGNUS Language Services Corp., dba MAGNUS
Attachment L - Amendment Number One to  RCA-017-25010061 with Trustpoint Translations, LLC
Attachment M - Amendment Number One to  RCA-017-25010062 with Volatia Language Network, Inc.
Attachment N - Contract Summary Form