HomeMy WebLinkAboutUnitied Language Group-Translation and Interpretation Services_A-24-504 A-20-240.pdf COtj County of Fresno Hall of Records, Room 301
2281 Tulare Street
Fresno,California
601 Board of Supervisors 93721-2198
O� 1$56 0 Telephone: (559)600-3529
FRV,t' Minute Order Toll Free: 1-800-742-1011
www.fresnocountyca.gov
September 10, 2024
Present: 5- Supervisor Steve Brandau, Chairman Nathan Magsig,Vice Chairman Buddy Mendes,
Supervisor Brian Pacheco, and Supervisor Sal Quintero
Agenda No. 66. Social Services File ID: 24-0514
Re: Approve and authorize the Chairman to execute First Amendment to Agreement No. 20-240 with
United Language Group to update contact information and add a new minimum fee for written
translation services,with no change to the term of July 1, 2020 through June 30, 2025, or
compensation maximum of$3,739,845
APPROVED AS RECOMMENDED
Ayes: 5- Brandau, Magsig, Mendes, Pacheco, and Quintero
Agreement No. 24-504
County of Fresno Page 70
co
Board Agenda Item 66
O 1856 O
FRE`'�
DATE: September 10, 2024
TO: Board of Supervisors
SUBMITTED BY: Sanja Bugay, Director, Department of Social Services
David Luchini, Director, Department of Public Health
Susan Holt, Director, Department of Behavioral Health
James Kus, County Clerk/Registrar of Voters
Kirk Haynes, Chief Probation Officer, Probation Department
Steven White, Director, Department of Public Works and Planning
Melissa Cregan, Agricultural Commissioner/Sealer,
Oralia Gomez, Executive Director, In-Home Supportive Services Public Authority
SUBJECT: First Amendment to Agreement No. 20-240 with United Language Group
RECOMMENDED ACTION(S):
Sitting as the Fresno County Board of Supervisors:
Approve and authorize the Chairman to execute First Amendment to Agreement with United
Language Group to update contact information and add a new minimum fee for written
translation services,with no change to the term of July 1, 2020 through June 30, 2025, or
compensation maximum of$3,739,845.
Sitting as the In-Home Supportive Services Public Authority Governing Board:
Approve and authorize the Chairman to execute First Amendment to Agreement with United
Language Group to update contact information and add a new minimum fee for written translation
services, with no change to the term of July 1, 2020 through June 30, 2025, or compensation
maximum of$3,739,845.
There is no additional Net County Cost associated with approval of the recommended action, which will
allow the County to continue to deliver mandated access to government services for clients with Limited
English Proficiency (LEP) by providing translation and interpretation services through the current partner
United Language Group. The amendment will allow a minimum fee of$54 on translation requests with a
word count of 250 words or less. United Language Group is a valued partner and being heavily relied on to
meet the needs of LEP clients. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board choose not to approve the recommended action, each Department on this agreement
may face delays in receiving written translations with a word count of 250 or less, which will greatly impact
client services.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. If approved, the
County of Fresno page 1 File Number.24-0514
File Number:24-0514
maximum cost of the five-year Agreement ($3,739,845)will be offset with State and Federal revenues;
Health, Mental Health and Social Services Realignment; Mental Health Services Act funds; Grants and Fees;
and budgeted Net County Cost. Sufficient appropriations and revenues are included in the FY 2024-25
Recommended Budget for the participating departments and will be included in subsequent FY budgets.
DISCUSSION:
On June 23, 2020, your Board approved an agreement with United Language Group for translation and
interpretation services. The County Departments of Social Services, Public Health, Behavioral Health,
County Clerk/Registrar of Voters, Probation, Public Works and Planning, Agriculture, and the IHSS Public
Authority use written translation and telephonic interpretation to ensure individuals with LEP have access to
government services and ensure communication between County employees, contracted providers,
patients, and clients in accordance with the Civil Rights Act of 1964 and Executive Order 13166. The
Departments' current telephonic interpretation and written translation services contract expires June 30,
2025.
An amendment was requested on March 27, 2024 by United Language Group. The changes include a new
organization address, person of contact and a new minimum written translation fee. The new fee will be $54
per language for source language word counts of 250 words or less for written translation services. United
Language Group requested this fee due to the low volume of translation requests during the past fiscal year.
This minimum fee covers all aspects of the service, including Project Management, Desktop Publishing, and
Quality Review. All other terms and conditions of the Agreement remain unchanged and in full force and
effect, except to the extent modified by this Amendment.
Upon approval, the recommended Agreement will be effective upon execution through June 30, 2025.
REFERENCE MATERIAL:
BAI #40, June 23, 2020
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk-Amendment to the Agreement with United Language Group
On file with Clerk- Electronic Signature Verification
CAO ANALYST:
Ronald Alexander
County of Fresno Page 2 File Number.24-0514
Agreement No. 24-504
1 AMENDMENT NO. 1 TO AGREEMENT
2 THIS AMENDMENT is made and entered into this 10" day ofseptember, 2024, by and between the
3 COUNTY OF FRESNO, a Political Subdivision of the State of California, hereinafter referred to as
4 "COUNTY," the Fresno County In-Home Supportive Services Public Authority, a corporate public body,
5 herein after referred to as "IHSS PA" and United Language Group, Inc., a Minnesota corporation,
6 whose address is 1550 Utica Avenue South, Minneapolis, MN 55416, hereinafter referred to as
7 "CONTRACTOR."
8 RECITALS:
9 A. The parties entered into that certain Agreement, identified as COUNTY Agreement No. A-20-
10 240, effective July 1, 2020, whereby CONTRACTOR agreed to provide translation and interpretation
11 services for employees and clients who seek services from COUNTY and IHSS PA.
12 B. The parties now desire to amend the Agreement to update the CONTRACTOR's address and
13 contact person for notice, which includes revising the heading in Exhibit A, and revise Exhibit B to
14 include a minimum fee for certain translation services.
15 The parties therefore agree as follows:
16 1. The person authorized to give and receive notices for CONTRACTOR in Section 12 of
17 the Agreement is updated to the following:
18 CONTRACTOR
Strategic Account Manager
19 United Language Group, Inc.
20 1550 Utica Avenue South
Minneapolis, MN 55416
21
2. All references in the Agreement to Exhibit A shall be deemed reference to Revised
22
Exhibit A. Revised Exhibit A is attached and incorporated by this reference.
23
3. All references in the Agreement to Exhibit B shall be deemed reference to Revised
24
Exhibit B. Revised Exhibit B is attached and incorporated by this reference.
25
4. COUNTY and CONTRACTOR agree that this Amendment No. 1 is sufficient to amend
26
Agreement No. 20-240 and, that upon execution of this Amendment No. 1, the original Agreement and this
27
Amendment No. 1, shall together be considered the Agreement.
28
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1 The Agreement, as hereby amended, is ratified and continued. All provisions, terms, covenants,
2 conditions and promises contained in this Agreement not amended herein shall remain in full force and
3 effect. This Amendment No. 1 shall become effective upon execution on the day first written
4 hereinabove.
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1 The parties hereto have executed this Amendment No. 1 to Agreement No. 20-240 as of the day
2 and year first hereinabove written.
3 CONTRACTOR: COUNTY OF FRESNO:
UNITED LANGUAGE GROUP, INC.
5 Nathan Magsig, Chairman of the Board of
6 Print Name: Nicholas McMahon Supervisors of the County of Fresno
7 Title: CEO
Chairman of the Board, or President,
8 or any Vice President.
ATTEST:
9 BERNICE E. SEIDEL,
10 Clerk of the Board of Supervisors
William St. Martin County of Fresno, State of California
11
Print Name: William St. Martin
12 Title: Chief Financial Officer By:
Deputy
13 Secretary (of Corporation), or any
Assistant Secretary, or Chief
14 Financial Officer, or any Assistant
15 Treasurer
16 FRESNO COUNTY IN-HOME SUPPORTIVE
17 SERVICES PUBLIC AUTHORITY
18 -
19 Nathan Magsig
20 Chairman of the Board of Directors
21
22
23 FOR ACCOUNTING USE ONLY:
Fund/Subclass: 0001/10000
24 Organization: 56107001
25 Account/Program: 7870/0
26
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-3-
Revised Exhibit A: Page 1 of 6
Summary of Services
ORGANIZATION: United Language Group
ADDRESS: 1550 Utica Avenue South, Minneapolis,
MN 55416
CONTACT:
Karla Mitchell Solis, Strategic Account Manager
(612) 400-6630, karla.solis@ulgroup.com
SERVICES:
Written Translation and Telephonic/Video Remote
Interpretation
CONTRACT PERIOD July 1, 2020 - June 30, 2021 $747,969
and NOT TO EXCEED July 1, 2021 - June 30, 2022 $747,969
AMOUNTS: July 1, 2022 —June 30, 2023 $747,969
July 1, 2023 —June 30, 2024 $747,969
July 1, 2024—June 30, 2025 $747,969
CONTRACTOR REQUIREMENTS
Written Translation Services:
1. UNITED LANGUAGE GROUP (hereinafter "CONTRACTOR") will provide written translation
services for the Fresno County In-Home Supportive Services Public Authority (hereinafter"IHSS
PA")and the COUNTY OF FRESNO, Departments of Social Services, Public Health, Behavioral
Health, Probation, Public Works and Planning, Agriculture and the County Clerk/Registrar of
Voters, (hereinafter "COUNTY").
2. CONTRACTOR will provide written translation services from CONTRACTOR's place of business
during normal business days and hours, Monday-Friday from 7:30 am PST to 5:00 pm PST, and if
needed, during non-business days and hours.
3. CONTRACTOR will provide written translation services for all languages listed herein.
4. CONTRACTOR will translate documents from English into target languages and from source
languages into English.
Revised Exhibit A: Page 2 of 6
5. CONTRACTOR will ensure all translations are completed by a qualified translator, and will ensure
all documents are edited, proofread and vetted for accuracy, consistency, and localization.
6. All written translations will be completed within three (3) business days unless an alternate
timeframe is mutually agreed upon by CONTRACTOR and COUNTY or CONTRACTOR and IHSS PA.
7. CONTRACTOR will facilitate same-day translation services in emergent situations, such as
emergencies involving children, families, older adults or disabled persons, or natural disasters.
These and other unforeseen circumstances may require translations completed within four(4)
hours or a mutually agreed upon same-day deadline.
8. Documents in need of translation will be provided as electronic files submitted through
CONTRACTOR's online portal. CONTRACTOR will maintain integrity of document design and
layout, logos, images,terminology, and printing needs. CONTRACTOR will provide translated
documents as electronic files, and all translated documents will be submitted in the format
requested. CONTRACTOR will correct, at no additional charge, all translation errors or
misinterpretations identified by COUNTY or IHSS PA within three (3) month timeframe from the
document translation completion date, using the same turnaround time as the initial request.
CONTRACTOR will also provide, upon request, proofreading services for translated documents
currently in use by COUNTY or IHSS PA.
9. CONTRACTOR will maintain records documenting all translation requests, the requesting County
Department or IHSS PA, and the target and source languages translated. In the event a
translated document is damaged or lost by the requesting County Department or IHSS PA,
CONTRACTOR agrees to provide a replacement copy at no cost to COUNTY or IHSS PA for the
period of three (3) months from the document translation completion date. Document
translation records will be maintained in accordance with all Federal, State and County
requirements. Upon submittal by CONTRACTOR, all translated documents shall become sole
property of COUNTY or IHSS PA.
10. CONTRACTOR's monthly invoices will include the following information for each completed
document translation: language, number of words translated; number of pages proofread,
edited,formatted and/or scanned; and any additional work that was necessary to fulfill the
request.
11. CONTRACTOR will ensure 95%of translated documents are error free and require no revision by
COUNTY or IHSS PA.
12. CONTRACTOR will ensure 100% of translated documents are completed within the mutually
agreed-upon deadline.
Revised Exhibit A: Page 3 of 6
Telephonic/Video Remote Interpretation Services:
1. CONTRACTOR will provide telephonic/video remote interpretation services for the IHSS PA and
the COUNTY.
2. CONTRACTOR will provide telephonic/video remote interpretation services from CONTRACTOR's
place of business during normal business days and hours, Monday-Friday from 7:30 am PST to
5:00 pm PST, and if needed, during non-business days and hours.
3. CONTRACTOR will furnish all labor, materials, equipment, and services necessary to administer
dedicated toll-free telephone lines and video remote access capable of handling numerous
simultaneous calls for interpretation services.
4. Over-the-Phone-Interpretation (OPI): CONTRACTOR will answer all OPI incoming calls on
dedicated toll-free lines within thirty(30) seconds. CONTRACTOR will connect caller to the
appropriate language interpreter within sixty(60) seconds.
5. Video-Remote Interpretation (VRI): CONTRACTOR will answer all VRI incoming calls on dedicated
toll-free lines within thirty (30) seconds. CONTRACTOR will connect caller to the appropriate
language interpreter within ninety (90) seconds.
6. CONTRACTOR will provide telephonic/video remote interpretation services for all languages
listed herein.
7. CONTRACTOR's monthly invoices will include the following information for each completed
telephonic/video remote interpretation: language interpreted; assigned interpreter; COUNTY or
IHSS PA staff member; call connection time; call end time; and duration of telephonic
interpretation time.
8. CONTRACTOR will ensure 95% accuracy on all interpretations. Accuracy rate will be evaluated
monthly, at a minimum. CONTRACTOR will utilize its internal quality control procedures and
Service Alerts to collect and report monthly accuracy data as part of their monthly invoicing
process.
9. CONTRACTOR will ensure 95%of all OPI incoming calls are answered within thirty(30) seconds
and 90%connected to the appropriate language interpreter within sixty(60) seconds. Answer
and connection rate will be evaluated monthly, at a minimum. CONTRACTOR will collect and
report monthly answer and connection data as part of their monthly invoicing process.
10. CONTRACTOR will ensure 90%of all VRI incoming calls are answered within thirty(30) seconds
and connected to the appropriate language interpreter within ninety(90) seconds. Answer rate
Revised Exhibit A: Page 4 of 6
will be evaluated monthly, at a minimum. CONTRACTOR will collect and report monthly
connection data as part of their monthly invoicing process.
11. Contractor will provide annual Civil Rights training to their staff in the first quarter of every
calendar year and will provide relevant proof to DSS by April 1, for each year of the contract
year.
12. CONTRACTOR will participate in contract monitoring meetings on a quarterly basis, at a
minimum,with COUNTY or IHSS PA representatives to address service provision, information
sharing, and resolution of any issues or problems identified by COUNTY, IHSS PA or
CONTRACTOR. CONTRACTOR will be monitored in accordance with all applicable state and
federal funding regulations, including but not limited to 2 CFR, Part 200.
Revised Exhibit A:
Page 5 of 6
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Revised Exhibit B
Page 1 of 4
Translation Services
TRANSLATION
USD
RATE PER
Price Per Word
WORD OR • •
•
Armenian 0.17 0.26 0.21 0.21
Cambodian 0.14 0.21 0.18 0.18
Hmong 0.25 0.38 0.31 0.29
Lao 0.22 0.33 0.28 0.26
Punjabi 0.16 0.24 0.20 0.20
Spanish 0.12 0.18 0.15 0.16
Vietnamese 0.13 0.20 0.16 0.17
Cantonese 0.13 0.20 0.16 0.17
Mandarin 0.13 0.20 0.16 0.17
Russian 0.12 0.18 0.15 0.16
Tagalog 0.16 0.24 0.20 0.20
Albanian 0.16 0.24 0.20 0.20
Amharic 0.23 0.35 0.29 0.27
Arabic 0.13 0.20 0.16 0.17
Bengali 0.23 0.35 0.29 0.27
Burmese 0.19 0.29 0.24 0.23
Creole 0.23 0.35 0.29 0.27
Dari 0.19 0.29 0.24 0.23
Falam 0.22 0.33 0.28 0.26
Farsi 0.18 0.27 0.23 0.22
French 0.17 0.26 0.21 0.21
Fulani 0.23 0.35 0.29 0.27
Georgian 0.18 0.27 0.23 0.22
Haitian 0.19 0.29 0.24 0.23
Indonesian 0.15 0.23 0.19 0.19
K'iche 0.19 0.29 0.24 0.23
Kabyle 0.23 0.35 0.29 0.27
Kaqchil<el 0.18 0.27 0.23 0.22
Karen(both dialects) 0.25 0.38 0.31 0.29
Khmer 0.14 0.21 0.18 0.18
Malayalam 0.13 0.20 0.16 0.17
Mam 0.18 0.27 0.23 0.22
Mandingo 0.23 0.35 0.29 0.27
Nepali 0.15 0.23 0.19 0.19
Pashto 0.23 0.35 0.29 0.27
Portuguese 0.13 0.20 0.16 0.17
Q'eqchi' 0.18 0.27 0.23 0.22
Soninl<e 0.24 0.36 0.30 0.28
Swahili 0.20 0.30 0.25 0.24
Taj i I< 0.23 0.35 0.29 0.27
Revised Exhibit B
Page 2 of 4
USD TRANSLATION
Price Per Word
ENGLISH: RATE PER
••.OR • HOUR RUSH INVERSE
. • _. _ TRANSLATION
Tedim 0.23 0.35 0.29 0.27
Tigrinya 0.19 0.29 0.24 0.23
Ukrainian 0.13 0.20 0.16 0.17
Urdu 0.19 0.29 0.24 0.23
Uzbek 0.21 0.32 0.26 0.25
USD ••
Price Per Hour
RATE
4-8HOURRUSHEI 24HOURRUSH
PER HOUR CHARGE CHARGE TRANSLATION
All Languages 50.00 75.00 65.00 50.00
USD • ,
SERVICES
Price Per Hour
RATE -8
• •
LANGUAGES SERVI PER HOUI RUSH
iwL CHARGE CHARGE RUSH TRANSLA
Desktop Publishing 50.00 1 75.00 65.00 50.00
All Languages Quality Control 50.00 1 75.00 65.00 50.00
Project Management, 5%
Language minimum There is a minimum fee of$54 per language for
source language word counts under 250. This
minimum fee covers all aspects of the service,
including Project Management, Desktop
Publishing, and Quality Review."
Interpretation Services'
• • • • , USD
Price Per Minute
•Spanish 0.57
AOL 0.67
Flat Rate(All Languages) 0.62
Flat Rate(All Languages)' 0.60
VIDEO-REMOTE-INTERPRETATION ( USD
Price Per Minute
MIIIIIIIIII11il MINUTE
Spanish 1.29
AOL4 1.57
ASL 1.99
ULG Supports 125 Languages for Translation,additional pricing available upon request.
Applied to projects as a percentage of the overall project cost.
ULG Supports over200 Languages forinterpretation,additional pricing and languages available upon request.
AOL=All OtherLanguages.
If the County of Fresno canguarantee a Spanish volume of65%orabove,theratewoulddropto$0.60.
Revisd Exhibit B
Page 3 of 4
COUNTY and IHSS PA BUDGETAMOUNTS-Written Translation Services
Contract Term:July 1,2020 through June 30,2025
Total Not to Exceed Amount Per 12-Month Term:$747,969
Department of Social Services
Organization Federal/State Social Service Grants Intrafund Net County Cost Total
Number Revenues Realignment
56107001 $95,150 $10,657 $0 $0 $193 $106,000
IHSS Public Authorit
Organization Federal/State Social Service Grants Intrafund Net County Cost Total
Number Revenues Realignment
56117001 $1,336 $164 $0 $0 $0 $1,500
Department of Behavioral Health
Organization Managed Care Mental Health Grants Intrafund MHSA State Funds Total
Number Realignment
56302011 $ - $ 6,805 $ - $ - $ - $ 6,805
56302200 - 299 - - - 299
56302230 - 56 - - - 56
56302666 1,420 - - - - 1,420
56302999 - 62 - - - 62
56304792 - - - 646 646
56302081 - 7,829 - - 7,829
56302080 - 51 - - 51
56304710 - i - i - i 332 1 332
Total 1 $ 1,420 $ 7,222 1 $ 7,880 1 $ - $ 978 $ 17,500
Department of Public Health
Organization Federal/State Health Grants Intrafund Fees Total
Number Revenues Realignment
5620 $1,500 $1,000 $ $ $ $2,500
Department of Public Works and Planning
Organization Managed Care Mental Health Grants Intrafund Fees Total
Number Realignment
9140 $ $ $ $2,000 $ $2,000
9015 $ $ $ $1,000 $ $1,000
Total $ $ $ $ $ $3,000
Probation Department
Organization Managed Care Mental Health Grants Intrafund Net County Cost Total
Number I Realignment
34301$ $ $ Is 1 $400 $400
County Clerk/Registrar of Voters
Organization Managed Care Mental Health Grants Intrafund Net County Cost Total
Number Realignment
285001001$ $ 1$ $ $5,000 $5,000
Department of Agriculture
Organization Managed Care Mental Health Grants Intrafund Net County Cost Total
Number Realignment
40101014 $2,500 $0 $0 $0 $0 $2,500
Revised Exhibit B
Page 4of4
COUNTY and IHSS PA BUDGET AMOUNTS-Telephonic/Video Remote Interpretation Services
Contract Term:July 1,2020 through June 30,2025
Total Not to Exceed Amount Per 12-Month Term:$747,969
Department of Social Services
Organization Federal/State Social Service
Grants Intrafund Net County Cost Total
Number Revenues Realignment
56107001 $462,435 $71,805 $0 $0 $4,029 $538,269
IHSS Public Authority
Organization Federal/State Social Service
Number Revenues Realignment Grants Intrafund Net County Cost Total
5611 $1,800 $0 $0 1 $0 $0 $1,800
Department of Behavioral Health
Organization Mental Health
Number Managed Care Realignment Grants Intrafund MHSA State Funds Total
56300010 $ $ - $ - $ 80 $ - $ 80
56302010 4,047 - - 4,047
56302011 - 2,163 - - - 2,163
56302100 30 ( - - - 30
56302110 18 - - 18
56302111 109 - - 109
56302156 - 14 - - 14
56302200 20 - - 20
56302230 3,071 - - - 3,071
56302246 - 882 - - 882
56302666 435 - - - 435
56302820 - 275 275
56302830 40 40
56302920 - 894 894
56302999 - 227 ( - 227
56304311 - - f 89 89
56304312 - 68 68
56304315 - 2,733 2,733
56304316 - ( 859 859
56304622 - - ( 620 620
56302240 - 693 - 693
56304761 - - - 135 135
Total i $ 435 $ 12,482 1 $ - $ 80 $ 4,503 $ 17,500
Department of Public Health
Organization Federal/State Health
N Grants Intrafund Fees Total
Number Revenues Realignment
5620 $40,000 $4,500 $0 $0 $0 $44,500
County Clerk/Registrar of Voters
Organization Federal/State Health I
Number Revenues Realignment Grants Intrafund Net County Cost Total
28500100 $0 $0 1 $0 $0 $5,000 $5,000
Department of Agriculture
Organization Federal/State Health
Grants Intrafund Net County Cost Total
Number Revenues Realignment
40101014 $2,500 $0 $0 $0 $0 $2,500