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HomeMy WebLinkAboutUnited Language Group LLC-Translation and Interpretation Services_A-25-316 A-20-240 A-24-504.pdf CO(j� County of Fresno Hall of Records,Room 301 2281 Tulare Street n Fresno,California Board of Supervisors 93721-2198 O 1856 O Telephone:(559)600-3529 FRE`' Minute Order Toll Free:1-800-742-1011 www.fresnocountyca.gov June 24, 2025 Present: 5- Vice Chairman Garry Bredefeld, Supervisor Luis Chavez, Supervisor Nathan Magsig, Chairman Buddy Mendes,and Supervisor Brian Pacheco Agenda No. 79. Social Services File ID:25-0296 Re: Sitting as the Fresno County Board of Supervisors and as the In-Home Supportive Services Public Authority Governing Board:Approve and authorize the Chairman to execute a Second Amendment to Agreement 24-504 with United Language Group, LLC, retroactive to the original agreement's effective date of July 1,2020,for translation and interpretation services,to revise the name from United Language Group, Inc.to United Language Group, LLC,extend the term of the contract by six months from July 1,2025,through December 31,2025,and increase the maximum compensation by $263,700 to a total of$4,003,545 APPROVED AS RECOMMENDED Ayes: 5- Bredefeld, Chavez,Magsig, Mendes, and Pacheco Agreement No.25-316 County of Fresno Page 83 co (5; Board Agenda Item 79 O 1$56 O FRti`) DATE: June 24, 2025 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, David Tan, Executive Director, In-Home Supportive Services Public Authority SUBJECT: Retroactive Second Amendment to Agreement 24-504 with United Language Group for Translation and Interpretation Services RECOMMENDED ACTION(S): Sitting as the Fresno County Board of Supervisors: Approve and authorize the Chairman to execute a Second Amendment to Agreement 24-504 with United Language Group, LLC, retroactive to the original agreement's effective date of July 1, 2020, for translation and interpretation services,to revise the name from United Language Group, Inc.to United Language Group, LLC, extend the term of the contract by six months from July 1,2025, through December 31,2025, and increase the maximum compensation by$263,700 to a total of $4,003,545. Sitting as the In-Home Supportive Services Public Authority Governing Board: Approve and authorize the Chairman to execute a Second Amendment to Agreement 24-504 with United Language Group, LLC, retroactive to the original agreement's effective date of July 1, 2020, for translation and interpretation services,to revise the name from United Language Group, Inc.to United Language Group, LLC,extend the term of the contract by six months from July 1,2025, through December 31, 2025, and increase the maximum compensation by$263,700 to a total of $4,003,545. There is no Net County Cost associated with the recommended actions.At the request of the vendor, the name United Language Group, Inc.will be revised to United Language Group, LLC. effective as of May 13, 2025.Additionally, the Departments in this Agreement have been collaborating with the County's General Services Department-Purchasing staff to issue a Request for Proposal (RFP)to renew translation and interpretation services under a new contract.The RFP process is still ongoing, so the term of the Agreement would be extended, and the maximum compensation would increase to allow the Departments to continue providing Limited English Proficiency(LEP)clients with interpretation and translation services while the RFP process is finalized.To provide further flexibility, during this time of transition, Departments would be given the ability to rollover unspent funds from previous fiscal years to allow cost savings. This item is countywide. County of Fresno Page 1 File Number.25-0296 File Number.25-0296 ALTERNATIVE ACTION(S): There are no viable alternative actions. Should your board not approve the recommended actions, it will result in a lapse in translation and interpretation services for LEP clients. Such an action will put the Departments in this Agreement out of compliance with mandated access to government services. RETROACTIVE AGREEMENT: The recommended amendment is retroactive to July 1, 2020, because it adds language to the Agreement allowing Departments to combine the annual allocation budgets for written translation and telephonic/video remote interpreting into a single budget and enables the Departments to rollover any unspent funds from their annual allocation to the next fiscal year.As a result, the additional allocations requested by the Departments for the six(6) month extension may not have to be fully utilized during the transition period necessary to select a new vendor. FISCAL IMPACT: There is no increase in Net County Cost associated with the recommended actions. If approved,the maximum cost($4,003,545)of the Agreement will be offset with State and Federal funds, Mental Health, Public Health and Social Services Realignment, Mental Health Services funds, Grants and Fees, and budgeted Net County Cost. Sufficient appropriations and estimated revenues are included in the FY 2025-26 Recommended Budget for the participating Departments and will be included in subsequent budget requests. Allocation Being Added by Department: Social Services $218,879 IHSS Public Authority $1,212 Probation $200 Public Health $16,500 Public Works & Planning $1,000 Agriculture $1,000 County Clerk/Registrar of Voters $5,000 Behavioral Health $20,000 Total $263,700 DISCUSSION: Fresno County has a significant LEP population that it serves. The County is required by government mandates to provide LEP clients with access to public services.To ensure efficient and effective communication between County employees, contracted providers, and LEP clients, services from qualified translators and interpreters are needed. On June 23, 2020, the Board approved Agreement No. 20-240 with United Language Group, Inc.for written translation and telephonic/video remote interpretation services. The Agreement was made with the following County Departments: Social Services, Public Health, Behavioral Health, County Clerk/Registrar of Voters, Probation, Public Works and Planning,Agriculture, and the IHSS Public Authority.These Departments use written translation and telephonic interpretation to provide individuals with LEP support services and comply with the Civil Rights Act of 1964 and Executive Order 13166. This Agreement will expire on June 30, 2025. In March 2025, the Departments began collaborating with Purchasing to issue a Request for Proposal (RFP) for translation and interpretation services and is still going through the process. Therefore, to avoid a County of Fresno Page 2 File Number.25-0296 File Number:25-0296 disruption in services, the Departments are requesting an extension of the existing Agreement. By extending the term of the current Agreement by six(6) months, this will allow sufficient time to release the RFP and select a vendor to provide translation and interpretation services. The recommended amendment seeks to increase the maximum compensation amount of the Agreement by$263,700 to a total of$4,003,545 for this six(6) month extension. It was determined by the Departments that to minimize the allocation amounts added to this amendment, having the flexibility to rollover unspent funds from previous fiscal years to the current fiscal year would provide the most cost savings. For this to be feasible, the written translation budget and the telephonic/video remote interpretation budget need to be combined into one annual budget.This would also need to be implemented retroactively to the start date of the Agreement, July 1, 2020. The recommended amendment adds language giving the Departments the ability to do so. The recommended amendment will ensure services are provided timely to LEP individuals by allowing the Departments to continue to utilize United Language Group, LLC. services as needed while the RFP process is finalized. Furthermore, should a new vendor be awarded the contract,the additional six(6)months of services will allow for a transition period from the previous provider to the new vendor without disruption to client services.All provisions, terms, and conditions contained in this Agreement not amended shall remain unchanged and in full force and effect. REFERENCE MATERIAL: BAI#66, September 10, 2024 BAI#40, June 23, 2020 ATTACHMENTS INCLUDED AND/OR ON FILE: On file with Clerk-Second Amendment to Agreement 24-504 ULG CAO ANALYST: Ronald Alexander County of Fresno Page 3 File Number.25-0296 Agreement No.25-316 1 SECOND AMENDMENT TO AGREEMENT 2 This Amendment to Service Agreement ("Second Amendment"), is made and entered into this 3 24'h day of June 2025, by and between the COUNTY OF FRESNO, a 4 political subdivision of the State of California, hereinafter referred to as "COUNTY,"the Fresno 5 County In-Home Supportive Services Public Authority, a corporate public body ("IHSS PK) and 6 United Language Group, LLC, a Minnesota based for-profit corporation, who is hereinafter referred to 7 as "CONTRACTOR." 8 Recitals 9 A. On July 1, 2020, the County Departments of Social Services, Public Health, Behavioral 10 Health, County Clerk/Registrar of Voters, Probation, Public Works and Planning, Agriculture and 11 IHSS PA, collectively referred to as"COUNTY", entered into that certain Agreement, identified as 12 COUNTY Agreement No. A-20-240, COUNTY's First Amendment, effective September 10, 2024, 13 hereinafter referred to collectively as COUNTY's Agreement No. A-24-504, whereby the 14 CONTRACTOR agreed to provide written translation services and telephonic interpretation services 15 for employees and clients who seek services from the COUNTY and IHSS PA. 16 B. On September 10, 2024, the parties identified the need to amend the Agreement, currently 17 referred to as A-24-504, to update the CONTRACTOR'S address and add a minimum fee of Fifty- 18 Four Dollars ($54) for written translation services with a word count of 250 words or less. 19 C. Due to a recent change, the parties now desire to update the CONTRACTOR's name to 20 United Language Group, LLC. 21 D. The COUNTY has been collaborating with the Purchasing Department to issue a Request 22 for Proposal for Written Translation as well as Telephonic and Video Remote Interpretation services. 23 As a result, the COUNTY and the CONTRACTOR desire to extend the Agreement term to continue to 24 provide these services during the RFP process. 25 E. The parties therefore agree to amend the Agreement as follows: 26 1. The CONTRACTOR, United Language Group, Inc. shall now be referred to as United 27 Language Group, LLC. and is effective as of May 13, 2025. 28 2. Extend the current term by six (6) months to ensure that translation and interpretation - 1 - COUNTY OF FJU]'SNO Fresno,CA 1 services remain uninterrupted and increase the maximum compensation. 2 3. That the existing COUNTY Agreement No. A-24-504, Page One (1), Section One (1), 3 Line Five (5) in reference to the CONTRACTOR'S name shall be deleted and replaced with "United 4 Language Group, LLC". 5 4. That the existing COUNTY Agreement No. A-24-504, Page Two (2), beginning with 6 Line Ten (10), and ending on Line Eighteen (18), shall be deleted in its entirety and replaced with the 7 following: 8 "2. TERM The term of this Agreement shall commence on July 1, 2020, through and 9 including December 31, 2025." 10 5. That the existing COUNTY Agreement No. A-24-504, Page Three (3), Section Four(4) 11 beginning with Line Twenty-Three (23), through Page Four(4) Line Five (5) shall be deleted in its 12 entirety and replaced with the following: 13 "4. COMPENSATION For actual services provided as identified in the terms and -14 conditions of this Agreement, COUTNY and IHSS PA agree to pay CONTRACTOR and 15 CONTRACTOR agrees to receive compensation in accordance with Updated Revised Exhibit B, 16 and in no event shall compensation for services performed under this Agreement be in excess of 17 Four Million Three Thousand Five Hundred Forty-Five Dollars ($4,003,545). 18 In no event shall compensation for services performed under this Agreement be in 19 excess of Seven Hundred Forty-Seven Thousand Nine Hundred Sixty-Nine Dollars ($747,969) for 20 each twelve (12) month period (July 1, 2020 to June 30, 2021, July 1, 2021 to June 30, 2022, and 21 July 1, 2022 to June 30, 2023). Should the term of this Agreement be extended for one (1) or two 22 (2) additional years, in no event shall compensation for services performed under this Agreement 23 be in excess of Seven Hundred Forty-Seven Thousand Nine Hundred Sixty-Nine Dollars 24 ($747,969) for each twelve (12) month period (July 1, 2023 to June 30, 2024 or July 1, 2024 to 25 June 30, 2025). Should the term of the Agreement be extended by six(6) months, in no event 26 shall compensation for services performed be in excess of Two Hundred Sixty-Three Thousand 27 Seven Hundred Dollars ($263,700). The cumulative total of the Agreement shall not be in excess 28 of Four Million Three Thousand Five Hundred Forty-Five Dollars ($4,003,545). - 2 - COUNTS"OF PRHSNO 1 In the event the maximum compensation amount in any individual fiscal year as noted 2 above, is not fully expended, said remaining unspent funding amounts shall rollover to each 3 subsequent fiscal year's established compensation." 4 6. That all references in existing COUNTY Agreement No. A-24-504 to "Revised Exhibit B" 5 shall be changed to read "Updated Revised Exhibit B,"where appropriate, which is attached 6 hereto and incorporated herein by this reference. 7 7. COUNTY and CONTRACTOR agree that this Second Amendment is sufficient to amend 8 Agreement No. A-24-504 and, that upon execution of this Second Amendment, the original 9 Agreement, First Amendment and this Second Amendment, shall together be considered the 10 Agreement. 11 8. The CONTRACTOR represents and warrants to the COUNTY that: 12 a) The CONTRACTOR is duly authorized and empowered to sign and perform its 13 obligations under this Amendment. 14 b). The individual signing the Amendment on behalf of the CONTRACTOR is duly 15 authorized to do so and his or her signature on the Amendment legally binds the 16 CONTRACTOR to the terms of this Amendment. 17 9. The Agreement, as hereby amended, is ratified and continued. All provisions, terms, 18 covenants, conditions and promises contained in this Agreement not amended herein shall remain in 19 full force and effect. This Second Amendment shall become effective upon execution on the day first 20 written hereinabove. 21 (SIGNATURE PAGE FOLLOWS) 22 23 24 25 26 Ill 27 /// 28 3 — COUNT-"01`F1U;SN0 Fresno,CA I The parties are signing this Second Amendment on the date stated in the introductory clause. 2 3 4 CONTRACTOR: COUNTY OF FRESNO UNITED LANGUAGE GROUP, LLC Chairman of the Board, or President, or any Ernest Buddy Me des, Chairman of the 7 Vice President Board of Supervisors of the County of Fresno 8 9 1550 Utica Avenue South ATTEST: 10 Minneapolis, MN 55416 Bernice Seidel Clerk of the Board of Supervisors 12 By: 13 Deputy 14 For accounting use only: 15 Organization: 56107001 16 Account: 7870 Fund: 0001 17 Subclass: 10000 18 Organization: 5611 19 Account: 7295 20 Fund: 0001 Subclass: 10000 21 22 23 24 25 26 27 28 4 _ COUNTY OF FRCSNO Fresno,CA Exhibit B Page 1 of 4 ei ULG Rate Sheet Translation Services' USD � TRANSLATION Price Per Word PER WORD ORHOUR RUSH INVERSE > 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 C 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 0.24 023 Creole 0.23 0.35 0.29 027 Dari 0.19 0.29 0.24 0.23 Falam 0.22 0.33 0.28 0.26 Fa rs i 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 Kab le 0.23 0.35 0.29 0.27 Kaqchikel 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 Mandin o 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'egchi' 0.18 0.27 0.23 0.22 Soninke 0.24 0.36 0.30 0.28 Swahili 0.20 0.30 0.25 0.24 Taiik 023 0.35 0.29 0.27 ULG Supports 125Languages for Translafion,additional pricing available upon request 1600 Utica Avenue South,Minneapolis NIN,55416 1 USA +1 855-7UNITED unitedlanguagegroup com Exhibit B Page 2 of 4 0 USD TRANSLATION C Price Per Word +(eju. iRATE PER WORD OR 4-8 HOUR RUSH 24 HOUR tli±7lfo I�aV'Ic�_UY rcjASIAN CHARACTER CHARGE CHARGE 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 „PROOFREAD 1 ITIN G • Price Per Hour °e.i • • FLANGUAGES =ie I hI, CHARGE CHARGE TIRANSIATION All Languages 50.00 75.00 65.00 50.00 • USD OTHER SERVICES Price PerHour • RATE 8 HOUR 24HOUR NGUAG SERVICE* PER HOUR CRUSH RUSH TRANSLA- I TION RATE Desktop Publishing 50.00 75.00 65.00 50.00 All Languages Quality Control 50.00 75.00 65.00 50.00 Project Management' 5% Interpretation ServiceS3 •VER-THE-PHONE-INTERPRETATION (• ' USD Price Per Minute iUnif�C���l��l��i� �+�lll.�ll nit ©' li±i111�Ju_hp Spanish 0.57 AOP, 0.67 Flat Rate All Languages) 0.62 Flat Rate All Languages)s 0.60 1 • MOTE- RP RETATION (VRI) USD Price Per Minute Spanish 1.29 AOL' 1.57 AS L 1.99 2 Applied to projects as a percentage of the overall project cost 3 ULG Supports over200 Languages for Interpretation,additional pricingand languages available upon request I AOL=All OtherLanguages. 'If the County of Fresno can guarantee Spanish volume of65%orabove,the rate would drop to$0.60. 1600 Utica Avenue South, Minneapolis MN,55416 1 USA +1 855-7UNITED unitedlanguagegroup.com Updated Revised Exhibit B Page 3 COUNTY AND IHSS PA BUDGET AMOUNTS- Written Translation and Telephonic/Video Remote Interpretation Services Contract Term July 1.2020 through June 30,2025 Total Maximum Not To Exceed Amount Per 12-Month Term:$747,969 Department of Social Services Department of Public Health Organization Number Total Organization Number Total 56107001 $ 644,269.00 5620 $ 47,000.00 IHSS Public Authority Department of Public Works&Planning Organization Number Total Organization Number Total 5611 $ 3,300.00 9140 Department of Behaviorial Health 9015 $ 3,000.00 Organization Number Total 7205 56300010 Probation Department 56302010 Organization Number Total 56302011 3430 $ 400.00 56302080 County Clerk/Registrar of Voters Department 56302081 Organization Number I Total 56302100 28500100 $ 10,000.00 56302110 Department of Agriculture 56302111 Organization Number I Total 56302156 40101014 $ 5,000.00 56302200 56302230 56302246 56302666 56302820 56302830 56302920 56302999 56304311 56304312 56304315 56304316 56304622 56302240 56304710 56304761 56304792 $ 35,000,00 Updated Revised Exhibit B Page 4 COUNTY and IHSS PA BUDGET AMOUNTS- Written Translation and Telephonic/Video Remote Interpretation Services Contract Term July 1,2025 through December 31,2025 Total Maximum Not To Exceed$263,700 Department of Social Services Department of Public Health Organization NumberLl Total Organization Number Total 56107001 $ 218,879.00 5620 $ 16,500.00 IHSS Public Authority Department of Public Works&Planning Organization Number Total Organization Number Total 5611 $ 1,121.00 1 9140 Department of Behaviorial Health 9015 $ 1,000.00 Organization Number Total 7205 56300010 Probation Department 56302010 Organization Number Total 56302011 3430 $ 200.00 56302080 County Clerk/Registrar of Voters Department 56302081 Organization Number I Total 56302100 28500100 $ 5,000.00 56302110 Department of Agriculture 56302111 Organization Number I Total 56302156 40101014 $ 1,000.00 56302200 56302230 56302246 56302666 56302820 56302830 56302920 56302999 56304311 56304312 56304315 56304316 56304622 56302240 56304710 56304761 56304792 $ 20,000.00