Agenda Item AGENDA STAFF REPORT ASR
Control 18-000937 |
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MEETING DATE: |
10/16/18 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
Health Care Agency
(Approved) |
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Department contact
person(s): |
Jeff Nagel (714) 834-7024 |
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Richard Sanchez (714) 834-2830 |
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Subject: Renewal of Contract for
Language Interpretation and Translation Services
ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Consent Calendar |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$100,000 |
Annual Cost:
FY 2019-20 $150,000 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
N/A |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: N/A
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute Amendment No. 2 to renew Contract with Language Line Services, Inc. for Language Interpretation and Translation Services under the amended terms, conditions, same pricing and scope of work, effective November 1, 2018, through October 31, 2020, renewable for two additional one year periods in an amount not to exceed $300,000 for a cumulative total of $382,500.
SUMMARY:
The Health Care Agency requests approval to execute Amendment No. 2 to renew and amend the Contract MA-042-18010501 with Language Line Services, Inc. for language interpretation and translation services.
BACKGROUND INFORMATION:
The Health Care Agency (HCA) currently contracts with Language Line Services, Inc. for the provision of professional language interpretation and translation services for Behavioral Health Services (BHS) participants at facilities operated by and contracted with HCA. The services include in-person language interpretation services, over-the phone language interpretation, audio recording translations, and translation of documents or forms required for BHS and other HCA programs. The first year of this contract was in the amount of $82,500, and did not require Board approval. The expenditures for the next two years is expected to rise due to increased need for translation and interpretation by BHS consumers. Actual utilization from November 1, 2017, through July 30, 2018, included: 1,515 interpretation phone calls, 220 hours of on-site interpretations and 65 documents translated into threshold languages.
Language Line – Top 5 Languages |
Number of Calls |
Spanish |
817 |
Vietnamese |
253 |
Mandarin |
134 |
Korean |
70 |
Arabic |
58 |
The Contract does not have any subcontractors or pass through to other providers. See Attachment C for Contract Summary Form.
On June 16, 2017, HCA issued a Request of Proposals for Language Interpretation and Translation Services. Eight proposals were received and five were deemed responsive. Based upon pre-established rating criteria for scoring, Language Line Services, Inc. was recommended for contract award. Reference checks were satisfactory and completed with 1) St. Joseph Hospital of Orange, 2) LA County Department of Health Services and 3) Mission Hospital regarding similar projects.
Contractor performance evaluation was conducted and is satisfactory or above. HCA has verified there are no concerns that must be addressed with respect to Contractor's ownership/name, litigation status, or conflicts with County interests.
HCA requests that the Board authorize the County Procurement Officer or authorized Deputy to execute Amendment No. 2 to Contract MA-042-18010501 with Language Line Services, Inc. as referenced in the Recommended Action.
FINANCIAL IMPACT:
Appropriations for this Amendment are included in the FY 2018-19 Adopted Budget and will be included in the budgeting process for future years.
Funding Sources:
GF: 9%
FED: 15%
State: 59%
Fees/Other: 17%
These funding percentages are an aggregate of funding sources within multiple programs that are anticipated to utilize this Contract.
Should services need to be reduced or terminated due to lack of funding, the Contract contains language that allows HCA to give a 30-day notice to either terminate or renegotiate the level of services to be provided. The notice will allow HCA adequate time to transition or terminate services to clients, if necessary.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A – Amendment No. 2 to Master Agreement
MA-042-18010501 with Language Line Services, Inc.
Attachment B - Redline Version to Attachment A
Attachment C - Contract Summary Form