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Home My WebLink About22B - SPEC TRANSLATION SERVICESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: SEPTEMBER 3, 2019 TITLE: APPROVED AWARD A BLANKET ORDER ❑ As Recommended CONTRACT IN THE AMOUNT NOT [I El ElOOrdinance on Reading TO EXCEED $240 120 TO CESAR Ordinance on ° Reading ❑2n VARGAS AND ASSOCIATES FOR ❑ Implementing Resolution TRANSLATION SERVICES ❑ Set Public Hearing For (SPECIFICATION NO. 19-086) (STRATEGIC PLAN NO. 5, 1) CONTINUED TO FILE NUMBER CI ANAGER RECOMMENDED ACTION Award a blanket order contract to Cesar Vargas and Associates for translation services for a one- year period beginning September 3, 2019, and expiring on September 2, 2020 in an amount not to exceed $63,780 for the first year, with provisions for three one-year renewals exercisable by the City Manager, in an annual amount not to exceed $58,780, for a total amount not to exceed $240,120, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION Since 2005, the City has contracted with Cesar Vargas and Associates for translation services for various meetings including but not limited to: City Council meetings and for translation of other City Council related materials, including the Five -Year Strategic Plan, Sunshine and Sanctuary Ordinances along with other community outreach meeting and notifications. On June 20, 2017, the Clerk of the Council has entered into a separate agreement with Cesar Vargas and Associates to provide interpretation and translation services for City Council meetings, election -related materials in various languages per legal requirements, and translation of flyers in various languages per legal requirements. Oral Translations Translation services are utilized throughout the city for use in various platforms. Oral translation services are provided at all public meetings including but not limited to the following: • City Council • Santa Ana Police Department Public Safety • Code Enforcement • Neighborhood Empowerment Council Committee • Economic Development 22B-1 Award Contract for Translation Services September 3, 2019 Page 2 • Economic Development, Infrastructure, Budget and Technology Council Committee • Measure X Oversight Meetings • Housing Authority • Successor Agency Written Translation Services are also utilized to translate election -related materials, legal publications, PowerPoint presentations, Question & Answer translations for various meetings including Community Budget Hearings held annually, and citywide outreach efforts. Furthermore, the Community Development Agency may also utilize translation services for programs funded by the federal government that must comply with Limited English Proficiency requirements. Written translation services are also necessary for public notices such as the translation of water related flyers, pass through and 218 type notices into both Spanish & Vietnamese provided by the Public Works Water Resources Division. The Human Resources Department requires the written translation of various documents that are distributed to the workforce and the community such as policies and the Volunteer Handbook. Additionally, Treasury & Customer Services uses translation and interpretation services for the following divisions: Municipal Utilities, Business Tax, Dog License, and Treasury services. These divisions require translation and interpretation services of applications, forms, flyers, inserts, notices, and web publications. SB998 (new restrictions on residential water services) was approved by the State and will go into effect next year; many Municipal Utility forms will need to be updated and translated as well. Providing information to the community in various languages is necessary and ensures that information is relayed and made available to the diverse population within the City of Santa Ana. The consultant has agreed to maintain the current rate for the next three years, which has not been increased since 2014. The current rate of $95.00 per hour continues to be very competitive and will allow for continuity of institutional knowledge by Dr. Vargas and his professional team of translators. Staff recommends that the City continue with current provider who has performed with a high degree of professionalism for the past 14 years. STRATEGIC PLAN ALIGNMENT Approval of this agreement allows us to meet Goal # 5. Community Health, Livability, Engagement & Sustainability, Priority # 1, Establish a comprehensive community engagement initiative to expand access to information and create opportunities for stakeholders to play an active role in discussing public policy and setting priorities. FISCAL IMPACT Funds in the amount of $53,147 will be available for FY 2019-20 as follows 22B-2 Award Contract for Translation Services September 3, 2019 Page 3 Fiscal Year Accounting Fund Account Unit, Amount Unit- Account# Description Account Description FY 2019-20 01110100-62300 General Fund Fin/Mgmt Svs — Management & Su t $12,500 Treasury & Customer FY 2019-20 01110130-62300 General Fund Service; Contract $12,500 Services -Professional Housing Housing Authority- FY 2019-20 14018760-62300 Authority- Voucher Admin $4,166 Voucher Admin Community Community FY 2019-20 13518780-62300 Dev Block Development Admin $2,083 Grant FY 2019-20 13018780-62300 Home Program Federal Grant- Home $2,083 Federal Grant Program FY 2019-20 01109050-62300 General Fund Human Resources $8,333 Services FY 2019-20 06017645-62300 Water Revenue Water Admin/Engineering $4,166 FY 2019-20 10117601-62300 Admin Services Public Works- Admin $2,500 Services FY 2019-20 01103010-62300 General Fund City Manager $2,083 Office of the Chief of FY 2019-20 01114400-62300 Police Police — Contract $2,733 Department Services Professional Total $63,147 Funds in the amount of $58,780 each year, for FY 2020-21, FY 2021-22 & FY 2022-23 will be included in the proposed budgets as appropriate. Fiscal Year Accounting Fund Account Unit, Amount Unit- Account# Description Account Description ANNUAL 01110100-62300 General Fund Fin/Mgmt Svs — $15,000 Management & Su t Treasury & Customer ANNUAL 01110130-62300 General Fund Service; Contract $15,000 Services -Professional Housing Housing Authority - ANNUAL 14018760-62300 Authority Voucher Admin $5,000 Voucher Admin ANNUAL 13518780-62300 Community Dev Community $2,500 Block Grant Development Admin 22B-3 Award Contract for Translation Services September 3, 2019 Page 4 ANNUAL 13018780-62300 Home Program Federal Grant- Home $2,500 Federal Grant Program ANNUAL 01109050-62300 General Fund Human Resources Services $5,000 ANNUAL 06017645-62300 Water Revenue Water Admin/Engineering $5,000 ANNUAL 10117601-62300 Admin Services Public Works- Admin $3,000 Services ANNUAL 01103010-62300 General Fund City Manager $2,500 Office of the Chief of ANNUAL 01114400-62300 Police Police — Contract $3,280 Department Services Professional Total $58,780 The remaining amount of $10,633 will be budgeted and made available for FY 2023-24 will be included in the proposed budget as follows: Fiscal Year Accounting Fund Account Unit, Amount Unit- Account# Description Account Description FY 2023-24 01110100-62300 General Fund Fin/Mgmt Svs — $2,500 Management & Su t Treasury & Customer FY 2023-24 01110130-62300 General Fund Service; Contract $2,500 Services -Professional Housing Housing Authority- FY 2023-24 14018760-62300 Authority- Voucher Admin $833 Voucher Admin Community Dev Community FY 2023-24 13518780-62300 Block Grant Development $416 Administration FY 2023-24 13018780-62300 Home Program Federal Grant- Home $416 Federal Grant Program FY 2023-24 01109050-62300 General Fund Human Resources $1,666 Services FY 2023-24 06017645-62300 Water Revenue Water $836 Admin/Engineering FY 2023-24 10117601-62300 Admin Services Public Works- Admin $503 Services FY 2023-24 01103010-62300 General Fund City Manager $416 Office of the Chief of FY 2023-24 01114400-62300 Police Police — Contract $547 Department Services Professional Total $10,633 22B-4 Award Contract for Translation Services September 3, 2019 Page 5 a entin Chief of Police Santa Ana Police Department APPROVED AS TO FUNDS AND ACCOUNTS: Director svv' Finance 4nd Management Services Agency tff Steven Mendoza Steven P m Executive Director Executive irectoi Development Agency Executi a Director Public Works Agency Human Resources Department 22B-5 r- •.