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Home My WebLink AboutItem 10 - Agreements with Accent on Languages, Inc., Mente, Inc. dba Cesar Vargas and Assoc.Finance and Management Services www.santa-ana.org/finance Item # 10 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report October 1, 2024 TOPIC: Citywide Translation and Interpretation Services AGENDA TITLE Agreements with Accent on Languages, Inc., Mente, Inc. dba Cesar Vargas and Associates, Continental Interpreting Services, Inc., and Interpreters Unlimited, Inc. for Citywide Translation and Interpretation Services (Specification No. 24-022A) (General Fund and Non -General Fund) RECOMMENDED ACTION Authorize the City Manager to execute aggregate agreements with Accent on Languages, Inc., Mente, Inc. dba Cesar Vargas and Associates, Continental Interpreting Services, Inc., and Interpreters Unlimited, Inc. to provide citywide translation and interpretation services for a term beginning October 01, 2024 and expiring September 30, 2027, with provisions for two, one-year extensions, in an aggregate amount not to exceed $1,290,000 (Core Agreement No. A-2024-XXX). Vendor Location Accent on Languages, Inc. Berkeley, CA Cesar Vargas and Associates Orange, CA Continental Interpreting Services, Inc. Brea, CA Interpreters Unlimited, Inc. San Diego, CA GOVERNMENT CODE 484308 APPLIES: Yes DISCUSSION The Purchasing Division establishes annual citywide contracts with vendors that provide goods and services required by multiple City departments and agencies on a recurring basis. The City currently provides on -site and remote translation and interpretation services for residents who are English language learners and or non-English speaking, and residents who are deaf and or hard of hearing at City Council meetings, customer counter service at City Hall, other various sites, live phone calls, community meetings, and special events on an as -needed basis. Citywide Translation and Interpretation Services October 1, 2024 Page 2 Request for Proposals (RFP) No. 24-022A was issued on February 22, 2024 on the City's online bid management and publication system. A summary of vendor participation and results is as follows: 185 Vendors notified 16 Santa Ana vendors notified 59 Vendors downloaded the RFP packet 16 Proposals received 0 Proposals received from Santa Ana vendors Proposals were solicited, opened on March 21, 2024, and evaluated. Sixteen proposals were submitted by the RFP deadline and 15 proposals were determined to be responsive to the specifications and met the City's requirements. The proposal submitted by Multilingual Technologies, Inc. was deemed non -responsive as they did not submit all required documents by the RFP, and did not meet RFP specifications. An evaluation committee reviewed and rated the proposals according to the criteria listed in the RFP, and the following summarizes the responding firms and their rankings: Firm Location Rank Interpreters Unlimited, Inc. San Diego, CA 1 Continental Interpreting Services, Inc. Brea, CA 2 Cesar Vargas and Associates Orange CA 3 Accent on Languages, Inc. Berkeley, CA 4 Effectiff, LLC Fort Lauderdale, FL 5 Homeland Language Services Oxnard, CA 6 Pro io LS, LLC Overland Park, KS 7 Language Line Services, Inc. Monterrey, CA 8 Global Language Solutions, LLC Philadelphia, PA 9 911 Interpreters, Inc. Chicago, IL 10 PLGS, LLC Arlington, VA 11 Flix Translations Group, LLC Miami, FL 12 Officemotive Williston, SC 13 The Translation House Sun Valley, CA 14 Universal Technical Translation Houston, TX 15 In accordance with the RFP criteria, Staff evaluated proposals and determined that Interpreters Unlimited, Inc., Continental Interpreting Services, Inc., Mente, Inc. dba Cesar Vargas and Associates, and Accent on Languages, Inc. best met the City's specifications, demonstrated vast experience working with public agencies, and the capacity to provide translation and interpretation services on -site and remotely to various City Departments. Therefore, staff recommends awarding agreements with Interpreters Unlimited, Inc. (Exhibit 1), Continental Interpreting Services, Inc. (Exhibit 2), Cesar Vargas and Associates (Exhibit 3), and Accent on Languages, Inc. (Exhibit 4) to ensure sufficient resources are available for all using departments. Citywide Translation and Interpretation Services October 1, 2024 Page 3 ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funding is available in the FY 2024-25 budget for an estimated amount of $258,000 in the following amount distributions by accounts. Future fiscal year funding for a total aggregate amount not to exceed $1,290,000 will be included in the proposed budgets for City Council consideration. Department / Division Accounting Unit- Account Amount CDA — Community Development Housing Division 14018760-62300 $10,000 CDA — Community Development Housing Division 41718820-62300 $2,500 CDA — Economic Development Division 01118810-62300 $1,000 CDA — Rent Stabilization Division 18518700-62300 $12,500 CMO — City Manager's Office 01103010-62300 $15,000 COTC — Clerk of the Council Administrative Services Division 01107031-62300 $50,000 FMSA — Finance and Management Services Treasury and Customer Service Division 01110130-63001 $2,250 LIB — Santa Ana Libra Various Departmental no.62300 $5,000 PBA —Administration Services Division 01116500-62300 $5,000 PBA — NIES Program Division 01116560-62300 $10,000 PBA — Code Enforcement Division 01116540-62300 $10,000 PBA — Planning Division 01116510-62300 $40,000 PBA — Enforcement Services Division 01216010-62300 $10,000 PRCS — Park Recreation and Community Services Division 01113230-62300 $5,000 PWA — Administrative Services Division 10117601-62300 $3,000 PWA — Administrative Services Division, Refuse Collection 06917640-62300 $2,000 PWA — CIP Engineering Services Division 08617613-62300 $5,000 PWA — Construction Engineering Services Division 01117611-62300 $5,000 PWA — Environment -Sanitation Services Division 06817640-62300 $2,000 PWA — FED Clean Water Protection Services Division 05717640-62300 $10,000 PWA — Maintenance Services Division, Tree Service 06817643-62300 $2,000 PWA— Park Maintenance Services Division 01117651-62300 $1,000 PWA— Roadway Cleaning Services Division 06817641-62300 $2,000 Citywide Translation and Interpretation Services October 1, 2024 Page 4 PWA — Sanitation Services Division, Sewer Service 05617640-62300 $5,000 PWA — Traffic -Transportation Services Division 01117620-62300 $1,500 PWA — Water Administration -Engineering Services Division 06017645-62300 $5,000 SAPD — Jail Inmate Welfare Fund 02314475-62300 $3,000 Various Citywide Departments & Divisions Various departmental no. 62300 $33,250 Total $258,000 EXHIBIT(S) 1. Agreement with Interpreters Unlimited, Inc. 2. Agreement with Continental Interpreting Services, Inc. 3. Agreement with Cesar Vargas and Associates 4. Agreement with Accent on Languages, Inc. Submitted By: Kathryn Downs, Finance and Management Services Agency Executive Director Approved By: Alvaro Nunez, City Manager EXHIBIT 1 CONSULTANT AGREEMENT BEWTEEN INTERPRETERS UNLIMITED, INC. AND THE CITY OF SANTA ANA FOR TRANSLATION AND INTERPRETATION SERVICES THIS AGREEMENT is made and entered into on this 1st day of October, 2024, by and between Interpreters Unlimited, Inc., a California corporation ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On February 22, 2024, the City issued Request for Proposal ("RFP") No. 24-022A seeking to retain a consultant having special skill and knowledge in the field of translation and interpretation services for the City's Finance and Management Services Department. B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide such services described in the Scope of Work that was included in RFP No. 24-022A. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described in the "Scope of Services," attached hereto and incorporated herein by reference as Exhibit A, and as further described in "Consultant's Proposal," attached hereto and incorporated herein by reference as Exhibit B. 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Consultant under this Agreement. Consultant shall be paid only for actual services performed under this Agreement at the rates and charges identified in "Consultant's Fee Proposal," attached hereto and incorporated herein by this reference as Exhibit C. Consultant is one of four (4) separate consultants selected to provide services on an on - call basis under RFP 24-022A. The total compensation for services provided by all consultants selected under RFP 24-022A shall not exceed the shared aggregate amount of $1,290,000.00 during the term of this Agreement, including any extension periods, as set forth in Section 3, below. Page 1 of 9 b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Consultant agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Consultant agrees to execute the City's standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Consultant's account(s) with financial institutions. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on October 1, 2024 and terminate on September 30, 2027, with the option for the City to grant up to two (2), one (1) year extensions, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. Page 2 of 9 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require any subcontractors to obtain and maintain insurance as described below for the entire Term of this Agreement against claims for injuries to persons or damage to property which may arise from or in connection with services, products and materials supplied to City. Total cost of such insurance shall be borne by Consultant. Minimum Scope and Limit of Insurance. • Commercial General Liability (CGL): Insurance Services Office Form CG 00 01covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. Required policy limits can be met with primary and umbrella/excess insurance policies. • Automobile Liability: Insurance Services Office Form CA 00 01 covering Code 1 (any auto), with limits no less than $1,000,000 combined single limits. In the event Consultant does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance. • Workers' Compensation: as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per accident, policy or employee, for bodily injury or disease. Coverage is not required if Consultant has no employees and signs request to waive such insurance. • Professional Liability Insurance: with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 aggregate. • If Consultant maintains broader coverage and/or higher limits than the minimum requirements for each line of coverage shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City. Other Insurance Provisions. The above required insurance policies are to contain or be endorsed to contain the following provisions: • City, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds, under Consultant's CGL, Professional Liability, and Automobile Liability policies, with respect to any liability arising out of work or operations performed by or on behalf of the Instructor including materials, parts, equipment, and personnel furnished in connection with such work or operations. • Consultant's Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Consultant under this Agreement. • For any claims related to this contract, Consultant's insurance coverage shall be primary and any insurance maintained by City, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it. Page 3 of 9 • A severability of interest provision must apply for all the additional insureds, ensuring that Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer's limits of liability. • Insurance policies required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non -renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non -renewal due to non-payment of premium. • Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: (Name of Department Staff Responsible for Agreement), 20 Civic Center Plaza M-XX (Responsible Staffs Department Mail Box), Santa Ana, CA 92701. The name and location of project must be included in the Description of Operations section of each certificate. Self -Insured Retentions. Self -insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the State of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City. Verification of Coverage. Consultant shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Consultant's obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and Page 4 of 9 hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant Page 5 of 9 without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other contractors retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant Page 6 of 9 compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: City Clerk City of Santa Ana Page 7 of 9 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, California 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Executive Director Finance and Management Services City of Santa Ana 20 Civic Center Plaza P.O. Box 1988 Santa Ana, California 92702 To Consultant: Shamus Sayed Chief Operations Officer Interpreters Unlimited, Inc. 8943 Calliandra Road San Diego, California 92126 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. [signatures appear on following page] Page 8 of 9 SIGNATURE PAGE FOR CONSULTANT AGREEMENT BEWTEEN INTERPRETERS UNLIMITED, INC. AND THE CITY OF SANTA ANA FOR TRANSLATION AND INTERPRETATION SERVICES IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST Jennifer L. Hall City Clerk APPROVED AS TO FORM SONIA R. CARVALHO City Attorney 4 B onathan T. Martinez Assistant City Attorney RECOMMENDED FOR APPROVAL: Kathryn Downs Executive Director Finance and Management Services CITY OF SANTA ANA Alvaro Nunez City Manager CONSULTANT By: Shamus Sayed Title: Vice President Page 9 of 9 EXHIBIT A SCOPE OF SERVICES (9) CITY OF SANTA ANA EXHIBIT I SCOPE OF SERVICES Consultant(s) shall perform the services as set forth below. A. General Description Consultant shall be capable of providing competent interpretation and translation services on an as -needed basis as determined by the City. Use of interpreters shall be consistent with all applicable State and local laws. B. Interpretation and Translation Languages Services require interpretation and translation to and from languages listed below (from and to English). However, the City may request services to and from other languages as needed. A quote must be provided for languages not specified herein as needs are determined by City staff on a per -project basis. • American Sign Language (ASL) • Arabic (CA designated) • Armenian (Eastern and Western) (CA designated) • Bengali • Cantonese (CA designated) • Chinese (Simplified and Traditional) • Dari • Farsi • Hindi • Hmong • Indonesian • Japanese (CA designated) • Khmer (CA designated) • Korean (CA designated) • Laotian • Mandarin (CA designated) • Mandarin (Classic) • Mien • Nepali • Polish • Portuguese (CA designated) • Punjabi (CA designated) • Romanian • Russian (CA designated) • Serbian • Spanish (CA designated) • Tagalog (CA designated) • Turkish • Vietnamese (CA designated) RFP 24-022A City of Santa Ana Page 19 of 51 CITY OF SANTA ANA C. Interpretation Services Consultant shall provide live, in -person, telephonic, and virtual (when deemed acceptable by City) simultaneous interpretation for City Council and other public meetings, workshops, interviews, and various types of events from English to additional languages as specified above. The City provides interpretation services at public meetings, when requested, and will engage the Consultant on an as -needed basis, typically with 72-hour advance notice. Shorter advance notice may occur depending on City needs. Some services may be provided telephonically with City's approval. Remote Telephonic Language Interpretation Services Requirements: i. A single, toll -free number to access all services. ii. Conference -calling services and capabilities for interpreted calls. iii. The Consultant shall provide all language interpretation services for Languages at the rates as provided within Pricing Proposal. iv. In certain instances, time is of the essence to provide public counter services or other immediate assistance, and the City may reserve an interpreter by telephone forty-five (45) minutes in advance of the actual time it is needed. Consultant shall provide its typical response rate for advance notice. v. Consultant shall not require the City to purchase or obtain specific equipment to access telephonic interpreter services. D. Written Translation Upon direction from the City, Consultant shall translate various types of documents, and either live or pre-recorded audio content in video and audio file formats, from English into requested language or from another language into English. Documents may include reports, forms, posters, brochures and other informative leaflets/notices and websites/selected web pages, marketing materials, legal documents and notices, and other forms of correspondence. Written translation of election materials will also be required. 1. Consultant shall provide services related to translating and formatting documents into "Plain Language English". Services to be performed for any and all projects will be determined as the need arises. 2. Consultant shall deliver translated documents within twenty-four (24) hours of City requests when required. Delivery of translation services shall not exceed five (5) business days. 3. Consultant shall participate in revision processes with some revisions being prepared by Consultant, and some revisions being prepared by City staff. Consultant must deliver completed revisions to the requesting City Project Manager or designee within five (5) business days of a request for revision. The revision process will be deemed completed when the Project Manager or designee is satisfied with the final translation and formatting. Urgent requests will require a quicker turnaround time to be determined by the requesting City Department. 4. All completed formatted forms MUST EXACTLY MATCH the native language version unless otherwise agreed to in writing. RFP 24-022A City of Santa Ana Page 20 of 51 CITY OF SANTA ANA 5. Consultant shall provide their completed translated documents/forms in formats as required by the City. Formats may include at minimum, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, InDesign, Photoshop, and Adobe PDF. Consultant must be able to convert Microsoft files into PDF format. Completed PDF forms are not the online fillable type. 6. Consultant will receive and transmit drafts and final versions of forms from and to the City in writing, which includes secure email, electronic file attachments to email, via web portal, or if requested by the City, by facsimile, USPS mail, or overnight services to the City's Project Manager or designee. 7. Consultant shall provide sight translation of English documents or other languages during face-to-face events. 8. Consultant shall provide offsite translation services of documents from English or other languages. 9. English word counts will be determined using Microsoft Word's word count feature. 10. No machine -generated translations are allowed. 11. The use of speech recognition software is not authorized. E. Closed Captioning (Optional Service) While closed -captioned services are not mandatory for this Agreement, the City reserves the right to explore and implement these services at its discretion during the contracted term. The City acknowledges that circumstances may arise where the inclusion of closed -captioning becomes necessary to enhance accessibility. The City may at its discretion add these services either upon award or via an Amendment during the term of the Agreement. Therefore, the City encourages all prospective Proposers to submit competitive pricing for future consideration. Consultant will translate audio content, either live or pre-recorded, into display text synchronized with the audio, equivalent text to that of the audio, and access formats as specified herein. 1. Services shall include full scale, real-time verbatim closed -captioning of public meetings and other live and pre-recorded meetings, media, forums, and events. 2. Consultant will sign -in to live caption events at least 10 minutes prior to the scheduled starting time and shall stay on until its conclusion, even if it runs longer than the scheduled time. 3. Consultant will provide remote captioning services by following a video signal that is streamed live online and an audio signal via telephone line(s). 4. Consultant will provide captioning to a real-time streaming web page, and to a live caption area within the event streaming page. 5. Consultant must have the technical compatibility with the City's live streaming software in order for the caption stream URL to be inserted into a player template including Granicus, so that live captioning can be viewed within the live stream player during events and meetings, when accessed from the City's event page. RFP 24-022A City of Santa Ana Page 21 of 51 CITY OF SANTA ANA 6. Consultant should be able to provide captioning at the average rate between 225 to 250 words per minute for events and projects. 7. Captions will coincide with their corresponding spoken words and sounds to the greatest extent possible and must be displayed on the screen at a speed that can be read by viewers. 8. Captions shall match the spoken words in the dialogue and convey background noises and other sounds to the fullest extent possible. Consultant may not paraphrase; and must use proper spelling, spacing between words, capitalization, and punctuation. 9. Captions will run from the beginning to end of the program. 10. Although there may be a slight delay in the delivery of captions for live real-time events, the delay in presentation of live captions should be kept to a minimum, consistent with an accurate presentation of what is being said and the overall goal of ensuring that captions enable viewers to follow the event. 11. Consultant must provide a high -degree of accuracy in captioning services; both events and projects. Accuracy rate must be 95 percent or greater. Near -flawless accuracy is of the upmost importance. The quality of information that is provided must be of equal quality to that offered to people without disabilities. 12. Consultant is not authorized to use speech recognition or computer captioning software in fulfilling live, real-time events. 13. Consultant staff providing live, real-time captioning services must hold a current certification from Certified CART Providers or Certified Broadcast Captioners. 14. Consultant will provide, at no additional charge, an unedited captioning transcript which will be ready for download by the City the following business day after conclusion of live real-time events. 15. Consultant will provide edited caption transcripts in an accepted file format. Edited caption transcripts and files must be completed and delivered to the City within five (5) business days of a live real-time captioning and pre-recorded project work. 16. Unedited and edited transcripts will be provided to the City, upon request, up to one (1) year after the date of the event at no additional cost. 17. Unedited and edited caption transcripts must be in the English language. F. Additional Requirements 1. Interpreters shall attend meetings in person located throughout the City when translation services are requested. Vendor must guarantee attendance with less than 24-hour notice. 2. The City may cancel previously scheduled or requested interpreter assignments without fee or penalty with at least a three (3)-hour advance notification. 3. Interpreters shall be available to provide services 24 hours, 365 days per year. Holiday availability is preferred as emergencies may arise. RFP 24-022A City of Santa Ana Page 22 of 51 CITY OF SANTA ANA i. Non -Emergency Interpretation Services: Consultant shall provide details regarding available coordination options for scheduling of interpretation services with the City. ii. Emergency Interpretation Services: Consultant shall provide their shortest possible response times and list any conditions for response (e.g., within 30 minutes, 1 hour, etc. for certain languages). iii. If requested by City for certain projects, native speaking translators shall be provided. 4. Interpreters must demonstrate proficiency in both English and the other language, as well as accurately communicate specialized terms or concepts as they relate to regional planning and transportation. 5. Consultant shall provide for each translation assignment at least one qualified translator. 6. Consultant shall provide all items listed below to provide services as specified herein: • labor; • personnel, • equipment, materials, tools, and supplies; • postage and/or delivery charges; • transportation; • insurance; and • applicable licenses, permits, and certifications 7. Consultant shall assign a primary contact for all assignments under the City's Contract. Primary contact or designee must be available to respond to communications from City staff Monday through Friday, during regular Business Hours, 7:30 AM to 5:30 PM PST. Additionally, contact information for urgent and after-hours requests must be provided. Holidays and times outside of Business Hours are considered after-hours. 8. Consultant shall provide the list of languages and the time frame which they can guarantee an interpreter will be made available for the work. 9. City has the right to affirm and/or decline the usage of a particular interpreter. 10. Consultant shall provide training, assessment, and ongoing monitoring of interpreters' understanding and compliance with standard interpreter protocols and ethical practices. 11. Consultant shall ensure through training, assessment, and ongoing performance monitoring that interpreters have the ability to anticipate and recognize misunderstandings arising from the differing cultural assumptions and expectations, or regional language differences and dialects, and that interpreters have training to respond to such issues appropriately, including criteria for recusal. 12. Consultant shall ensure that during the interpretation sessions, interpreters only respond in the first person, maintain accuracy at all times, and avoid omission or embellishment of the source message. The accuracy of translation, interpretation, and closed captioning services shall be the sole responsibility of the Consultant; however, the City reserves the right to evaluate and monitor accuracy of services provided. 13. Consultant staff shall maintain and ensure confidentiality of all discussions, documents, and various file formats provided to and received from City Departments and any other non-public RFP 24-022A City of Santa Ana Page 23 of 51 CITY OF SANTA ANA meetings. Additionally, Consultant staff must sign confidentiality agreements when required by individual City Departments. G. Ordering Process 1. Consultant shall establish an individual sub -account for any City Department that elects to place an order directly with the Consultant under the Contract. 2. Consultant must provide quote or proposal as requested by City staff within one business day. 3. Consultant shall receive and transmit drafts and completed work from and to the requesting Department by secure electronic file attachments to e-mail in Microsoft Word and/or Adobe Acrobat "pdf' file formats or as specified in the order. 4. Consultant must maintain an email address with a form of acknowledgement of receipt for ordering, inquiries, and customer service within one (1) business day of receipt of order. Proposer will state the maximum attachment size limit and alternatives for transmitting files that are larger than the maximum allowed. H. Possible Service Locations • City Hall • Santa Ana Police Department • Various Community Center Sites • Various Library locations • Various City Parks • Telephone • Video I. Customer Service Consultant's customer service process will ensure that all customer service issues are addressed in a consistent and expeditious manner, including problem escalation and resolution of service issues. The customer service process includes, but is not limited to: • Customer service organizational structure. • Contact process and contact person identified by position in the company (phone, email, fax, etc.). • Follow up process. • Internal procedures to track customer service contact and resolution. • Escalation process to resolve outstanding customer service issues. Consultant's personnel shall be courteous and maintain good working relationships with all stakeholders, state or outside agencies, members of the public, other team members and staff within the City. RFP 24-022A City of Santa Ana Page 24 of 51 CITY OF SANTA ANA J. Reports 1. Quarterly Reports Consultant shall provide to each of the City's using Departments quarterly reports that include a summary of the services ordered and the following information: • Ordering City staff member; • Service date; • Services provided (i.e., translation, interpretation, ASL, etc.); • Language; and • Total number of hours ordered during the quarter reported per language. Quarterly reports must be provided no later than thirty (30) business days after the end of each quarter and will include purchases that have been paid, as well as services currently being worked on. 2. Annual Reports Consultant shall provide to Purchasing contact an annual report of contract usage, including the following individual order information listing per month: • Department; • Ordering City staff member; • Service date; • Services provided (i.e., translation, interpretation, ASL, etc.); • Language; and • Number of hours. Annual reports must be provided no later than by January 30th of every year for the previous year calendar and will include purchases that have been completed. RFP 24-022A City of Santa Ana Page 25 of 51 EXHIBIT B CONSULTANT'S PROPOSAL rLE Ak w. I R�■ 5. .RANGE 000.TY " SEAT OF _ 4AYRRN1dfMS THE 001DEN CY7r FOUWDRD 1860 t City of Santa Ana Clerk of the Council Translation and Interpretation Services R F P 24-022A (D interpretation making connections nationwide - I 1 (D translation transportation sign language Interpreters Unlimited, Inc. PO Box 27660, San Diego, CA 92198 p.800.726.9891 1 f: 800.726.9822 www.interpreters.com City of Santa Ana I Translation and Interpretation Services i RFP No. 24-022A Table of Contents Statement of Qualifications a. Cover Letter........................................................................................................................1 b. Services Provided................................................................................................................2 c. Agreement Statement.........................................................................................................2 d. Firm and Team Experience..................................................................................................2 i. IFirm Description..................................................................................................................2 ii. Organization Address.........................................................................................................3 iii. Management.....................................................................................................................3 iv. Linguist Certifications........................................................................................................4 e. Proposed Work Plan...........................................................................................................5 i. Anticipated Approach......................................................................................................5 ZMeeting Demand................................................................................................5 :Z Monitoring..........................................................................................................5 ii. Response Times...............................................................................................................6 iii. Schedule & Availability....................................................................................................6 Z Ensuring On -Time Interpreter Arrival................................................................. 7 iv. Local Interpreters.............................................................................................................7 :Z Language List.......................................................................................................8 v. Special Concerns and Suggestions...................................................................................9 vi. Deliverables and Implementation Plan............................................................................9 :) Timeline..............................................................................................................9 Z Description of Services........................................................................................ 9 • Simultaneous and Conference Interpretation.......................................9 • Video Remote Interpretation ..............................................................10 • Telephone Interpretation....................................................................11 • Translation Services.............................................................................13 • Data Protection and Privacy................................................................17 • Redacted Interpreter Resumes............................................................18 Minterpretation translation iotransportation sign language 8943 Calliandra Rd, San Diego, CA 92126 / Phone 800.726.9891 / Fax 800.726.9822 City of Santa Ana I Translation and Interpretation Services I RFP No. 24-022A if Certifications (Attachments) Attachment A-1: Proposer's Certification and Proposal Item Pricing...................................22 Attachment A-2: Pricing Proposal......................................................................................23 Attachment 6: References.................................................................................................26 Attachment C: Proposer's Statement.................................................................................27 Attachment ❑: Non -Collusion Affidavit ..............................................................................29 Attachment E: Non -Lobbying Certification.........................................................................29 Attachment F: Non -Discrimination Certification.................................................................30 Attachment G: Sam.gov UEI Verification............................................................................32 Attachment H: Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion...............................................................33 (Remainder of this page intentionally left blank) Minterpretation translation iotransportation ~sign language 8943 Calliandra Rd, San Diego, CA 92126 / Phone 900.126.9891 / Fax 800.726.9822 making connections nationwide Ms. Abigail Alcala, Assistant City Clerk City of Santa Ana - Clerk of the Council Clerk of the Council 20 Civic Center Plaza Santa Ana, CA 92701 Dear Ms. Alcala, March 21, 2024 Thank you for the opportunity to submit a response to your solicitation Translation and Interpretation Services for City of Santa Ana, California. As a private business focused on ensuring that all individuals, including children and families in limited English proficiency communities, [as well as those in the Deaf and Hard of Hearing community, shave equal access to Translation and Interpretation services and programs, IU Group brings our experience, our reliability, and our commitment to customer satisfaction to all our language services. For 53 years, we've worked to provide quality interpretation and translation services to a wide array of industries, all to support our core goal of overcoming communication barriers in public life. This mission means that it is not enough to just earn your business; we want to earn your trust. With IU, you get: :Z A live person to speak with when calling our offices or tech support, along with a dedicated management staff accessible 24 hours a day, seven days a week. A national network of 10,000+ skilled interpreters and translators Z A 53-year track record of providing exceptional customer service, fulfilling language services, and conforming to contract specifications An easy -to -use Portal to Portal interface called IU Match Connect Performance Guarantees for all of our services Z The company possesses sound financial strength, having experienced consistent year- over - year growth. IU has a favorable D&B rating, healthy liquidity and a solid Line of Credit relationship. Annual revenue is in excess of $15M. If you have any questions or concerns, please contact Desiree Lewis, desiree.lewis@interpreters.com. We look forward to the chance to provide Translation and Interpretation Services for the City of Santa Ana, California. Respectfully, Shamus Sayed, Chief Operations Officer (858) 866-1130 shamus.sayed@interpreters.com .1 interpretation translation transpurtetiun -sign language 9943 Callinndra Pd, San Diego. CA 92126 / Phone 800.726.9891 / Fax 8007269822 Page 1 of 33 City of Santa Ana I Translation and Interpretatron Services I RFP No. 24-022A (D-., Statement of Qualifications b. Services Provided Ability to Meet Requirements IU will provide competent interpretation and translation services on an as -needed basis, ensuring compliance with all applicable State and local laws. Our services will include live, in -person, telephonic, and virtual simultaneous interpretation for City Council meetings, public meetings, workshops, interviews, and various events in languages specified and as requested by the City. For telephonic interpretation services, IU will provide a single, toll -free number for access, conference - calling services, and interpreters for all languages listed in the RFP and those not included, if needed, at competitive .rates. We will accommodate urgent requests as soon as possible and as required by the City. In addition to interpretation services, IU will translate various documents, reports, forms, posters, brochures, legal documents, and websites from English into requested languages and vice veirsa. We will also provide services to format documents into "Plain Language English" as needed, ensuring accurate and timely delivery of translated documents within time frame requested by the City. IU"s trainslation services will adhere to the City's formatting requirements and will be provided in various formats, including Microsoft Word, Excel, PowerPoint, InDesign, Photoshop, and Adobe PDF. We will also provide sight translation of documents during face-to-face events and offsite translation services if requested. We offer a comprehensive suite of services, including translation, review, formatting in audio, and desktop publishing. This ensures that the translated documents not only accurately convey the content but also adhere to industry standards in terms of layout and formatting. For audio content, IU will provide real-time verbatim closed -captioning for public meetings, live and pre- recorded events, media, and forums. Our captioning services will be synchronized with the audio, displayed at a speed readable by viewers, and will match spoken words and convey background inoises accurately. We will ensure a high degree of accuracy, with an accuracy rate of 95 percent or greater, and will provide unedited and edited caption transcripts in English within specified timelines. c. Agreement Statement IU agrees with the terms and conditions specified iin Section III —Scope of Services. d. Firm and Team Experience In 1970, Interpreters Unlimited (!U) was established with the mission to provide solutions when language creates a barrier in communication. Our expansive network of language experts and accurate, on -time service have propelled II.! to the forefront of a growing industry. Furthermore, with our mergers and expansions, IU now has over 80 years of combined experience. Our goal is to deliver superior interpretation and translation services nationwide, especially to members of underserved limited English proficiency populations who need access to government, medical and legal services. And with 53 years interpretation (0 tran5lalion 110transpertatiun f 11 sign language 8943 Calliandra Rd, San Diego, CA 92126 / phone 800.726.9891 / Fax 800-726.9822 Page 2 of 33 City of Santa Ana I Translation and Interpretation Services I RFP No. 24-022A iD'__' in business out of San Diego corporate office alone, IU has worked to fulfill this mission; our database, which currently contains a large pool of over 10,000 interpreters across the nation, offers on -site, telephone, video remote interpretation, captioning, transcription, and document translation in over 200 languages for all your written communication needs. Interpreters Unlimited has been a leading provider of interpretation and translation services with a proven track record of expertise and experience in facilitating effective communication across language barriers. With a commitment to linguistic accuracy, cultural sensitivity, and excellence in customer service, we have established ourselves as a trusted partner in the language services industry. IU has managed hundreds of simple to complex contracts for medical institutions across the nation. We currently service over 2,000 contracts and continue to experience year -aver -year growth. • Private Corporation • Small Business • Minority Owned Business • 30 Employees • 10,000 interpreters available • In business since 1970 Nearest OrganiIatlon Andress: 8943 Calliandra Road, San Diego, CA 92126 Management - We have identified the most experienced members of our professional staff to assume the required Key Personnel roles for the proposed contract. Our Vice President, Shamus Sayed, will be the Principal Agent. Responsible for overseeing all staff authorized to sign all contract documentation and conduct presentations. Our Director of Client Relations, Laura Firenzi, will be Project Manager and primary point of contact for the City of Santa Ana. She will oversee the Quality Assurance Manager, IT Support, and Accounting Manager Principal Agent: Shamus Sayed, shamus.sayed@interpreters.com, (858) 866-1130 Project Manager: Laura Firenzi, laura.firenzi@a interpreters.com, (858) 356-8555 All Key Personnel will be available to the City for monthly or quarterly meetings as needed, and, although each individual assigned to a Key Personnel position will have unique responsibilities to uphold, all will work together in a cross -functional capacity - and in full collaboration and cooperation with the City of Santa Ana -throughout the full term of this proposed contract. Each of these key personnel will oversee and direct their respective departments. Key Personnel Experience Our Principal/Senior Staff will be available as much as needed. IU will dedicate a team member 100% towards this contract, who will be further supported by the Project Manager (Laura F.) and our Vice President (Shamus S.). Ourteam is available 24 hours a day, 7 days a week. All the staff noted are CURRENT FULL-TIME EMPLOYEES. Key Personnel Matrix - - NAME, TITLE & YRS. OF CONTACT PROJECT ROLE EXPERIENCE Shamus Sayed, Vice President, Contract Manager -Overall Contract Management Chief Operations Officer Phone: (858) 866-1130 and Coordination Execution of Subcontracting 15 years shaimus.sayed@interpreters.corn a Plans interpretation (0 translation Mtranspurtatiun f 11 sign language 8943 Calliandra Rd, San Diego, CA 92126 / phone 800.726.9891 / Fax 800.726:9822 Page 3 of 33 City of Santa Ana I Translation and Interpretation SerVIces l RFP No. 24-022A Laura Firenri, Project Manager, Director of Client Relations, 12 years Camila Nigrinis, Translations Specialist 2 years Edith Elizondo, Controller, Accounting Manager 20 years Marc Westray (858) 866-1133 laura.firenzi@interpreters.com (858) 275-2580 camila.nigrinis@interpreters.com (858) 275-2588 edith@interpreters.com (858) 275-2588 Sales & Marketing Specialist, 5 marc.westray@interpreters.com years Linguists Certifications iD,_3 Project Manager, Quality Assurance Manager — Assurance of Service Delivery Continuity at all Times. Cross -functional Collaboration in Interpreter Hiring, Training, and Supervision, Recruiting, Orientation, Training, and Retention of High - Quality Linguists, - Implementation and Management of all Quality Control Procedures Translations Manager — Organizing best resources for translations and oversight of translations team Accounting and Billing Management —Accounting and Billing Sales & Marketing - Update branding tailored to each base city and service region; Manage continued business development; Assist IT with advanced app development. IU Group, at a minimum, will provide interpreters with the following qualifications for the proposed contract: Z Completion of IU Group's 5 Step process for Qualifying Interpreters: Z Minimum 8 years of experience interpreting. Z Mental Health Interpreter Training (2-3 times per year). Z 4-year college degree or equivalent experience. Z Criminal background cleared. All IU Group interpreters have engaged in formal training for language conversion. Most have, at minimum, received college level or vocational education in interpretation.. This includes theory and practice in education, legal, medical, and administrative interpretation. Interpreters certified with the Registry of Interpreters for the Deaf (RID), Certification Commission for Healthcare Interpreters (CCHI) or other state and national certification bodies represent the greater percentage of our independently contracted professionals. Our sign (language interpreters are certified by either the Registry of Interpreters for the Deaf (RID) or National Interpreter Certification (NIC), and all have EIPA standards at a 3.5 or better. Our interpreters adhere to strict interpreter guidelines that pertain to privacy and confidentiality, professional conduct, and ethics. IU has developed its own certification process to ensure all translators have adequate certifications and experience. We accept only highly specialized, professional language vendors (interpreters, translators, editors, proofreaders) who can meet our stringent quality standards. Each translator has to complete our in-house Assessment Program (at a minimum) and Qualification Survey. The following criteria are fundamental for translators: 41 interpretation (0 translation transportation isign language 8943 Calliandra Rd, San Diego, CA 92126 / Phone 900.726.9891 / Fax 8007269822 Page 4 of 33 City of Santa Ana I Translation and Interpretation Services I RFP No. 24-022A fn • Native -level mastery of both, source and target languages (English and the foreign language) • An extensive vocabulary ranging from formal language to colloquialism and slang • Extensive industry -specific terminology including medical and legal, etc. :: Adherence to professional industry ethic/standards Z Membership in and/or accreditation by a professional association: ATA (American Translators Association) AAIC (Association Internationale des lnterpretes de Conference) Z Prior experience in applicable industries or market sectors Translators requesting legal/court hearing or medical assignments are required to complete an additional Qualification Survey. This survey tests terminology and concept knowledge of legal or medical terms, procedures, case law, mediation terms, court hearing dialogue, procedures, diagnosis, medical, and other appropriate legal or medical terminology. Translators are asked to translate a list of legal or medical terms to verify knowledge of dialect and cultural competency which both can affect the meaning of a translation. The results of this survey are reviewed byour management team including senior language experts before the candidate is asked to move to the next step. IU has been a member of the American Translators Association since 2023. Linguists' certifications may be provided to the City upon request. e. Proposed Work Plan Anticipated Approach Interpreters Unlimited (IU) understands the Scope of Services and will provide competent interpretation and translation services as needed bythe City of Santa Ana. We will ensure compliance with all applicable State and local laws regarding interpretation and translation services. Meeting Demand At Interpreters Unlimited, Inc., we optimize our language services through predictive and responsive analytics. We further maximize ourtechnology utilization and implementthe best -of -class in interpreting and translation training. Each of these areas help us to hire and maintain a diverse and talented pool of highly sought-after interpreters and translators. Monitoring Our shared contractor -client ecosystem is monitored with a statistical purpose (to find the patterns in language and location requests) as well as a more narrative and intuitive purpose (to read and hear client and interpreter feedback, and from that to imagine and create new and more effective processes). Maintain constant communication with clients by establishing routine meetings or feedback sessions. :Z Provide any necessary feedback to the translators or interpreters to improve the quality and client experience of a session. Z Manage any project issue escalation in a timely manner to ensure a smooth delivery. Ainterpretation translation Mtransportation illsign language 8943 Callinndra Pd, San Diego. CA 92126 / Phone 800.726.9891 / Fax 8007269822 Page 5 of 33 City of Santa Ana I Translation and Interpretation Services I RFP No. 24-022A if Response Times IU guarantees a live answer 24/7/365. In addition, all scheduling information will be viewable at anytime by logging into IU Match Connect, Interpreters Unlimited's proprietary online appointment system. We have processes in place to faciliate routine, expedited, and critical on -site interpretation which include confirmation emails and alert systems for our schedulers and interpreters. Our scheduling team is available 24/7/365. Requests regarding service related inquiries, incidents, and requests submitted by an Authorized user are responded to within 24 hours after initial contact unless it is a priority level requests. Calls and email support are available 24/7/365. Additionally, we have a roster of interpreters available for emergency purposes 24/7/365 key threshold languages as referenced in the RFP. For any urgent requests clients may either call our main line at any time of the day on any holiday, weekend, etc, or send in a request via IU Match Connect. Our scheduling team will immediately send out an automated request and call interpreters on our roster. On -demand telephonic and video requests may be fulfilled in 30 seconds or less. We know two of the greatest pain points our customers have faced in the past (and continue to face) is either lack of availability or no shows. That is why we have built our Performance Guarantees which extends beyond on -site interpreting to also include telephonic video remote interpreting, and written translations. Z Onsite Interpretation: If a confirmed interpreter is more than 30 minutes late or does not show, the next 2 hours are free. • VRI: If an interpreter does not connect within 90 seconds, your next 15 minutes are free. • OPI: If an interpreter does not connect within 60 seconds, your next 15 minutes are free. • Document Translation: If your document is not delivered by the deadline committed, your next 1,000 words of translation are free. All scheduling information will be viewable at any time by logging into IU Match Connect— IU's proprietary online appointment system and client portal. IU Match Connect, allows clients to manage all aspects of service requests for interpretation. Here are the benefits of the program: * Enter appointments at convenience, saving time spent calling in. Z View appointment history, regardless of if method of entry (phone, fax or web), allowing you to gather valuable patient trends to maximize your services. :Z See LEP/client history, sorted by LEP/client, which will assist in interpreter scheduling and assignment grouping, saving money. Z Ability to authorize appointments, saving the time needed to call. :Z Visibility of all assignments, by all users, allowing management reporting needs. Our New Smartphone Ap,p IU Connect Pro can request and track interpreters in real-time. It provides automated scheduling 24/7/365. Clients can access the app online, allowing them to schedule interpretation services conveniently from anywhere, at any time. The system will automatically work to match your assignment with an interpreter within minutes. Schedule & Availability IU currently handles multiple major nationwide contracts for language services. We are able to scale and manage this effectively and efficiently by using our robust new proprietary software system that uses an to interpretation translation transportation IIIALsign language 8943 Callinndra Pd, San Diego. CA 92126 / Phone 800.726.9891 / Fax 800.726.9822 Page 6 of 33 City of Santa Ana I Translation and Interpretation Services I RFP No. 24-022A open ERP platform, our integrated EDI billing interface, and team members who are specifically recruited and dedicated to each contract. Because of these strategies, our contracts do not infringe upon one another; rather, our scalability is such that we are able to manage the incoming flow of business and allocate all projects to respective staff members without compromising our current workforce capacity. Currently, we operate at approximately 65% work capacity, and even with the fully exercised business of the City of Santa Ana, we would still have 10% capacity without increasing our workforce. Ensuring On -Time Interpreter Arrival With IU Connect Pro, we ensure all of our interpreting assignments run smoothly and seamlessly by tracking our interpreter travel and arrival times — in real time. Tracking: IU Connect Pro allows the requestor to track their interpreter up to an hour before an event. The screenshot at right demonstrates our interpreter tracking capabilities. Through our high level of accessibility, advanced and reliable services, and our ability to provide uninterrupted continuity of service, Interpreters Unlimited, Inc. has built a solid industry reputation, known for bringing consistent value to our customers. Due to an increasingly diverse population, IU acknowledges the importance of meeting demand to best meet client needs. To do this, we must first recognize and identify emerging languages within a specific region. We consider population trends within a region when determining language needs, as well as take steps leverage our proprietary software via broad data capture for an area. After establishing which languages are being requested, we take the necessary steps to make sure we meet the needs of the client, and ultimately, the Limited English-speaking individual. a me ete FUN Kr 0c; oq' Camp Pilem- ,Yndeton NoRh v EnMR3; �.. fngllsh Slanah iron ur-page G :h r.rK awaw� s1.m Eh1hng Owow Name ',71 Carehad v Ilar} Df. Cai shad PA WOM USA C wwrr Addrims r,, " r n rr oRlaarr Nees Evens Slan Tme rs 20xq 4wy Lneveand Nava Fpce,C 'lvievicemn M.. Dili 1s: ord do gall PY N", Ctv�] Goopk-Ygd�G O3eQ94to� interpretation (0 transl¢lion `transportation fsign language 8943 Calliandra Pd, San Diego. CA 92126 / Phone 800.726.9891 / Fax 800 726-9822 Page 7 of 33 City of Santa Ana I Translation and Interpretation Services I RFP No. 24-022A Chinese 97 Vietnamese 88 Dari 62 Russian 78 Our large network of linguists within the City of Santa Ana allows us to guarantee an interpreter for each assignment. Each assignment will have a back-up interpreter to fill the role of the scheduled interpreter should they be unable to attend. The number of available interpreters increases exponentially for over - the -phone, video remote and translation services. Language List IU provides interpretation and translation services including, but not limited to, the following languages: Afrikaans Finnish Lithuanian Samoan Akan Flemish Macedonian Sephardic Konkan Albanian French Malay Serbian Amharic Fukien Chinese Malayalam Shanghai Chinese Apakapa Georgian Malaysian Sibuano Arabic (six dialects) German Mandarin Sicilian Armenian Greek Marathi Sign Language (ASL) Ashkarik Gujarati Mesquito Sindhi Assyrian Haitian Creole Mestaco Sinhalese Azerbaijani Hakka Mien Slovakian Basque Hebrew Minh Slovenian Bengali Hindi Mixteco Somali Bosnian Hmong Moldavian Spanish Bulgarian Holping Chinese Mongolian Swahili Burmese Hungarian Nagamese Swedish Cambodian Ibo Nepali Tagalog Cantonese Ilocano Norwegian Taiwanese Catalan Ilongo Nuer Tagrinyan Cebuano Indonesian Oaxaca Tamil Chamorro Italian ❑romp Telugu Chiu Chow Japanese Pangasinan Thai Choktaw Kamasaja Papiamento Toisan Chuukese Kanarese Pashto Tongon Creole Kannada Persian Tulu Croatian Kapangpongan Polish Turkish Czech Karen Pompango Ukrainian Danish Kinyarwanda Portuguese, Urdu Dar! Kirundi Brazilian Urghur Dutch Konkani Portuguese, Vietnamese Estonian Korean European Visayan Fars! Kurdish Punjabi Yemeni Fijian Laotian Romanian Fijian -Hindi Latvian Russian interpretation (0 translation Mtransportation isign language 8943 Callinndra Pd, San Diego. CA 92126 / Phone 800.726.9891 / Fax 800.726.9822 Page 8 of 33 The City of Santa Ana I Translation Services and Alternate Formats I RFF 42023-14 Special Concerns an S gge t n IU suggests that the evaluation committee consider our extensive experience in providing interpretation and translation services to various government agencies and organizations. Our commitment to quality and accuracy is paramount, and we are dedicated to meeting the City's needs efficiently and professionally. Deliverables and Implementation Plan IU will provide live, in -person, telephonic, and virtual interpretation services as required. For document translations, IU will deliver translated documents within 24 hours for urgent requests and within five business days for regular requests. All translations will be accurate and formatted according to the City's requirements. As the nature of the language service industry encompasses both sides of the dichotomy $loperations/projects," it is necessary in our implementation processes to account for aspects from both the operational on -going and repetitive nature of multiple interpreter appointments, as well as the effects of external variables that affect the projection of activities. That is why we use both our IU Match Connect software system as well as dedicating individual monitors to implement all contract processes. Thus, we orient our action to meet a goal that is context and environment specific. IU proposes the following implementation plan for a two -week span: Z Create IU Match Connect account for client access. :Z Assign schedulers for exclusive client use, who will take phone calls and also monitorthe accounts. • Continue to develop specialized pool of reliable, excellent interpreters • Plug in all information to create effective Gantt charts. • Effectively communicate any changes with the entire contract team and client. :Z Ensure quality assurance. Description of Services Simultaneous & Conference Interpretation Interpreters Unlimited has provided conference interpreting to many municipalities in a wide range of settings. An example of this is our current contract with the City and County of Miami. Our sign language interpreter was utilized for the unfortunate events in Surfside, Florida in July of 2021. Additionally, we have a contract for ASL with the County of San Diego in which one of our interpreters was used for televised meetings with KPBS news discussing San Diego County COVID updates. Understanding Simultaneous Interpretation A simultaneous interpreter must listen to the speaker, translate the message in his mind, render the translation into the microphone, and continue to listen to the speaker while also delivering the translated message. Simultaneous interpretation is both a linguistic and a technological process, and is inextricably linked, in the conference setting, with equipment that facilitates the transfer of information. To accomplish this, IU has a variety of equipment that may be used, such as receivers, transmitters, headphones, microphones, amplifiers, video cameras and monitors, and sound systems. to interpretation (0 translation Mtransportation ill sign language 8943 Callinndra Pd, San Diego. CA 92126 / Phone 800.726.9891 / Fax 800 726.9822 Page 9 of 33 The City of Santa Ana I Translation Services and Alternate Formats i RFP #2023-14 CD Interpreters Unlimited has its own certification process for conference training. Based on the Interpretive Theory of Translation as developed over the last 35 years (and coming out of ESIT, the Ecole superieure d'interpretes et de traducteurs), our training consists of interpretation exercises where the emphasis is on comprehension of the content of the source language speech and the quality of the target language speech as such, not on linguistic equivalences. Video IRefnote Interpretation Interpreters Unlimited is excited to introduce a new service to facilitate interpretation services. We are now offering scheduled virtual interpretation services through a multitude of video hosting platforms. Scheduled virtual interpretation is available in American Sign Language (ASL) and over 200 spoken languages. This new service is a cost-efficient and simple to use alternative to traditional in -person interpretation. It also complies with public health regulations resulting from the COVID-19 pandemic. Scheduled virtual interpretation is a useful tool for various day-to-day events. It can be utilized in the academic, medical, legal, and many other settings. Virtual Video Hosting Platforms Virtual interpretation services provide clients with a new and simple mode of accessing language services. This service saves significant time and reduces the overall costs of interpretation. It eliminates all travel costs and requires minimal setup time. We offer virtual scheduled interpretation services through a host of platforms including, but not limited to: :D Google Meet :D Cisco Webex :D Google Duo :D Avizia 0 Skype 0 Carena :D zoom :D Doctor on Demand 0 Microsoft Teams 0 American Well :D GoToMeeting :D Webex by Cisco Scheduling Process Interpreters Unlimited offers a streamlined scheduling process so clients are able to schedule an interpretation appointment with ease. Requests can be made through email, fax, over the phone, or through our proprietary scheduling software, IU Match Connect. Once the request is received, our customer service team will begin locating an interpreter to fill the request. Once an interpreter has been located and accepts the assignment, a meeting request will be sent to the client, providing them with a meeting link and access code. Interpreter Certification for VRI Interpreters Unlimited ensures the highest quality service and support available for on -demand video interpreting. All Interpreters Unlimited video interpreters are U.S. citizens and work in call centers hosted interpretation 10 translation transpertaticn lsign language 8943 Calliandra Rd, San Diego, CA 92126 / Phone 900.726.9891 / Fax 80072698.22 Page 10 of 33 The City of Santa Ana I Translation Services and Alternate Formats I R F P #2023-14 by our network provider, Voyce Global. Our interpreters hold one of the following certifications: • NIC, NIC Advanced, or NIC Master, RID Cl, CT, IC/TC, CSC, SCC:L or MCSC • NAD Level IV ■ ACCI Level IV or V ■ Texas BEI-3 or higher • Medically Qualified (per Section 1557) All Interpreters Unlimited video interpreters have the additional qualifications: ■ Adhere to professional Code of Conduct — Code of Ethics • Focused on Meeting the Register of the Patient Telephone Interpretation Services Interpreters Unlimited advanced telephone interpretation system is designed to streamline all facets of an incoming interpretation call. It is available 24 hours a day, 7 days a week, 365 days a year. IU's on - demand telephonic interpretation service includes additional features intended to boost the efficiencies between requesting parties and our professional staff. Call Management & Capacity Interpreters Unlimited currently services telephone interpreting calls for over 1,000 customers without any delay in connection or interruption of service. Our current call volume averages nearly one million minutes per month and we are capable of handling an exponential amount of growth in volume. We have a microwave link that will allow us to expand our call volume 1,000% with an estimated up time of 99.99999%. Our telephone system is capable of handling up to 5,000 concurrent calls with immediate expansion available should call volume dictate. This set-up provides the following benefits: • Receive telephone interpretation requests through a toll -free number that is client specific • Ensure that 99% of all calls are answered within ten seconds • Prioritize calls based on our clients' requirements • Quickly assign work based on interpreter skills • Track real-time, over -the -phone interpretation appointments and availability • Bill completed jobs accurately • Provide a variety of reports and job history information • Track client and interpreter -specific information Live dispatchers stand ready to field and facilitate calls from requestors and those individuals in need of language interpretation. Dispatchers, with the assistance of a Voice Recognition Tool, are able to identify the language or dialect of callers and appropriately relay the party to the proper language professional. If the language desired is already known, callers are able to bypass correspondence with operators and can select from a customizable touch tone menu of selected languages. This standard feature assists in the response to sudden or unanticipated surges in call volume or spike in the influx of calls for a single language. In addition, the computer integrated telephone system is wired to perform three-way calls, Chi interpretation (0 translation transportation isign language 8943 Callinndra Pd, San Diego. CA 92126 / Phone 800.726.9891 / Fax 800 726.9822 Page 11 of 33 The City of Santa Ana I Translation Services and Alternate Formats I R F P 42023-14 conference calls, and other similar type group sessions. Each service agent is able to answer and conduct calls in succession allowing for the minimization of hold times and idle periods between calls. IU's system allows its users to connect with an interpreter, of any language, within the shortest possible time and the highest call accounting accuracy. • Average speed of answering including queue time is 34 seconds. ■ 99.8% of incoming calls are answered within 1-2 seconds. The following is the average and maximum connection time based on language. Connection time is defined by the time a user completes dialing the toll -free number to being connected to a live interpreter. Language Average Connection time Spanish 9.5 seconds Cantonese 12.3 seconds Mandarin 12.3 seconds Korean 11.8 seconds Telephone Interpretation Workflow The process detailed below is an outline of one common workflow used to ensure the interpretation needs and the customer care needs of our clients are met: Step 1: All clients will access the IU telephone interpretation system (accessible 24/7/365) using the toll - free number. Step 2: Users are greeted and requested to input their Customer Identification Number. Authorized personnel will be assigned a Customer Identification Number before services can be scheduled in order to ensure proper requestor, interpreter, language, and other information for call recordkeeping. All data is stored in IU Match Connect, our proprietary software management system. Step 3: After verification of the Customer Identification Number, depending on the client's need, the system will ask for the Personal Identification Number. This number will identify the specific user within each customer record. This authentication protocol allows IU to maintain an accurate account of all calls placed by a given user within the organization. Step 4: Once user authentication has been completed, the user will be asked to select or share the interpretation language and/or dialect desired. Step 5: Once the language has been selected, the representative or system will automatically dial and make its attempt to connect with the qualified language professional. Step 6: After the connection to the interpreter has been established, the session shall begin between parties. Upon completion, each side simply hangs up to disconnect the call. Should the client be interested in another session, he or she would just repeat the steps. {0 interpretation (D translation transportation CAsign language 8943 Callinndra Pd, San Diego. CA 92126 / Phone 800.726.9891 / Fax 8007269822 Page 12 of 33 The City of Santa Ana I Translation Services and Alternate Formats l RFP 42023-14 f -1 IU Group will provide the city with an exclusive toll -free number. Each department, facility, or specified Agency entity will receive a unique Customer ID. With the toll -free number and the Customer ID, the Agency is ready to access an interpreter, 24 hours a day, 7 days a week. The IU Telephone Interpretation system is designed to automate all facets of an incoming interpretation call. Upon each call, the answering operator will obtain specific caller information. IU Match Connect, IU Group's proprietary software system, allows our operators to connect callers with requested interpreters, in addition full Client Relations Management. Interpreters are selected based on contract specifications, and furthermore, specific interpreters can be requested based on gender and previous use to ensure interpreting consistency — all within seconds. IU Match Connect maintains extensive records by client representative, limited 'English speaker and facility — all of which can be accessed securely online. Interpreters Unlimited only approves requests for interpretation from persons authorized by the customer. These individuals, or agencies, are assigned individual identification numbers to track calls and requests made by a given entity. Ill works with all clients to assign points of contact to in order streamline the request of services, provide accurate reporting, and create a consistent rapport with such designators in the case of question, concern, or modification that may arise during the life of contract. Translation Services Interpreters Unlimited starts with a comprehensive needs assessment, understanding client requirements and content specifics. We then select the most qualified linguists for translation, employing our rigorous editing and proofreading phase for accuracy. Quality assurance processes, including technology tools and human reviews, ensure industry -standard compliance. For alternate formats, such as audio, Braille, or large print, IU conducts thorough testing to guarantee accessibility and quality. Client involvement in the (review process ensures satisfaction and allows for necessary revisions. Continuous improvement through feedback mechanisms plays a crucial role in refining IU's translation services. Project Management IU works with a large pool of translators with various subject matter and language expertise including but not limited to the languages indicated. All drafts and submitted work are susceptible to third party review, whether it by a representative of the client, an IU project/contract manager, or a member of IU's team of Senior Language Experts. All document translation is done word -by -word, meaning -for -meaning, and follows the process outlined below. However, part of the proofing and editing process is to make sure any "word for word" translation still captures the relevant content and is culturally and topically appropriate. Please note that IU verifies the qualifications of any translators working on a given project hosed on the needs of the assignment. Project Delivery No matter what the project is, Interpreters Unlimited will produce a quality translation within the advised time frame. Interpreters Unlimited guarantees project delivery dates. Should any translation request 1 interpretation translationI, transpertaticn �J -sign language 8943 Callinndra Rd, San Diego. CA 92126 / Phone 900.726.9891 / Fax 80072698.22 Page 13 of 33 The City of Santa Ana I Translation Services and Alternate Formats I R F P 42023-14 be late, a 30% discount on the overall cost will be applied. We have a special roster of linguists who are available for emergency requests if needed. Translation services are available 24J7j365. Translation Workflow Chart Interpreters Unlimited has provided translation services for over 53 years. IU houses a division that specializes in providing timely, accurate and reliable document translation services. Material for translation can be submitted using email, or regular mail. Document translations are returned within a 2- 3 business day turnaround for critical and high -use threshold languages, on average. Please see the below chart for turnaround time approximations. IU works with a large pool of translators with various subject matter and language expertise including but not limited to the languages indicated. Translators are independently contracted linguists located nationwide whose experience ranges from legal documents to medical research. No matter the project, Interpreters Unlimited will produce a quality translation within the advised time frame. Interpreters Unlimited guarantees project delivery dates. Should any translation request be late, a 30% discount on the overall cost will be applied. IU's dedication to this Performance Guarantee means that your organization will always receive projects when promised, by the committed deadline and within budget. All document translation is done word -by -word, meaning -for -meaning, and follows the process outlined below. However, part of the proofing and editing process is to make sure any "word for word" translation still captures the relevant content and is culturally and topically appropriate. Please note that lU verifies the qualifications of any translators working on a given project based on the needs of the ossignment. Document Submission Source material for translation can be provided via email, postal mail, or by fax. Interpreters Unlimited preserves original source document layout, graphics, and visuals, for all file formats (i.e..doc, .pdf, etc.) and utilizes software systems to guarantee that translated versions meet all deliverable specification. Translation assignments are confirmed upon receipt and completed in within the estimated timeframe communicated to the client. Editing & Proofreading Translators are responsible for converting, revising, editing, and proofreading all materials prior to their submission. All drafts and submitted work are susceptible to third party review, whether it by a representative of the client, an IU project/contract manager, or a member of IU's team of Senior Language Experts. Edits and amendments shall be made at NO COST to your organization, up to a year from the date of original translation. {0 interpretation (0 translaliun transportation fsign language 8943 Callinndra Pd, San Diego. CA 92126 / Phone 800.726.9891 / Fax 800 726.9822 Page 14 of 33 The City of Santa Ana I Translation Services and Alternate Formats I R F P #2023-14 Document Formats/Layout Interpreters Unlimited translators are trained and experienced in industry standard computer assisted translation software suites, such as SDL, and proficient in other desktop publication software —namely, Adobe InDesign, Adobe Photoshop, Microsoft Office Publisher, and Microsoft Office Suite (for Mac and Windows), Translation Memory Interpreters Unlimited will build a translation memory bank for your organization using SDL to ensure that all Your organization requests are cost -saving and reliable. Translation memory works by capturing segments of text and storing its accompanying translation. If any further text contains identical or similar source segments, the system will show the previous translation, which can be used as it is, or corrected accordingly. These segments that have a match in the memory bank are also rated by percentage of match: 101% matches or ICE matches are matches of the segment + the context (same segments before and after), 100% matches are full matches without context, Fuzzy Matches are 99% or less match, and No Match are those that either do not have nothing similar in the TM. There are also Repetitions, which are segments that are not yet in the memory bank but that repeat themselves throughout the text. Consistency among translations and translators is vital, and Interpreters Unlimited has placed this concern first and foremost so that the dissemination of health education materials, including medical records and analyses, maintain a similar tone, style, and clarity. YOUR deadline dictates the timeframe the process is executed, regardless of the deadline, whether that it is within 34 minutes or 30 days. Translation (Process Project Planning Translation/Editing Additional Services Project Delivery and Closure • Finalize project createlupdate I • Creote desktop requirements glossaries and publishing layout - Delver franslated files - Assign Project tromla#ion memorial Creo{e iacalized oefiver Tronslatian Manager Translation into iorgel wa bsitas - im—,pries fit r—,3riirpdj • Amign Ira rWoiion languages] Record voice-over • Dowc aDdatod teams Edit by second equally . Perform quality ylc-one. CDllec:l and veffy ClUdidied Iromlalor(s) contra (engineering - Client deed Gock source files, reference Proofread by subject and mguisfics) • Invc+ice, sent to client r run i erirs Is. existing rnotler expert • Client feedback • Cient feed back foplionol] (oplinnol) Review by subject r rrwliar exert • Review by Project .Manager Translator: 3-Step Assessment Program In addition to agreeing to IU Translation Principles, each translator has to complete our in-house 3-Step Assessment Program (at a minimum). Our translators must have a level of proficiency in all languages they intend on offering services in including English. {f� interpretation (0 transld(ion transportation Msign language 8943 Calliandra Rd, San Diego, CA 92126 / Phone 800.726.9891 / Fax 800.726.9822 Page 15 of 33 The City of Santa Ana I Translation Services and Alternate Formats I RFP #2023-14 Translator Code of Ethics Below are the principles IU requires translators to understand and agree upon before becoming eligible for an IU Translation Certification: * Ethics/Objectivity * Accuracy Z Respect Z Cultural Awareness :) Professionalism Provision of Quality Assurance Translation Quality We use only certified translators carefully selected to match the subject matter and content of your project. Upon request, we will provide your organization with a Certificate of Attestation which certifies, under a notary seal, the accuracy of our translations. 100% Translation Quality Guarantee Further, we provide a 100% accuracy guarantee for all of our translations. We stand by all of the translations performed by our translators. If you are not completely satisfied with a completed translation, we will fix it, free of charge, until it meets your full satisfaction. If there are any issues or questions with one of our translations, we will work with you until you are completely satisfied with the quality and accuracy of your translations. Interpreters Unlimited, Inc.'s Quality Assurance Program Interpreters Unlimited's Quality Assurance Program for translation projects consists of a three -step translation process ("TEP": Translation — Edition — Proofreading/content management) and a final quality assessment ("QA") performed by the project manager. Each of the three steps in the TEP process is completed by a different certified translator team with native speakers of the target language. Our first step for large projects is generally the development of a comprehensive glossary of terms specific to the client's project. This process is overseen by a terminology/content manager whose sole function is to receive, interpret, convert and implement terms via a dynamic glossary that is distributed and integrated across our teams of linguists. We combine tools and processes to ensure that the correct terms are implemented at all times, fusing accuracy with time -efficiency. This process provides consistency, while allowing each linguist to submit adaptations and modifications where he/she deems appropriate. For technical content and other translations that require a strong knowledge of industry -specific information, we relyon subject -matter experts to ensure the correct usage of industry terminology. These professional resources have access to translation glossaries, authoritative and up-to-date dictionaries and industry -specific terminology tools. We believe strongly in the necessity to employ industry -expert translators as each industry relies on specific terminology and nomenclature that is ever -changing and critical to conducting its everyday activities. We are constantly monitoring the performance of our resources. Translators' performances are evaluated after each project and rated in our internal system. Because our translations go through a triple verification process, Interpreters Unlimited is able to certify the accuracy of our work. to interpretation (D translation transportation resign language 8943 Callinndra Pd, San Diego. CA 92126 / Phone 800.726.9891 / Fax 800.726.9822 Page 16 of 33 The City of Santa Ana l Translation Services and Alternate Formats 1 RFP #2023-14 CD Data Protection and Privacy Interpreters Unlimited (IU) respects the privacy of protected health, educational records, and other sensitive information and understands the importance of keeping this information confidential and secure. IU understands the importance of the Health Insurance Portability and Accountability Act (HIPAA), Family (Educational Rights and Privacy Act (FERPA), and Health Information Technology for Economic and Clinical Health Act (HITECH), as it applies to our services. Therefore, we have developed the following guidelines to ensure confidentiality of protected health information, educational records, and other sensitive information we may become privy to when providing our language services. IU staff, interpreters and translators are required to adhere to guidelines in place to ensure the correct handling of sensitive and/or confidential information. IU has a zero -tolerance policy for those who do not comply with these guidelines. Compliance with HIIPAA, FERPA and HITECHIU maintains a comprehensive system to ensure compliance with applicable provisions of the Health Insurance Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA) as well as the Health Information Technology for Economic and Clinical Health Act (HITECH) recently put into effect. Since our goal is to provide the highest level of service to our customers and business partners, we want you to know how IU complies with the HIPAA, FERPA, and HITECH directives. Our Privacy Policy contains procedures addressing the protection, use, and disclosure of protected health information ("PHI") along with education/school records, accounting of disclosures, access by individuals and third parties to PHI, protection of PHI by contractors, business associate agreements, and training of employees. We treat personal information securely and confidentially. We limit access to personal information to only those persons who need to know that information to provide support services to our customers. This also includes our interpreters who are trained in the importance of safeguarding this information and must comply with our procedures and applicable laws. We employ strict physical, electronic, and procedural security standards to protect personal information and maintain internal procedures to promote the integrity and accuracy of that information. Translators are not allowed to remove any documents that contain information defined as sensitive and/or confidential. IU translators must adhere to the following guidelines: Systems and Tools Implement a secure FTP server to ensure protected transmission of files and PHI. Plunet software which suDnorts a wide ranee of laneuaees and dialects. while simultaneously supporting the largest set of filetypes for translations allowing fast turn -around times. r PLUNET sulovorts over 70 different file tvnes includine Adobe PDF and InDesian. XML. Java. HTML, Microsoft Word and PowerPoint. Security Measures r SFTP/ FTP sites used for transmission of files will be restricted solely to Your organization IP addresses to ensure tighter security. Encryption of main ERP system where IU client data- including PHI- will be stored. Code review in place to assess security considerations prior to deploying new code into internal systems. Annual independent code audits and penetration testing. Software specifically designed to prevent SQL injections and XSS intrusions. :Z Multiple redundant firewalls in place to detect and prevent various types of remote intrusion. • Do not discuss the subject matter, details, or content of a translation project with anyone outside • Follow guidelines of IU Privacy Policy interpretation 10 translation transpertatiun AN )sign language 8943 Calliandra Pd, San Diego, CA 92126 / Phone 800.726.9891 / Fax 80072698.22 Page 17 of 33 CITY OF SANTA ANA ATTACHMENT A-1 PROPOSER'S CERTIFICATION, PROPOSAL PRICING Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit 1) and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. PROPOSER'S STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the Request for Proposals_ Upon request, I will transfer and deliver goods or services to the City in accordance with said terms and conditions. Interpreters Unlimited, Inc. Phone: (800) 726-9891, Fax: (800) 726-9822 LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS 8943 Calliandra Rd., San Diego, CA 92126 BUSINESS ADDRESS Shamus Sayed Vice President PRINTED NAME OF AUTHORIZED AGENT TITLE 3113/2024 yourteam@interpreters.com SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS 29-5905641 N/A FEDERAL I❑ NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE) CITY OF SANTA ANA BUSINESS LICENSE NUMBER (PLEASE PROVIDE IF AVAILABLE; BUT NOT REQUIRED UNTIL AND IF AN AWARD IS MADE TO PROPOSER.) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 38 of 51 Page 22 of 33 CITY OF SANTA ANA ATTACHMENT B REFERENCES List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional gages if required. The City reserves the right to contact each of the references lusted for additional information regarding your firm's qualifications. REFERENCE Customer Name: UC San Diego Health Contact Individual: Carla Alegre Address: 200 West Arbor Dr. Phone Number: (619) 543-5205 San Diego, CA 92103-8920 EMAIL: cralegreCc_health.ucsd.edu Contract Amount: $250k Year: 2009 - Ongoing Description of supplies, equipment, or services provided - On -site, video remote, over -the -phone and document translation in multiple languages. REFERENCE Customer Name: Jefferson County Public Schools Contact Individual: Livan Lima Address: 1450 NE 2nd Ave, Miami FL 33132 Phone Number: (502) 485-7934 Contract Amount: $100k EMAIL: livan-lima@jefferson.kyschools.us Year: 2017 - Ongoing Description of supplies, equipment, or services provided - On -site foreign language interpretation and documen translation. REFERENCE Customer Name -Miami Dade County Internal Services Dept -Contact Individual: Skarlex Alorda Address: 111 NW 1st Street, 24th Floor Phone Number: (3051375-3893 Hoteling Area B, Miami, FL 33128 Contract Amount: $100k EMAIL: SkarlexAmiamidade.gov Year: 2016 - Description of supplies, equipment, or services provlded:an-site interpretation and document translation services. THIS FORM IMUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 43 of 51 Page 26 of 33 CITY OF SANTA ANA ATTACHMENT C PROPOSER'S STATEMENT Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto. Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required bonds and certificate of liability insurance within ten {1 g} days (excluding Saturdays, Sundays and City's legal holidays), or the funds, check, draft, or proposer's bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer's bond substituted in lieu thereof shall be returned to the undersigned. Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP. Firm Interpreters Unlimited, Inc. Signed and Printed Name: Shamus Sayed Title Mice President Date 3/13/2024 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 44 of 51 Page 27 of 33 CITY OF SANTA ANA ATTACHMENT D NON -COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal. Note: The above non -collusion affidavit is part of the proposal. Signing this proposal on the signature portion thereof shall also constitute signature of this non -collusion affidavit. Proposers are cautioned that making a false certification may subject the qeFtf a to . in-at_prftecution. Signed State of i a(nic+ County of !S2r\- Dt e� Subscribed and sworn to (or ffirmed) before me on this day of r G , 20_:�J,, by J,401, proved to me on the basis of satisfactory evidence to be the person(s) who appeared before m . w or ry EDr±H ELRONDO Notary Public • California x '~ San Diego County = r Commission N 2477598 my Comm. Expires Jan 7, 202E Notary Public Seal THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 45 of 51 Page 28 of 33 CITY OF SANTA ANA ATTACHMENT E NON -LOBBYING CERTIFICATION The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Signed: Title: Vice President Firm: Interpreters Unlimited, Inc. ❑ ate: 3f 13/2024 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 46 of 51 Page 29 of 33 CITY OF SANTA ANA ATTACHMENT F NON-DISCRIMINATION CERTIFICATION The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. 2. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 264 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract RFP 24-022A City of Santa Ana Page 47 of 51 Page 30 of 33 9)( CITY OF SANTA ANA or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. S. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. Signed: Title: Vice President Firm: Interpreters Unlimited, Inc. Date- 3/13/2024 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP24-022A City of Santa Ana Page 48 of 51 Page 31 of 33 CITY OF SANTA ANA ATTACH M ENT G SAM.GOV UEI VERIFICATION On April 4, 2022, the federal government stopped using the DUNS Number to uniquely identify entities. Now, entities doing business with the federal government use the Unique Entity ID created in SAM.gov. They no longer have to go to a third -party website to obtain their identifier. This transition allows the government to streamline the entity identification and validation process, making it easier and less burdensome for entities to do business with the federal government. This RFP includes federal funding, and as such, the proposer must provide verification of their SAM.gov UEI and registration status. Please attach your entity's registration from SAM.gov, including UEI and active registration status. Proposer's UEI: QSKYG5LPGPJ6 SAM.gov Registration Expiration Date: May 15, 2024 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP24-022A City of Santa Ana Page 49 of 51 Page 32 of 33 ATTACHMENT H CERTIFICATE OF DEBARMENT Certification Regardinjg Debarment, Suspension, Inelilzibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, as amended, Nonprocurement Debarment and Suspension, 2 CFR Part 2998, Subpart C, Responsibilities of Participants Regarding Transactions. The regulations were published as Part Vill of the May 26, 1988, Federal Register (Pages 19160-19211), and as subsequently amended in 81 Federal Register 25585. (Before completing certification, read instructions which are an integral part of certification) 1. Pursuant to 2 CFR 180.335, the prospective primary participant, (i.e. grantee) certifies to the ;best of its knowledge and belief, that it and its principals: a. Are not presently excluded or disqualified; b. Have not been convicted within the preceding three years of any of the offenses listed in 2 CFR 180.800(a) or had a civil judgment rendered against them for one of those offenses within that time ;period. c. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State or local) with commission of any of the offenses listed in 2 CFR 180.800(a) and d. Have not had one or more public transactions (Federal, State or local) terminated within the preceding three years for cause or default. 2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Interpreters Unlimited, Inc. Consultant Shamus Sayed, Vice President Name and Title of Official Authorized to Certify On Behalf of the Consultant 3/13/2024 Date RFP 24-022A City of Santa Ana Page 50 of 51 Page 33 of 33 EXHIBIT C CONSULTANT'S FEE PROPOSAL 2 c 0 v w c 0 a w a C w C w O E K O w V O LO � N 0 O w c F j E U) w O E K � C a O O M Lo W Q O o � U U) O � Y U 00 00 C C � a o a oo 0 o o � C O T Q w w Z O N Q N K> L > Q o a Lam. C N c N c Y N o U U lLQ �a w w O m o � z ui ui F_ 4� d o - a O� O m W o X a o d 0 W Z LL U � U F o o w z a y O j a U C o E w L `o LL _= w �° m a o z o O Ol N Oo N C L H A o uj o f o o o m ^ � o W c 2 W U w r A a U5 Z O C 0i cL Q K � U a a O ~ W 4 W O O L C N g U) ~ Q U U � 0 Q a 3 00 co co co co co co co co co co co co co co co co co co co co co co co 00000000000000000000000000 691 eq � � � � � � O o 0 0 0 0 0 0 0 o o o o o o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Lo Lo Lo Lo Lo Lo Lo Lo Lo Lo Lo Lo Lo Lo 0 0 o 0 Lri Lri co co co co co co co co col col col col col col col co co co co co co co (0 co eqI eqI eqI eqI eqI eqI eqI eqI eqI eqI eqI eqI eqI eqI eqI eqI eqI eqI eqI eqI eqI eqI eqI eqI eqIeq (DO O O O O O O O O O O O O O O O O O O O O O O O O O) O) O) O) O) O) O O O O O O O O O O O O O O O O O O O O O O O O O O LO LO LO LO LO LO LO LO LO LO LO LO LO LO LO LO LO LO LO LO LO LO O LO LO LO O O O O O O 00 co co co co co co co co co co co co co co co co co co co co co (0 1 co I co U) O U z D Efi Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl Efl EF. w m 6I a m w U w ul a, a w N ul N w O N Ol U 'w6 6I oINN V w O Wt a ¢ U U N U U U U u N uwU ._ w m � _ N Orn w � U ¢ m wi w a 6I .(6 O N A 3 U w (6 p N W m U U D LL =_ Y Y J zw d d d K K U) U) F > Q Q CO 0 0 0 LL= m \/ ) \\ _% f ƒ/ \ )f _ ( q LL C) \ : § Ei - 2 \\ � �) \ � / §e o §) \ q = \ 66 \\ \ /{ :> \ § \\\M ){\\ /< CD :0 LL \\\\\ AC "Rl� ,� CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) 7/17/24 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsements . PRODUCER CONTACT Tamm Lafata NAME,J.S. PHONE . 619-339-4197 'C No: 619-938-3416 Tucker Insurance Services E-M5330 ADDRESS: tammy@jstuckerins.com Carroll Canyon Road #110 INSURERS AFFORDING COVERAGE NAIC # INSURERA: Sentinel Insurance Company 11000 San Diego CA 92121 INSURED INSURER B : Travelers Casualty Ins Co of America 38342 INSURERC: Hartford Casualty Insurance Company 29424 Interpreters Unlimited, Inc. INSURERD: Mount Vernon Fire Insurance Company 26522 c/o PO Box 27660 INSURERE: Stratford Insurance Company 40436 INSURERF: ACE American Insurance Company San Diego CA 92198 COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR OF INSURANCE ADDLSUBRTYPE INSD WVD POLICY NUMBER MM/DDPOLICY EFF MM/ pY EXP LIMITS A X COMMERCIAL GENERAL LIABILITY X X 72SBAAR7770 1/1/24 1/1/25 EACH OCCURRENCE $ 1,000,000 CLAIMS -MADE X OCCUR DAMAGE TO RENTED PREMISES (Ea occurrence) $ 300,000 MED EXP (Any one person) $ 5,000 PERSONAL & ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERALAGGREGATE $ 2,000,000 POLICY LX ECT LOC PRODUCTS - COMP/OPAGG $ 2,000,000 $ OTHER: B AUTOMOBILE LIABILITY X X BA-ON47027023 1/13/24 1/13/25 COMBINED SINGLE LIMIT Ea accident $ 1,000,000 X BODILY INJURY (Per person) $ ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ HIRED v NON -OWNED AUTOS ONLY !� AUTOS ONLY PROPERTY DAMAGE Per accident $ A X UMBRELLA LAB x OCCUR 72SBAAR7770 1/1/24 1/1/25 EACH OCCURRENCE $ 5,000,000 AGGREGATE $ 5,000,000 EXCESS LIAB CLAIMS -MADE DED RETENTION $ $ C WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANYPROPRIETOR/PARTNER/EXECUTIVE Y / N OFFICER/MEMBER EXCLUDED? Y j (Mandatory in NH) N/A X 72WEC108041 1/1/24 1/1/25 PER OTH- STATUTE ER E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000 D Professional Liability/E&0 PT2001159B Date -full prior 1/31/24 1/31/25 $3,000,000/agg $7,500 retention F E Cyber/Privacy incl Crime/Fidelity Cyber/Network/Privacy Liability D95194746 PDO9003192 1/1/24 9/18/23 1/1/25 9/18/24 $1,000,000/agg $1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached if more space is required) 30 day notice of cancellation except 10 day for nonpayment of premium Additional insured is (when required in written contract or agreement): City, its City Council, its officers, employees, agents and volunteers per attached general liability policy form SS0008 0405 including primary and non-contributory as well as waiver of subrogation favor of same. Additional insured also applies in favor of same per attached automobile liability policy form CAT420 0215 and CAT474 0216 including waiver of subrogation in favor of same. rimary and non-contributory in favor of same per attached automobile liability policy form CAT474 0216. Workers compensation waiver of subrogation applies in favor of same per attached policy form WC00 0313 CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Santa Ana THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PR . Risk Management Division Risk Maug+:madDh6ion 120 Civic Center Plaza AUTHORIZED REPRESENTATIVE 3� y� z REVIEWED& APPROVED BY. Santa Ana CA 92701 ,� `lI 1J L' "Ak -�� Risk Management Specialist 0 1988-2015 AC15RD All rignts reserve ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD Pol #72SBAAR7770 BUSINESS LIABILITY COVERAGE FORM 2. Applicable To Medical Expenses Coverage We will not pay expenses for "bodily injury": a. Any Insured To any insured, except "volunteer workers". b. Hired Person To a person hired to do work for or on behalf of any insured or a tenant of any insured. c. injury On Normally Occupied Premises To a person injured on that part of premises you own or rent that the person normally occupies_ d. Workers' Compensation And Similar Laws To a person, whether or not an "employee" of any insured, if benefits for the "bodity injury" are payable or must be provided under a workers' compensation or disabiI4 benefits law or a similar law_ e. Athletics Activities To a person injured while practicing, instructing or participating in any physical exercises or games, sports or athletic contests. f. Products -Completed Operations Hazard Included with the "products -completed operations hazard". g. Business Liability Exclusions Excluded under Business Liability Coverage. C. WHO 1S AN INSURED 1. If you are designated in the Declarations as: a. An individual, you and your spouse are insureds, but only with respect to the conduct of a business of which you are the sale owner. b. A partnership or joint venture, you are an insured. Your members, your partners, and their spouses are also insureds, but only with respect to the conduct of your business. c. A limited liability company, you are an insured. Your members are also insureds, but only with respect to the conduct of your business. Your managers are insureds, but only with respect to their duties as your managers. d. An organization other than a partnership, joint venture or limited liability company, you are an insured. Your "executive officers" and directors are insureds, but only with respect to their duties as your officers or directors. Your stockholders are also insureds, but only with respect to their liability as stockholders. e. A trust, you are an insured. Your trustees are also insureds, but only with respect to their duties as trustees. 2. Each of the following is also an insured: a. Employees And Volunteer Workers Your "volunteer workers" only while performing duties related to the conduct of your business, or your "employees", other than either your "executive officers" (if you are an organization other than a partnership, joint venture or limited liability company) or your managers (if you are a limited liability company), but only for acts within the scope of their employment by you or while performing duties related to the conduct of your business. However, none of these "employees" or "volunteer workers" are insureds for: (1) "Bodily injury" or "personal and advertising injury": (a) To you, to your partners or members (if you are a partnership or joint venture), to your members (if you are a limited liability company), or to a co -"employee" while in the course of his or her employment or performing duties related to the conduct of your business, or to your other "volunteer workers" while performing duties related to the conduct of your business; (b) To the spouse, child, parent, brother or sister of that co - "employee" or that "volunteer worker" as a consequence of Paragraph (1)(a) above: (c) For which there is any obligation to share damages with or repay someone else who must pay damages because of the injury described in Paragraphs (1)(a) or (b) above; or (d) Arising out of his or her providing or failing to provide professional health care services. It you are not in the business of providing professional health care services, Paragraph (d) does not apply to any nurse, emergency medical technician or pararnedic employed by you to provi (2 "Property r aR. x�k�,toMs� ) p � � � �REmEwED & APPROVED BY: (a) Ovenec `�if1Ll L' A :a �ceveda ---..j Risk Management Specialist Page 10 of 24 1-0h*rn Pol #72SBAAR7770 BUSINESS LIABILITY COVERAGE FORM (b) Rented to, in the care, custody or b. Coverage under this provision does not control of, or over which physical apply to: control is being exercised for any (1) "Bodily injury" or "property damage" purpose by you, any of your that occurred; or "employees", "volunteer workers", any partner or member (if you are (2) "Personal and advertising injury" a partnership or joint venture), or arising out of an offense committeo any member (if you are a limited before you acquired or formed the liability company). organization. b. Real Estate Manager 4. Operator Of Mobile Equipment Any person (other than your "employee" or With respect to "mobile equipment" registered in "volunteer worker"), or any organization your name under any motor vehicle registration while acting as your real estate manager. law, any person is an insured while driving such c. Temporary Custodians Of Your equipment along a public highway with your Property permission. Any other person or organization responsible for the conduct of such person is Any person or organization having proper also an insured, but only with respect to liability temporary custody of your property if you arising out of the operation of the equipment, and die, but only: only if no other insurance of any kind is available (1) With respect to liability arising out of the to that person or organization for this liability. :maintenance or use of that property; and However, no person or organization is an insured (2) Until your legal representative has with respect to: been appointed a. "Bodily injury" to a co -"employee" of the d. Legal Representative If You Die person driving the equipment; or Your legal representative if you die, but b. "Property damage" to property owned by, only with respect to duties as such. That rented to, in the charge of or nccupied by representative will have all your rights and you or the employer of any person who is duties under this insurance- an insured under this provision. e. Unnamed Subsidiary 5. Operator of Nonowned Watercraft Any subsidiary and subsidiary thereof, of yours which is a legally incorporated entity of which you own a financial interest of more than 5U% of the voting stock on the effective date of this Coverage Part. The insurance afforded herein for any subsidiary not shown in the Declarations as a named Insured does not apply to injury or damage with respect to which an insured under this insurance is also an insured under another policy or would be an insured under such policy but for its termination or upon the exhaustion of Its limits of insurance. 3. Newly Acquired Or Formed Organization Any organization you newly acquire or form, other than a partnership, joint venture or iimited liability company, and over which you maintain financial interest of more than 50% of the voting stock, will qualify as a Nar red Insured if there is no other similar insurance available to that organization_ However: a. Coverage under this provision is afforded only until the 180th day after you acquire or form the organization or the end of the policy period, whichever is earlier-, and With respect to watercraft you do not own that is less than 51 feet long and is not being used to carry persons for a charge, any person is an insured while operating such watercraft with your permission. Any other person or organization responsible for the conduct of such person is also an Insured, but only with respect to liability arising out of the operation of the watercraft, and only if no other insurance of any kind is available to that person or organization for this liability. However, no person or organization is an insured with respect to: a. "Bodily injury" to a co -"employee" of the person operating the watercraft; or b_ "Property damage" to property owned by, rented to, in the charge of or occupied by you or the employer of any person who is an insured under this provision. 6. Additional Insureds When Required By Written Contract. Written Agreement Or Permit The person(s) I Paragraphs a. t insureds when )r Risk ManWment Division in REVIEWED&APPROVED BY: --- Risk Management Specialist Form SS 00 08 04 05 PafAn 11 of 24 Pol #72SBAAR7770 BUSINESS LIABILITY COVERAGE FORM contract, written agreement or because of a permit issued by a state or political subdivision, that such person or organization be added as an additional insured on your policy, provided the injury or damage occurs subsequent to the execution of the contract or agreement, or the issuance of the permit. A person or organization is an additional insured under this provision only for that period of time required by the contract, agreement or permit. However, no such person or organization is an additional insured under this provision if such person or organization is included as an additional insured by an endorsement issued by us and made a part of this Coverage Part, including all persons or organizations added as additional insureds under the specific additional insured coverage grants in Section F.— Optional Additional Insured Coverages. a. Vendors Any person(s) or organization(s) (referred to below as vendor), but only with respect to "bodily injury" or "property damage" arising out of "your products" which are distributed or sold in the regular course of the vendors business and only if this Coverage Fart provides coverage for "bodily injury" or "property damage" included within the "products -completed operations hazard". (1) The insurance affordod to the vendor is subject to the following additional exclusions: This insurance does not apply to (a) "Bodily injury" or "property damage" for which the vendor is obligated to pay damages by reason of the assumption of liability in a contract or agreement. This exclusion does not apply to liability for damages that the vendor would have in the absence of the contract or agreement; (b) Any express warranty unauthorized by you; (c) Any physical or chemical change in the product made intentionally by the vendor; (d) Repackaging, except when unpacked solely for the purpose of inspection, demonstration, testing, or the substitution of parts under instructions from the manufacturer, and then repackaged in the original container; (e) Any failure to make such Inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products; (f) Demonstration, installation, servicing or repair operations, except such operations performed at the vendor's premises in connection with the sale of the product; (g} Products which, after distribution or sale by you, have been labeled or relabeled or used as a container, part or ingredient of any other thing or substance by or for the vendor; or (h) "Bodily injury" or "property damage" arising out of the sole negligence of the vendor for its own acts or omissions or those of its employees or anyone else acting on its behalf. However, this exclusion does not apply to: (i) The exceptions contained in Subparagraphs (d) or (f); or (ii) Such inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in ronnectier with the distribution or safe of the products. (2) This insurance does not apply to any insured person or organization from whom you have acquired such products, or any ingredient, part or container, entering into, accompanying or containing such products. b. Lessors Of Equipment (1) Any person or organization from whom you lease equipment; but only with respect to their liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your maintenance, operation or use of equipment leased to you by such person or organization. Risk Ma>xaAPPf LlivisE Y. REVIEWED APPROVED m & P©v8Y: Risk Management Specialist Page 12 of 24 Form SS 00 08 04 05 Pol #72SBAAR7770 BUSINESS LIABILITY COVERAGI= FORM (2) With respect to the insurance afforded to these additional insureds, this insurance does not apply to any '.occurrence" which takes place after you cease to lease that equipment. c. Lessors Of Land Or Premises (1) Any person or organization from whom you lease land or premises, but only with respect to liability arising out of the ownership, maintenance or use of that part of the land or premises leased to you. (2) With respect to the insurance afforded to these additional insureds, this insurance does not apply to: (a) Any "occurrence" which takes place after you cease to lease that land or be a tenant in that premises; or (b) Structural alterations, new construction or demolition operations performed by or on behalf of such person or organization. d. Architects, Engineers Or Surveyors (1) Any architect, engineer, cr surveyor, but only w1h reSpPct to liability for "bodily injury', "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: (a) In connection with your premises; OF (b) In the performance of your ongoing operations performed by you or on your behalf. (2) With respect to the insurance afforded to these additional insureds, the following additional exclusion applies -- This insurance does not apply to "bodily injury", "properly damage" or "porsonol and advertising injury" arising out of the rendering of or the failure to render any professional services by or for you, including: (a) The preparing, approving, or failure to prepare or approve, maps, shop drawings, opinions, reports, surveys, field orders, change orders, designs or drawings and specifications; or (b) Supervisory, Inspection, architectural or engineering activities. e. Permits Issued By State Or Political Subdivisions (1) Any state or poftical subdivision, but only with respect to operations performed by you or on your behalf for which the state or political subdivision has issued a permit. (2) With respect to the insurance afforded to these additional insureds, this insurance does not apply to: (a) "Bodily injury". "property damage" or "personal and advertising injury" arising out of operations performed for the state or municipality; or (b) "Bodily injury" or "property damage" included within the "products - completed operations hazard". f. Any Other Party (1) Any other person or organization who is not an insured under Paragraphs a. through e. above, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: (a) In the performance of your ongoing operations; (b) In connection with your premises owned by or rented to you; or (c) In connection with "your work" and included within the "products -- completed operations hazard", but only if (i) The written contract or written agreement requires you to provide such coverage to such additional insured; and (ii) This Coverage Part provides coverage for "bodily injury" or "pmperty riarrtape" included within the "products - completed operations hazard". (2) With respect to the insurance afforded to these additional insureds, this insurance does not apply to: "Bodily injury", "property damage" or "personal and advertising injury" arising oti failure to care' "iltuctul services, i Risk Mamgonmf I)Mslna REVIEWED & APPROVED BY, A Ac4ed,, 1� Risk Management Specialist Form SS 00 08 04 05 rage rs or zv Pol #72SBAAR7770 BUSINESS LIABILITY COVERAGE FORM (a) The preparing, approving, or failure to prepare or approve, maps, shop drawings, opinions, reports, surveys, field orders, change orders, designs or drawings and specifications; or (b) Supervisory, inspection, architectural or engineering activities. The limits of insurance that apply to additional insureds are described in Section 0. — Limits Of Insurance. How this insurance applies when other insurance is available to an additional insured is described in the Other Insurance Condition in Section E. — Liability And Medical Expenses General Conditions. No person or organization is an insured with respect to the conduct of any current or past partnership, joint venture or limited liability company that is not shown as a Named Insured in the Dectarations. D. LIABILITY AND MEDICAL EXPENSES LIMITS OF INSURANCE 1. The Most We Will Pay The Limits of Insurance shown in the Declarations and the rules below fix the most we will pay regardless of the number of, a. Insureds,- b. Claims made or "suits" brought, or c. Persons or organizations making claims or bringing "suits". 2. Aggregate Limits The most we will pay for, a. Damages because of "bodily injury" and "property damage" included in the "products -completed operations hazard" is the Products -Completed Operations Aggregate Limit shown in the Declarations. b. Damages because of all other "bodily injury", "property damage" or "personal and advertising injury", including medical expenses, is the General Aggregate Limit shown in the Declarations. This General Aggregate Limit applies separately to each of your "locations" owned by or rented to you. "Location" means premises involving the same or connecting lots, or premises whose connection is interrupted only by a street, roadway or right-of-way of a railroad. Page 14 of 24 This General Aggregate limit does not apply to "property damage" to premises while rented to you or temporarily occupied by you with permission of the owner, arising out of fire, lightning or explosion. 3. Each Occurrence Limit Subject to 2.a. or 2.b above, whichever applies, the most we will pay for the sum of all damages because of all "bodily injury", "property damage" and medical expenses arising out of any one "occurrence" is the Liability and Medical Expenses Limit shown in the Declarations. The most we will pay for all medical expenses because of "bodily injury" sustained by any one person is the Medical Expenses Limit shown in the Declarations. 4. Personal And Advertising Injury Limit Subject to 2.b. above, the most we will pay for the sum of all damages because of all "personal and advertising injury" sustained by any one person or organization is the Personal and Advertising Injury Limit shown in the Declarations. 5. Damage To Premises Rented To You Limit The Damage To Premises Rented To You Limit is the most we will pay under Business Liability Coverage for damages because of "property damage" to any one premises, while rented to you, or in the case of damage by fire, lightning or explosion, while rented to you or temporarily occupied by you with permission of the owner. In the case of damage by fire, lightning or explosion, the Damage to Premises Rented To You Limit applies to all damage proximately caused by the same event, whether such damage results from fire, lightning or explosion or any combination of these. 6. How Limits Apply To additional Insureds The most we will pay on behalf of a person or organization who is an additional insured under this Coverage Part is the lesser of: a. The limits of insurance specified in a written contract, written agreement or permit issued by a state or political subdivision; or b. The Limits of Insurance shown in the Declarations, Such amount sha addition to the Lir j Risk a�; ne tsco►t the Declarations alREVIEWED&APPROVED BY: Risk Management Specialist Form SS 00 08 04 05 Pol #72SBAAR7770 BUSINESS LIABILITY COVERAGE FORM If more than one limit of insurance under this policy and any endorsements attached thereto applies to any claim or "suit", the most we will pay under this policy and the endorsements is the single highest limit of liability of all coverages applicable to such claim or "suit". However, this paragraph does not apply to the Medical Expenses limit set forth in Paragraph 3. above. The Limits of Insurance of this Coverage Part apply separately to each consecutive annual period and to any remaining period of less than 12 months, starting with the beginning of the policy period shown in the Declarations, unless the policy period is extended after issuance for an additional period of less than 12 months. In that case, the additional period will be deemed part of the last preceding period for purposes of determining the Limits of Insurance. E. LIABILITY AND MEDICAL EXPENSES GENERAL CONDITIONS 1. Bankruptcy Bankruptcy or insolvency of the insured or of the insured's estate will not relieve us of our obligations under this Coverage Part. 2. Duties. In The Event Of Occurrence, Offense, Claim Or Suit a. Notice Of Occurrence Or Offense You or any additional insured must see to it that we are notified as soon as practicable of an "occurrence" or an offense which may result in a claim. To the extent possible, notice should include: (1) How, when and where the "occurrence" or offense took place, (2) The names and addresses of any injured persons and witnesses; and (3) The nature and location of any injury or damage arising out of the "occurrence" or offense. b. Notice Of Claim If a claim is made or "suit" is brought against any insured, you or any additional insured must: (1) Immediately record the specifics of the claim or "suit" and the date received; and (2) Notify us as soon as practicable. You or any additional insured must see to it that we receive a written notice of the claim or "suit" as soon as practicable. c. Assistance And Cooperation Of The Insured You and any other involved insured must; (1) immediately send us copies of any demands, notices, summonses or legal papers received in connection with the claim or "suit"; (2) Authorize us to obtain records and other information; (3) Cooperate with us in the investigation, settlernent of the claim or defense against the "suit"; and (4) Assist us, upon our request, in the enforcement of any right against any person or organization that may be liable to the insured because of injury or damage to which this insurance may also apply. d. Obligations At The Insured's Own Cost No insured will, except at that insured's own cost, voluntarily make a payment, assume any obligation, or incur any expense, other than for first aid, without our consent. e. Additional Insured's Other Insurance If we cosier a claim or "suit" under this Coverage Part that may also be covered by other insurance available to an additional insured, such additional insured must submit such clairn or "suit" to the other insurer for defense and indemnity. However, this provision does not apply to the extent that you have agreed in a written contract, written agreement or permit that this insurance is primary and non-contributory with the additional insured's own insurance. f_ Knowledge Of An Occurrence, Offense, Claim Or Suit Paragraphs a. and b. apply to you or to any additional insured only when such "occurrence", offense, claim or "suit" is known to: (1) You or any additional insured that is an individual; (2) Any partner, if you or an additional insured is a partnership; (3) Any manager, If you or an additional insured is a limited liability company; (4) Any "executive officer" or insurance manager, if you or an additional insured is a corporation; (5) Any trustee, if you or an additional insured is a trnizv nr (5) Any electe Risk MaaagernedUlMsicm or an add ; ' REVIEWED & APPROVED _BJY_.' subdivi sior A RGeva,>ia M- Risk Management Specialist Form SS 00 08 04 05 Page Pol #72SBAAR7770 BUSINESS INABILITY COVERAGE FORM This Paragraph f. applies separately to you and any additional insured. 3. Financial Responsibility Laws a. When this policy is certified as proof of financial responsibility for the future under the provisions of any motor vehicle financial responsibility law, the insurance provided by the policy for "bodily injury" liability and "property damage" liability wilt comply with the provisions of the law to the extent of the coverage and limits of insurance required by that law, b. With respect to "mobile equipment" to which this insurance applies. we will provide any liability; uninsured motorists, underinsured motorists, no-fault or other coverage required by any motor vehicle law. We will provide the required limits for those coverages. 4. Legal Action Against Us No person or organization has a right under this Coverage Form: a. To join us as a party or otherwise bring is into a "suit" asking for damages from an insured; or b. To sue us on this Coverage Form unless all of its terms have been fully complied with. A person or organization may sue us to recover on an agreed settlement or on a final judgment against an insured; but we will not be liable for damages that are not payable under the terms of this insurance or that are in excess of the applicable limit of insurance. An agreed settlement means a settlement and release of liability signed by us, the insured and the claimant or the claimant's legal representative. 5. Separation Of Insureds Except with respect to the Litriits of Insurance, and any rights or duties specifically assigned in this policy to the first Named Insured, this insurance applies: a. As if each Named Insured were the only Named Insured; and b. Separately to each insured against whom a claim is made or "suit" is brought. 6. Representations a. When You Accept This Policy By accepting this policy, you agree: (1) The statements in the Declarations are accurate and complete, (2) Those statements are based upon representations you made to us; and (3) We have issued this policy in reliance upon your representations. b. Unintentional Failure To Disclose Hazards If unintentionally you should fail to disclose all hazards relating to the conduct of your business at the inception date of this Coverage Part, we shall not deny any coverage under this Coverage Part because of such failure. 7. Other Insurance it other valid and collectible insurance is available for a loss we cover under this Coverage Part, our obligations are limited as follows: a. Primary Insurance This insurance is primary except when b. below applies. If other insurance is also primary, we will share with all that other insurance by the method described in c. bel ow. b. Excess Insurance This insurance is excess over any of the other insurance, whether primary, excess, contingent or on any other basis: (1) Your Work That is Fire, Extended Coverage, Builder's Risk, Installation Risk or similar coverage for "your work"; (2) Premises Rented To You That is fire, lightning or explosion insurance for premises rented to you or temporarily occupied by you with permission of the owner; (3) Tenant Liability That is Insurance purchased by you to cover your liability as a tenant for "property damage" to premises rented to you or temporarily occupied by you with permission of the owner; (4) Aircraft, Auto Or Watercraft If the lass arises out of the maintenance or use of aircraft, "autos" or watercraft to the extent not subject to Exclusion g. of Section A. _ Coverages. (5) Property Damage To Borrowed Equipment Or Use Of Elevators If the loss arises out of "property damage'' Me usl; subject t Coveray rn Ciy RiskMwagement DiMs on 0 3 j t REVIEwn> & APPROVED BY: Risk Management Specialist Page 16 of 24 Form S5 00 08 04 015 Pal 472SBAAR7770 BUSINESS LIABILITY COVERAGE FORM (6) When You Are Added As An Additional Insured To Other Insurance That is other insurance available to you covering liability for damages arising out of the premises or operations, or products and completed operations, for which you have been added as an additional insured by that insurance; or (7) When You Add Others As An Additional Insured To This Insurance That is other insurance available to an additional insured_ However, the following provisions apply to other insurance available to any person or organization who is an additional insured under this Coverage Part: (a) Primary Insurance When Required By Contract This insurance is primary if you have agreed in a written contract, written agreement or permit that this insurance he primary. If other insurance is also primary, we will share with all that other insurance by the method described in c. below. (b) Primary And Non -Contributory To Other Insurance When Required By Contract if you have agreed in a written contract, written agreement or permit that this insurance is primary and non-contributory with the additional insured's own insurance, this insurance is primary and we will not seek contribution from that other Insurance. Paragraphs (a) and (b) do riot apply to other insurance to which the additional Ensured has been added as an additional insured When this insurance is excess, we wili have no duty under this Coverage Part to defend the insured against any "suit" if any other insurer has a duty to defend the insured against that "suit". If no other insurer defends. we will undertake to do so, but we will he entitled to the insured's rights against all those other insurers_ When this insurance is excess over other insurance, we will pay only our share of the amount of the loss, if any, that exceeds the sure of: (1) The total amount that all such other insurance would pay for the loss in the absence of this insurance; and (2) The total of all deductible and self - insured amounts under al' that other insurance. We will share the remaining loss, if any, with any other insurance that is not described in this Excess Insurance provision and was not bought specifically to apply in excess of the Limits of Insurance shown in the Declarations of this Coverage Part. c. Method Of Sharing If all the other insurance permits contribution by equal shares, we will follow this method also. Under this approach, each insurer contributes equal amounts until it has paid its applicable limit of insurance or none of the loss remains, whichever comes first. If any of the other insurance does not permit contribution by equal shares, we will contribute by limits. Under this method, each insurer's share is based on the ratio of its applicable Ilmit of insurance to the total applicable limits of insurance of all insurers, 8. Transfer Of Rights Of Recovery Against Others To Us a. Transfer Of Rights Of Recovery If the insured has rights to recover all or part of any payment, including Supplementary Payments, we have made under this Coverage Part, those rights are transferred to us. The insured must do nothing after loss to impair them. At our request, the insured will bring "suit" or transfer those rights to us and help us enforce them. This condition does not apply to Medical Expenses Coverage. b. Waiver Of Rights Of Recovery (Waiver Of Subrogation) if the insured has waived any rights of recovery against any person or organization for all or part of any payment, including Supplen-lenta-y Payments, we have made under this Coverage Part, we also waive thafkIa i.3cirrnrl waived their Risk Msnagernenti?irision such person Q REVIEWED&APPROVED BY: agreement or A.�-ju Ace a; , pprior to the in o u J '® Risk Management Specialist Form SS 00 08 04 05 Pape Pol #72SBAAR7770 BUSINESS LIABILITY COVERAGE FORM F. OPTIONAL ADDITIONAL INSURED COVERAGES If listed or shown as applicable in the Declarations, one or more of the following Optional Additional Insured Coverages also apply. When any of these Optional Additional Insured Coverages apply, Paragraph 6. (Additional Insureds When Required by Written Contract, Written Agreement or Permit) of Section C., Who Is An Insured, does not apply to the person or organization shown in the Declarations. These coverages are subject to the terms and conditions applicable to Business Liability Coverage in this policy, except as provided below- 1. Additional Insured - Designated Person Or Organization WHO IS AN INSURED under Section C. is amended to include as an additional insured tine persons) or organization(s) shown in the Declarations, but only with respect to liability for "bodily injury", "property damage" or .1 personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: a. In the performance of your ongoing operations: or b. In connection with your premises owned by or rented to you. 2. Additional Insured - Managers Or Lessors Of Premises a. WHO IS AN INSURED under Section C. is amended to include as an additional insured the person(s) or organization(s) shown in the Declarations as an Additional Insured - Designated Person Or Organization, but only with respect to liability arising out of the ownership, maintenance or use of that part of the premises leased to you and shown in the Declarations. b. With respect to the insurance afforded to these additional insureds, the following additional exclusions apply: This insurance does not apply to: (1) Any "occurrence" which takes place after you cease to be a tenant in that premises; or (2) Structural alterations, new construction or demolition operations performed by or on behalf of such person or organization. 3. Additional Insured - Grantor Of Franchise WHO IS AN INSURED under Section C. is amended to include as an additional insured the person(s) or organizations) shown in the Declarations as an Additional Insured - Grantor Of Franchise, but only with respect to their liability as grantor of franchise to you. 4. Additional Insured - Lessor Of Leased Equipment a. WHO IS AN INSURED under Section C. is amended to include as an additional insured the persons) or organizations) shown in the Declarations as an Additional Insured — Lessor of Leased Equipment, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your maintenance, operation or use of equipment leased to you by such person(s) or organization(s). b. With respect to the insurance afforded to these additional insureds, this insurance does not apply to any "occurrence" which takes place after you cease to lease that equipment. 5. Additional Insured - Owners Or Other Interests From Whom Land Has Been Leased a. WHO IS AN I NSU RED under Section C. is amended to include as an additional insured the person(s) or organization(s) shown in the Declarations as an Additional Insured — Owners Or Other Interests From Whom Land Has Been Leased, but only with respect to liability arising out of the ownership, maintenance or use of that part of the land leased to you and shown in the Declarations- b. With respect to the insurance afforded to these additional insureds, the following additionai exclusions apply: This insurance does not apply to: (1) Any "occurrence" that takes place after you cease to lease that land; or (2) Structural alterations, new construction or demolition operations performed by or on behalf of such person or organization. 6. Additional Insured - State Or Political Subdivision — Permits a. WHO IS AN i amended t insured the shown in the o Risk Mwaganent Dili s an sl �s REVIEWED & APPROVED BY: RECON-TC ' Wif1LI ni A.- ju Ace ai, Risk Management Specialist Page 18 of 24 Form SS 00 08 04 05 Pol #72SBAAR7770 BUSINESS LIABILITY COVERAGE FORM Insured — State Or Political Subdivision - Permits, but only with respect to operations performed by you or on your behalf for which the state or political subdivision has issued a permit. b. With respect to the insurance afforded to these additional insureds. the following additional exclusions apply_ This insurance does not apply to: (1) "Bodily injury", "property damage" or "personal and advertising injury" arising out of operations performed for the state or municipality; or (2) "Bodily injury" or "property damage" included in the "product -completed operations" hazard. 7_ Additional Insured — Vendors a. WHO IS AN INSURED under Section C. is amended to include as an additional insured the person(s) or organization(s) (referred to below as vendor) shown in the Declarations as an Additional Insured - Vendor, but only with respect to "bodily in}ury" or "property damage" arising out of "your products" which are distributed or sold in the regular course of the vendor's business and only if this Coverage Part provides coverage for "bodily injury" or "property damage" included within the "products -completed operations hazard". b. The insurance afforded to the vendor is subject to the following additional exclusions: (1) This insurance does not apply to: (a) "Bodily injury" or "property damage" for which the vendor is obligated to pay damages by reason of the assumption of liability in a contract or agreement. This exclusion does not apply to liability for damages that the vendor would have in the absence of the contract or agreement; (b) Any express warranty unauthorized by you; (c) Any physical or chemical change in the product made intentionally by the vendor; (d) Repackaging, unless unpacked solely for the purpose of inspection, demonstration, testing, or the substitution of parts under instructions from the manufacturer, and then repackaged in the original container; (e) Any failure to make such inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products; (f) Demonstration, installation, servicing or repair operations, except such operations performed at the vendor's premises in connection with the sale of the product; (g) Products which, after distribution or sale by you, have been labeled or relabeled or used as a container, part or ingredient of any other thing or substance by or for the vendor; or (h) "Bodily injury' or "property damage' arising out of the sole negligence of the vendor for Its own acts or omissions or those of its employees or anyone else acting on its behalf. However, this exclusion does not apply to: (i) The exceptions contained in Subparagraphs (d) or (f), or (0) Such inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products. (2) This insurance does not apply to any insured person or organization from whom you have acquired such products, or any ingredient, part or container, entering into, accompanying or containing such products. S. Additional Insured — Controlling Interest WHO IS AN INSURED under Section C. is amended to include as an additional insured the person(s) or organizations) shown in the Declarations as an Additional Insured — Gontrolling Interest, but only with respect to their liability arising out of: a. Their financial control of you; or b. Premises the while you leap o Risk Mamgrn mf Dh issnn i z REVIEWED & APPROVED BY., LIM' llJ A+fa A,4,ao 1� Risk Management Specialist Form SS 00 08 04 05 r.:s,gr- t Ut e-x Pol # 72SBAAR7770 BUSINESS LIABILITY COVERAGE FORM. This insurance does not apply to structural The limits of insurance that apply to additional alterations. new constriction and demolition insureds are described in Section D. — Limits Of operations performed by or for that person or Insurance. organization. How this insurance applies when other insurance 9. Additional Insured — Owners, Lessees Or is available to an additional insured is described in Contractors — Scheduled Person Or the Other Insurance Condition in Section I_. — Organization Liability And Medical Expenses General a. WHO IS AN INSURED under Section C. is Conditions_ amended to include as an additional G. LIABILITY AND MEDICAL EXPENSES insured the person(s) or organization(s) DEFINITIONS shown in the Declarations as an Additional Insured — Owner, Lessees Or Contractors, 1. "Advertisement" means the widespread public but only with respect to liability for "bodily dissemination of information or images that injury", "property damage" or "personal has the purpose of inducing the sale of goods, and advertising injury" caused, in whole or products or services through: in part, by your acts or omissions or the a. (1) Radio: acts or omissions of those acting on your (2) Television; behalf: (3) Billboard; (1) In the performance of your ongoing (4) Magazine; operations for the additional (5) Newspaper; insured(s); or (2) In connection with "your work" b. The Internet, but only that part of a web performed for that additional insured site that is about goods, products or and included within the "products- services for the purposes of inducing the completed operations hazard", but sale of goods, products or services; or only if this Coverage Part provides c. Any other publication that is given coverage for "bodily injury" or widespread public distribution. "property damage" included within the However, "advertisement" does not include: "products -completed operations a. The design, printed material, information hazard". or images contained in, on or upon the b. With respect to the insurance afforded to packaging or labeling of any goods or these additional insureds, this insurance products; or does not apply to "bodily injury", "property b. An interactive conversation between or damage" or "personal an advertising among persons through a computer network. injury" arising out of the rendering of, or the failure to redder, any professional 2. "Advertising idea" means any idea for an architectural, engineering or surveying "advertisement". services, Including: 3. "Asbestos hazard" means an exposure or (1) The preparing, approving, or failure to threat of exposure to the actual or alleged prepare or approve, maps, shop properties of asbestos and includes the mere drawings, opinions, reports, surveys, presence of asbestos in any form. field orders, change orders, designs or 4. "Auto" means a land motor vehicle, trailer or drawings and specifications: or semi -trailer designed for travel on public (2) Supervisory, inspection, architectural roads, including any attached machinery or or engineering activities. equipment. But "auto" does not include 10. Additional Insured — Co -Owner Of Insured "mobile equipment". Premises 5. "Bodily injury" means physical; WHO IS AN INSURED under Section C. is a. Injury; amended to include as an additional insured b. Sickness; or the person(s) or Organization(s) shown in the c, Disease Declarations as an Additional Insured — Co - Owner Of Insured Premises, but only with sustained by a percnn rzRr4 it nri6nry ciP A n,° th" respect to their liability as co-owner of the above, mental atlg Risk MwaganentDMsicm premises shown in the Declarations. 6. "Coverage territory REmEwEQ&APPROVED BY. c A-�U Ac4vao Risk Management Specialist Page 20 of 24 Pol #BA-ON470270-23-42-G COMMERCIAL AUTO THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. AUTO COVERAGE PLUS ENDORSE"EME I'T This endorsement modifies insurance provided under the following: BUSINESS AUTO COVERAGE FORM GENERAL DESCRIPTION OF COVERAGE — This endorsement broadens coverage. However, coverage for any injury, damage or medical expenses described in any of the provisions of this endorsement may be excluded or limited by another endorsement to the Coverage Part, and these coverage broadening provisions do not apply to the extent that coverage is excluded or limited by such an endorsement. The following listing is a general cover- age description only. Limitations and exclusions may apply to these coverages. Read all the provisions of this en- dorsement and the rest of your policy carefully to determine rights, duties, and what is and is not covered. A. BLANKET ADDITIONAL INSURED B. EMPLOYEE HIRED AUTO C. EMPLOYEES AS INSURED D. SUPPLEMENTARY PAYMENTS — INCREASED LIMITS E. TRAILERS — INCREASED LOAD CAPACITY F. HIRED AUTO PHYSICAL DAMAGE G. PHYSICAL DAMAGE — TRANSPORTATION EXPENSES— INCREASED LIMIT A_ BLANKET ADDITIONAL INSURED The following is added to Paragraph A.1., Who Is An Insured, of SECTION 11 — COVERED AUTOS LIABILITY COVERAGE' Any person or organization who is required under a written contract or agreement between you and that person or organization, that is signed and executed by you before the "bodily injury" or "property damage" occurs and that is in effect during the policy period, to be named as an addi- tional insured is an "insured" for Covered Autos Liability Coverage. but only for damages to which this insurance applies and only to the extent that person or organization qualifies as an "insured" under the Who Is An Insured provision contained in Section II. B. EMPLOYEE HIRED AUTO 1. The following is added to Paragraph A.I., Who Is An Insured. of SECTION It — COV- ERED AUTOS LIABILITY COVERAGE: H. AUDIO, VISUAL AND DATA ELECTRONIC EQUIPMENT -- INCREASED LIMIT I. WAIVER OF DEDUCTIBLE — GLASS J. PERSONAL PROPERTY K. AIRBAGS L. AUTO LOAN LEASE GAP M. BLANKET WAIVER OF SUBROGATION performing duties related to the conduct of your business. 2, The following replaces Paragraph b. in B.5.. Other Insurance, of SECTION IV — BUSI- NESS AUTO CONDITIONS: b, For Hired Auto Physical Damage Cover- age. the following are deemed to be cov- ered "autos" you own: (1) Any covered "auto" you lease, hire, rent or borrow; and (2� Any covered "auto" hired or rented by your "employee" under a contract in an "employee's" name, with your permission, while performing duties related to the conduct of your busi- ness. However, any "auto" that Is leased, hired, rented or borrowed with a driver is not a covered "auto", An "employee" of yours is an "insured" whlle C. EMPLOYEES AS INSURED operating a covered "auto" hired or rented The following is added to Paragraph A.1., Who is under a contract or agreement in an "ern- An Insured, of SECTION 11 — COVERED AUTOS pioyee's" name, with your permission, while LIABILITY COVERAGE: o , e RiskMwagemenf DMs on REVIEWED & APPROVED BY; CA T4 20 02 15 t, 2C 15 The Travelers Indemnity Company. All rights reserved. Risk Management specialist Includes copyrighted material of Insurance Services Office, Inc. wtth its permission Pol #BA-ON470270-23-42-G COMMERCIAL AUTO Any "employee" of yours is an "insured" while us- ing a covered "auto" you don't own, hire or borrow in your business or your personal affairs. D. SUPPLEMENTARY PAYMENTS — INCREASED LIMITS 1, The following replaces Paragraph A.Z.a.(Z) of SECTION II — COVERED AUTOS LIABILITY COVERAGE: (2) Up to $3,000 for cost of bail bonds (in- cluding bonds for related traffic law viola- tions) required because of an "accident" we cover- We do not have to furnish these bonds. 2. The following replaces Paragraph A.2.a.(4) of SECTION 11 — COVERED AUTOS LIABILITY COVERAGE: (4) All reasonable expenses incurred by the "insured" at our request, including actual loss of earnings up to $500 a day be- cause of time off from work. E. TRAILERS INCREASED LOAD CAPACITY The following replaces Paragraph C.1. of SEC- TION I — COVERED AUTOS: 1. "Trailers" with a load capacity of 3,000 pounds or less designed primarily for travel on public roads. F. HIRED AUTO PHYSICAL DAMAGE The following is added to Paragraph A.4.. Cover- age Extensions, of SECTION III — PHYSICAL DAMAGE COVERAGE: Hired Auto Physical Damage Coverage If hired "autos" are covered "autos" for Covered Autos Liability Coverage but not covered "autos" for Physical Damage Coverage, and this policy also provides Physical Damage Coverage for an owned "auto", then the Physical Damage Cover- age is extended to "autos" that you hire, rent or borrow subject to the following: (1) The most we will pay for "loss" to any one " " h' b th (2) An adjustment for depreciation and physical condition will be made in determining actual cash value in the event of a total "loss". (3) If a repair or replacement results in better than like kind or quality, we will not pay for the amount of betterment. (4) A deductible equal to the highest Physical Damage deductible applicable to any owned covered "auto". (S) This Coverage Extension does not apply to: (a) Any "auto" that is hired, rented or bor- rowed with a driver; or (b) Any "auto" that is hired, rented or bor- rowed from your "employee". G. PHYSICAL DAMAGE — TRANSPORTATION EXPENSES — INCREASED LIMIT The following replaces the first sentence in Para- graph AA.a., Transportation Expenses, of SECTION III — PHYSICAL DAMAGE COVER- AGE: We will pay up to $50 per day to a maximum of $1,500 for temporary transportation expense in- curred by you because of the total theft of a cov- ered "auto" of the private passenger type. H. AUDIO, VISUAL AND DATA ELECTRONIC EQUIPMENT —INCREASED LIMIT Paragraph C.1.b. of SECTION III — PHYSICAL DAMAGE COVERAGE is deleted. I. WAIVER OF DEDUCTIBLE — GLASS The following is added to Paragraph D., Deducti- ble, of SECTION ill — PHYSICAL DAMAGE COVERAGE - No deductible for a covered "auto" will apply to glass damage if the glass is repaired rather than replaced- J. PERSONAL PROPERTY The following is added to Paragraph A.4., Cover- age Extensions. of SECTION III — PHYSICAL DAMAGE COVERAGE: auto that you Ire, rent or arrow Is a Personal Property Coverage lesser of: we Wilk pay up to $400 for "loss" ro wearing aW- (a) $50,000; pare) and other personal property which is: (b) The actual cash value of the damaged or (1) Owned by an "insured": and stolen property as of the time of the (2) In or on your covered "auto". "loss"; or This coverage only applies ill the event of a total (c) The cost of repairing or replacing the theft of your covered "auto". damaged or stolen property with other No deductibles apply to Personal Property cover - property of like kind and quality. age. RiskMamgernent DMsian REmEwED & APPROVED BY. Page 2 of 3 A, 201.9 The Travelers indemnity Company. All rights reserved. � Risk Management Specialist 1nclUdeS copyrighted material of Insurance Services Office, Inc. with its permission. Poll #BA-ON470270-23-42-G K, AIRBAGS The following is added to Paragraph 8.3., Exclu- sions, of SECTION III — PHYSICAL DAMAGE COVERAGE. Exclusion 3.a. does not apply to "loss" to one or more airbags in a covered "auto" you awn that in- flate due to a cause other than a cause of "loss" set forth in Paragraphs A.l.b. and A.l.c., but only: a. If that "auto" is a covered "auto' for Compre- hensive Coverage under this policy; b. The airbags are not covered under any war- ranty; and c. The airbags were not intentionally inflated_ We will pay up to a maximum of $1,000 for any one "loss". L. AUTO LOAN LEASE GAP The following is added to Paragraph AA.. Cover- age Extensions, of SECTION III — PHYSICAL DAMAGE COVERAGE: Auto Loan Lease Gap Coverage for Private Passenger Type Vehicles In the event of a total "loss" to a covered "auto" of the private passenger type shown in the Schedule or Declarations for which Physical Damage Cov- erage is provided, we will pay any unpaid amount due on the lease or loan for such covered "auto" Less the following: (1) The amount paid under the Physical Damage Coverage Section of the policy for that "auto'; and COMMFRC:IAL AUTO (2) Any: (a) Overdue lease or loan payments at the time of the "loss"; (b) Financial penalties imposed under a lease for excessive use, abnormal woar and tear or high mileage; (c) Security deposits not returned by the les- sor; (d) Costs for extended warranties. Credit Life Insurance, Health, Accident or Disability Insurance purchased with the loan or lease: and (e) Carry-over balances from previous loans or leases. M. BLANKET WAIVER OF SUBROGATION The following replaces Paragraph A.5., Transfer Of Rights Of Recovery Against Others To Us, of SECTION IV -- BUSINESS AUTO CONDI- TIONS: 5. Transfer Of Rights Of Recovery Against Others To Us We waive any right of recovery we may have against any person or organization to the ex- tent required of you by a written contract exe- cuted prior to any "accident" or 'loss", pro- vided that the "accident" or "loss" arises out of the operations contemplated by such con- tract. The waiver applies only to the person or organization designated in such contract. Risk MsnagernentDlMsaon REVIEWED & APPROVEDBY: 3 /A� CA T4 20 02 15 K 2015 The Travelers Indemniry Company XI rights reserved ®• Risk Management Specialist Includes copyrighted ma-erial of Insurance Services Office, Inc. with its peanissien. Pol #NA-ON470270-23-42-G COMMERCIAL AUTO THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED - PRIMARY AND NON-CONTRIBUTORY WITH OTHER INSURANCE This endorsement modifies insurance provided under the following: BUSINESS AUTO COVERAGE FORM PROVISIONS The following is added to Paragraph A.9.c., Who Is An Insured, of SECTION II — COVERED AUTOS LIABILITY COVERAGE: This includes any person or organization who you are required under a written contract or agreement between you and that person or organization, that is signed by you before the "bodily injury" or "property damage" occurs and that is in effect during the policy period, to name as an additional insured for Covered Autos Liability Coverage, but only for damages to which this insurance applies and only to the extent of that person's or organization's liability for the conduct of another "insured". 2. The following is added to paragraph 8.5., Other Insurance cf SECTION IV — BUSINESS AUTO CONDITIONS: Regardless of the provisions of paragraph a. and paragraph d. of this part 5. Other Insurance, this insurance is primary to and non-contr7butory with applicable other insurance under which an additional insured person or organization is the first named insured when the written contract or agreement between you and that person or organization, that is signed by you before the "bodily injury" or "property damage" occurs and that is in effect during the policy period, requires this insurance to be primary and non-contributory. H�F Risk Management LlMsion � � REmEWED & APPROVED BY: 3311M. A+fe A,4,44 CA T4 74 02 16 CO2{l16 The Travelers Indemnify Company.Risk Management Specialist All rights reserved. Includes capyrighled malerial of Insurance Services 015c:e, Inc. with its pbrmis4cr THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT - CALIFORNIA Policy Number: 72 WEC 108041 Endorsement Number: Effective Date: 01/01/24 Effective hour is the same as stated on the Information Page of the policy. Named Insured and Address: INTERPRETERS UNLIMITED, INC. 8943 CALLIANDRA RD SAN DIEGO CA 92126 We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce our right against the person or organization named in the Schedule. (This agreement applies only to the extent that you perform work under a written contract that requires you to obtain this agreement from us.) You must maintain payroll records accurately segregating the remuneration of your employees while engaged in the work described in the Schedule. The additional premium for this endorsement shall be 2 % of the California workers' compensation premium otherwise due on such remuneration. SCHEDULE Person or Organization Job Description Any person or organization for whom you are required by written contract or agreement to obtain this waiver of rights from us Countersigned by Form WC 04 03 06 (1) Printed in U.S.A. Process Date: 11 /20/23 Policy Expiration Date: 01/01/25 Exhibit 1 - Interpreters Unlimited —Agreement for RFP 24-022A SIGNED Final Audit Report 2024-09-19 Created: 2024-09-19 By: Kristin Andrade (kandrade@santa-ana.org) Status: Signed Transaction ID: CBJCHBCAABAAslwIGAZVvBHUHNTkswXahDFiUy8TNpjv "Exhibit 1 - Interpreters Unlimited —Agreement for RFP 24-022A_ SIGNED" History Document created by Kristin Andrade (kandrade@santa-ana.org) 2024-09-19 - 4:58:46 PM GMT Document emailed to Kathryn Downs (kdowns@santa-ana.org) for signature 2024-09-19 - 4:59:57 PM GMT Email viewed by Kathryn Downs (kdowns@santa-ana.org) 2024-09-19 - 6:24:56 PM GMT L Document e-signed by Kathryn Downs (kdowns@santa-ana.org) Signature Date: 2024-09-19 - 6:25:06 PM GMT - Time Source: server Af' Agreement completed. 2024-09-19 - 6:25:06 PM GMT a Adobe Acrobat Sign EXHIBIT 2 CONSULTANT AGREEMENT BEWTEEN CONTINENTAL INTERPRETING SERVICES, INC. AND THE CITY OF SANTA ANA FOR TRANSLATION AND INTERPRETATION SERVICES THIS AGREEMENT is made and entered into on this I' day of October, 2024, by and between Continental Interpreting Services, Inc., a California corporation ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On February 22, 2024, the City issued Request for Proposal ("RFP") No. 24-022A seeking to retain a consultant having special skill and knowledge in the field of translation and interpretation services for the City's Finance and Management Services Department. B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide such services described in the Scope of Work that was included in RFP No. 24-022A. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described in the "Scope of Services," attached hereto and incorporated herein by reference as Exhibit A, and as further described in "Consultant's Proposal," attached hereto and incorporated herein by reference as Exhibit B. 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Consultant under this Agreement. Consultant shall be paid only for actual services performed under this Agreement at the rates and charges identified in "Consultant's Fee Proposal," attached hereto and incorporated herein by this reference as Exhibit C. Consultant is one of four (4) separate consultants selected to provide services on an on - call basis under RFP 24-022A. The total compensation for services provided by all consultants selected under RFP 24-022A shall not exceed the shared aggregate amount of $1,290,000.00 during the term of this Agreement, including any extension periods, as set forth in Section 3, below. Page 1 of 9 b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Consultant agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Consultant agrees to execute the City's standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Consultant's account(s) with financial institutions. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on October 1, 2024 and terminate on September 30, 2027, with the option for the City to grant up to two (2), one (1) year extensions, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City.. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. Page 2 of 9 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require any subcontractors to obtain and maintain insurance as described below for the entire Term of this Agreement against claims for injuries to persons or damage to property which may arise from or in connection with services, products and materials supplied to City. Total cost of such insurance shall be borne by Consultant. Minimum Scope and Limit of Insurance. • Commercial General Liability (CGL): Insurance Services Office form CG 00 01covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. Required policy limits can be met with primary and umbrella/excess insurance policies. • Automobile Liability: Insurance Services Office form CA 00 01 covering Code I (any auto), with limits no less than $1,000,000 combined single limits. In the event Consultant does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance. • Workers' Compensation: as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per accident, policy or employee, for bodily injury or disease. Coverage is not required if Consultant has no employees and signs request to waive such insurance. • Professional Liability Insurance: with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 aggregate. • If Consultant maintains broader coverage and/or higher limits than the minimum requirements for each line of coverage shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City. Other Insurance Provisions. The above required insurance policies are to contain or be endorsed to contain the following provisions: • City, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds, under Consultant's CGL, Professional Liability, and Automobile Liability policies, with respect to any liability arising out of work or operations performed by or on behalf of the Instructor including materials, parts, equipment, and personnel furnished in connection with such work or operations. • Consultant's Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Consultant under this Agreement. • For any claims related to this contract, Consultant's insurance coverage shall be primary and any insurance maintained by City, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it. Page 3 of 9 • A severability of interest provision must apply for all the additional insureds, ensuring that Consultant's insurance shal l apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer's limits of liability. • Insurance policies required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non -renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non -renewal due to non-payment of premium. • Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: (Name of Department Staff Responsible for Agreement), 20 Civic Center Plaza M-XX (Responsible Staffs Department Mail Box), Santa Ana, CA 92701. The name and location of project must be included in the Description of Operations section of each certificate. Self -Insured Retentions. Self -insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the State of California with a current A.M. Best rating of no less than A:V11, unless otherwise acceptable to City. Verification of Coverage. Consultant shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements before work begins. However, failure to -obtain the required documents prior to the work beginning shall not waive Consultant's obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and Page 4 of 9 hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant Page 5 of 9 without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other contractors retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant Page 6 of 9 compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the 'State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: City Clerk City of Santa Ana Page 7 of 9 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, California 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Executive Director Finance and Management Services City of Santa Ana 20 Civic Center Plaza P.O. Box 1988 Santa Ana, California 92702 To Consultant: Luis Echeverry President/CEO Continental Interpreting Services, Inc. 3230 E. Imperial Highway, Suite 203 Brea, California 92821 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. [signatures appear on following page] Page 8 of 9 SIGNATURE PAGE FOR CONSULTANT AGREEMENT BEWTEEN CONTINENTAL INTERPRETING SERVICES, INC. AND THE CITY OF SANTA ANA FOR TRANSLATION AND INTERPRETATION SERVICES IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST Jennifer L. Hall City Clerk APPROVED AS TO FORM SOMA R. CARVALHO City Attorney By: onathan T. Martinez Assistant City Attorney RECOMMENDED FOR APPROVAL: Kathryn Downs Executive Director Finance and Management 'Services CITY OF SANTA ANA Alvaro Nunez City Manager CONSULTANT ;'Y:' Luis Echeperry Title: presdent/CEO Page 9 of 9 EXHIBIT A SCOPE OF SERVICES CITY OF SANTA ANA EXHIBIT I SCOPE OF SERVICES Consultant(s) shall perform the services as set forth below. A. General description Consultant shall be capable of providing competent interpretation and translation services on an as -needed basis as determined by the City. Use of interpreters shall be consistent with all applicable State and local laws. B. Interpretation and Translation Languages Services require interpretation and translation to and from languages listed below (from and to English). However, the City may request services to and from other languages as needed. A quote must be provided for languages not specified herein as needs are determined by City staff on a per -project basis. • American Sign Language (ASL) • Arabic (CA designated) • Armenian (Eastern and Western) (CA designated) • Bengali • Cantonese (CA designated) Chinese (Simplified and Traditional) Dari Farsi Hindi • Hmong Indonesian • Japanese (CA designated) • Khmer (CA designated) • Korean (CA designated) • Laotian • Mandarin (CA designated) Mandarin (Classic) • Mien • Nepali • Polish • Portuguese (CA designated) Punjabi (CA designated) Romanian • Russian (CA designated) • Serbian • Spanish (CA designated) • Tagalog (CA designated) • Turkish Vietnamese (CA designated) RFP 24-022A City of Santa Ana Page 19 of 51 CITY OF SANTA ANA C. Interpretation Services Consultant shall provide live, in -person, telephonic, and virtual (when deemed acceptable by City) simultaneous interpretation for City Council and other public meetings, workshops, interviews, and various types of events from English to additional languages as specified above. The City provides interpretation services at public meetings, when requested, and will engage the Consultant on an as -needed basis, typically with 72-hour advance notice. Shorter advance notice may occur depending on City needs. Some services may be provided telephonically with City's approval. 1. Remote Telephonic Language Interpretation Services Requirements: 1. A single, toll -free number to access all services. ii. Conference -calling services and capabilities for interpreted calls. iii. The Consultant shall provide all language interpretation services for Languages at the rates as provided within Pricing Proposal. iv. In certain instances, time is of the essence to provide public counter services or other immediate assistance, and the City may reserve an interpreter by telephone forty-five (45) minutes in advance of the actual time it is needed. Consultant shall provide its typical response rate for advance notice. v. Consultant shall not require the City to purchase or obtain specific equipment to access telephonic interpreter services. D. Written Translation Upon direction from the City, Consultant shall translate various types of documents, and either live or pre-recorded audio content in video and audio file formats, from English into requested language or from another language into English. Documents may include reports, forms, posters, brochures and other informative leaflets/notices and websites/selected web pages, marketing materials, legal documents and notices, and other forms of correspondence. Written translation of election materials will also be required. 1. Consultant shall provide services related to translating and formatting documents into "Plain Language English". Services to be performed for any and all projects will be determined as the need arises. 2. Consultant shall deliver translated documents within twenty-four (24) hours of City requests when required. Delivery of translation services shall not exceed five (5) business days. Consultant shall participate in revision processes with some revisions being prepared by Consultant, and some revisions being prepared by City staff. Consultant must deliver completed revisions to the requesting City Project Manager or designee within five (5) business days of a request for revision. The revision process will be deemed completed when the Project Manager or designee is satisfied with the final translation and formatting. Urgent requests will require a quicker turnaround time to be determined by the requesting City Department. 4. All completed formatted forms MUST EXACTLY MATCH the native language version unless otherwise agreed to in writing. RFP 24-022A City of Santa Ana Page 20 of 51 (2) CITY OF SANTA ANA 5. Consultant shall provide their completed translated documents/forms in formats as required by the City. Formats may include at minimum, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, InDesign, Photoshop, and Adobe PDF. Consultant must be able to convert Microsoft files into PDF format. Completed PDF forms are not the online fillable type. 6. Consultant will receive and transmit drafts and final versions of forms from and to the City in writing, which includes secure email, electronic file attachments to email, via web portal, or if requested by the City, by facsimile, USPS mail, or overnight services to the City's Project Manager or designee. 7. Consultant shall provide sight translation of English documents or other languages during face-to-face events. 8. Consultant shall provide offsite translation services of documents from English or other languages. 9. English word counts will be determined using Microsoft Word's word count feature. 10. No machine -generated translations are allowed. 11. The use of speech recognition software is not authorized. E. Closed Captioning (Optional Service) While closed -captioned services are not mandatory for this Agreement, the City reserves the right to explore and implement these services at its discretion during the contracted term. The City acknowledges that circumstances may arise where the inclusion of closed -captioning becomes necessary to enhance accessibility. The City may at its discretion add these services either upon award or via an Amendment during the term of the Agreement. Therefore, the City encourages all prospective Proposers to submit competitive pricing for future consideration. Consultant will translate audio content, either live or pre-recorded, into display text synchronized with the audio, equivalent text to that of the audio, and access formats as specified herein. 1. Services shall include full scale, real-time verbatim closed -captioning of public meetings and other live and pre-recorded meetings, media, forums, and events. 2. Consultant will sign -in to live caption events at least 10 minutes prior to the scheduled starting time and shall stay on until its conclusion, even if it runs longer than the scheduled time. 3. Consultant will provide remote captioning services by following a video signal that is streamed live online and an audio signal via telephone line(s). 4. Consultant will provide captioning to a real-time streaming web page, and to a live caption area within the event streaming page. 5. Consultant must have the technical compatibility with the City's live streaming software in order for the caption stream URL to be inserted into a player template including Granicus, so that live captioning can be viewed within the live stream player during events and meetings, when accessed from the City's event page. RFP 24-022A City of Santa Ana Page 21 of 51 (Z)CITY OF SANTA ANA 6. Consultant should be able to provide captioning at the average rate between 225 to 250 words per minute for events and projects. 7. Captions will coincide with their corresponding spoken words and sounds to the greatest extent possible and must be displayed on the screen at a speed that can be read by viewers. 8. Captions shall match the spoken words in the dialogue and convey background noises and other sounds to the fullest extent possible. Consultant may not paraphrase; and must use proper spelling, spacing between words, capitalization, and punctuation. 9. Captions will run from the beginning to end of the program. 10. Although there may be a slight delay in the delivery of captions for live real-time events, the delay in presentation of live captions should be kept to a minimum, consistent with an accurate presentation of what is being said and the overall goal of ensuring that captions enable viewers to follow the event. 11. Consultant must provide a high -degree of accuracy in captioning services; both events and projects. Accuracy rate must be 95 percent or greater. Near -flawless accuracy is of the upmost importance. The quality of information that is provided must be of equal quality to that offered to people without disabilities. 12. Consultant is not authorized to use speech recognition or computer captioning software in fulfilling live, real-time events. 13. Consultant staff providing live, real-time captioning services must hold a current certification from Certified CART Providers or Certified Broadcast Captioners. 14. Consultant will provide, at no additional charge, an unedited captioning transcript which will be ready for download by the City the following business day after conclusion of live real-time events. 15_ Consultant will provide edited caption transcripts in an accepted file format. Edited caption transcripts and files must be completed and delivered to the City within five (5) business days of a live real-time captioning and pre-recorded project work. 16. Unedited and edited transcripts will be provided to the City, upon request, up to one (1) year after the date of the event at no additional cost. 17. Unedited and edited caption transcripts must be in the 'English language. F. Additional Requirements 1. Interpreters shall attend meetings in person located throughout the City when translation services are requested. Vendor must guarantee attendance with less than 24-hour notice. 2. The City may cancel previously scheduled or requested interpreter assignments without fee or penalty with at least a three (3)-hour advance notification. 3. Interpreters shall be available to provide services 24 hours, 365 days per year. Holiday availability is preferred as emergencies may arise. PPP 24_022A City of Santa Ana Page 22 of 51 aCITY OF SANTA ANA i. Non -Emergency Interpretation Services: Consultant shall provide details regarding available coordination options for scheduling of interpretation services with the City. ii. Emergency Interpretation Services: Consultant shall provide their shortest possible response times and list any conditions for response (e.g., within 30 minutes, 1 hour, etc. for certain languages). iii. If requested by City for certain projects, native speaking translators shall be provided. 4. Interpreters must demonstrate proficiency in both English and the other language, as well as accurately communicate specialized terms or concepts as they relate to regional planning and transportation. 5. Consultant shall provide for each translation assignment at least one qualified translator. 5. Consultant shall provide all items listed below to provide services as specified herein: • labor; • personnel, • equipment, materials, tools, and supplies; • postage and/or delivery charges; • transportation; • insurance; and • applicable licenses, permits, and certifications 7, Consultant shall assign a primary contact for all assignments under the City's Contract. Primary contact or designee must be available to respond to communications from City staff Monday through Friday, during regular Business Hours, 7:30 AM to 5:30 PM PST. Additionally, contact information for urgent and after-hours requests must be provided. Holidays and times outside of Business Hours are considered after-hours. 8. Consultant shall provide the list of languages and the time frame which they can guarantee an interpreter will be made available for the work. 9. City has the right to affirm and/or decline the usage of a particular interpreter. 10, Consultant shall provide training, assessment, and ongoing monitoring of interpreters' understanding and compliance with standard interpreter protocols and ethical practices. 11. Consultant shall ensure through training, assessment, and ongoing performance monitoring that interpreters have the ability to anticipate and recognize misunderstandings arising from the differing cultural assumptions and expectations, or regional language differences and dialects, and that interpreters have training to respond to such issues appropriately, including criteria for recusal. 12, Consultant shall ensure that during the interpretation sessions, interpreters only respond in the first person, maintain accuracy at all times, and avoid omission or embellishment of the source message. The accuracy of translation, interpretation, and closed captioning services shall be the sole responsibility of the Consultant; however, the City reserves the right to evaluate and monitor accuracy of services provided. 13. Consultant staff shall maintain and ensure confidentiality of all discussions, documents, and various file formats provided to and received from City Departments and any other non-public RFP 24-022A City of Santa Ana Page 23 of 51 (Z) CITY OF SANTA ANA meetings. Additionally, Consultant staff must sign confidentiality agreements when required by individual City Departments. G. Ordering Process 1. Consultant shall establish an individual sub -account for any City Department that elects to place an order directly with the Consultant under the Contract. 2. Consultant must provide quote or proposal as requested by City staff within one business day. 3. Consultant shall receive and transmit drafts and completed work from and to the requesting Department by secure electronic file attachments to e-mail in Microsoft Word and/or Adobe Acrobat "pdf' file formats or as specified in the order. 4. Consultant must maintain an email address with a form of acknowledgement of receipt for ordering, inquiries, and customer service within one (1) business day of receipt of order. Proposer will state the maximum attachment size limit and alternatives for transmitting files that are larger than the maximum allowed. H. Possible Service Locations City Hall Santa Ana Police Department Various Community Center Sites • Various Library locations Various City Parks • Telephone • Video I. Customer Service Consultant's customer service process will ensure that all customer service issues are addressed in a consistent and expeditious manner, including problem escalation and resolution of service issues. The customer service process includes, but is not limited to: • Customer service organizational structure. • Contact process and contact person identified by position in the company (phone, email, fax, etc.). • Follow up process. Internal procedures to track customer service contact and resolution. Escalation process to resolve outstanding customer service issues. Consultant's personnel shall be courteous and maintain good working relationships with all stakeholders, state or outside agencies, members of the public, other team members and staff within the City. RFP 24-022A City of Santa Ana Page 24 of 51 (E) CITY OF SANTA ANA J. Reports 1, Quarterly Reports Consultant shall provide to each of the City's using Departments quarterly reports that include a summary of the services ordered and the following information: • Ordering City staff member; • Service date; • Services provided (i.e., translation, interpretation, ASL, etc.); • Language; and • Total number of hours ordered during the quarter reported per language. Quarterly reports must be provided no later than thirty (30) business days after the end of each quarter and will include purchases that have been paid, as well as services currently being worked on. 2. Annual Reports Consultant shall provide to Purchasing contact an annual report of contract usage, including the following individual order information listing per month: • Department; • Ordering City staff member; • Service date; • Services provided (i.e., translation, interpretation, ASL, etc.); • Language, -and • Number of hours. Annual reports must be provided no later than by January 3011 of every year for the previous year calendar and will include purchases that have been completed. RFP 24-022A City of Santa Ana Page 25 of 51 EXHIBIT B CONSULTANT'S PROPOSAL, RFP No. 24-022A Translation & Interpretation Services Contact: Abigail Alcala CONTINENTAL INTERPRETING ` t _ iMk BICA TOP 20 CONTINENTAL INTERPRETING ORATE ADDRESS 3230 E. Imperial Hwy, Suite 203 Brea, CA 92821 www.cis-inc,corrm 3/20/2024 Attn: Abigail Alcala, Assistant City Clerk City of Santa Ana - Clerk of the Council 20 Civic Center Plaza Santa Ana, CA 92701 Dear Ms. Alcala, Thank you for the opportunity to bid on translation and interpretation services for the City of Santa Ana (RFP NO. 24-022A). We are confident we meet all the requirements and have the necessary experience to deliver these services. Enclosed are the rates you requested along with additional information on our services. Please note these highlights on our company and service: • Over 30 years of experience in providing translation and interpretation services • Ranked by CSA Research as a Top 30 Language Service Company in North America • Disabled Veteran Business Enterprise (DVBE) and Small Business Enterprise (SBE) • Reliable and efficient project management team • Large network of linguists (interpreters & translators) in over 150 languages Large inventory of state-of-the-art technology (interpreting equipment) for rental I look forward to hearing back from you. Please let me know if you have any questions. Si cerely, ui Ech verry President/CEO Continental Interpreting Services, Inc. r; UT F20 800.201, 7121 info@cis-inc.com SSE C 0 N ]NENTAL DVBE `. INTERPRETING r, c I1 Table of Contents SERVICESPROVIDED..........................................................................................,.....,............................................4 FIRM& TEAM EXPERIENCE...................................................................................................................................4 PRINCIPALCONTACT............................................................................................................................................4 COMPANYINFORMATION....................................................................................................................................4 PROPOSEDWORK PLAN....................._.........................................................,........................................................4 RESPONSETIMES & AVAILABILITY.........................................................................................................................5 SPECIALCONSIDERATIONS....................................................................................................................................5 IMPLEMENTATIONPLAN......................................................................................................................................5 ATTACHMENTA-1.................................... -.......................................................................................................... 6 ATTACHMENTA—Z (PRICING PROPOSAL) ...............................................................................................................7 EXCEPTIONS& MODICATIONS............................................................................................................................10 ATTACHMENTB.................................................................................................................................................11 ATTACHMENTC..................................................................................................................................................12 ATTACHMENTD.................................................................................................................................................13 ATTACHMENTE............................................................................................................................................I.....14 ATTACHMENTF..................................................................................................................................................15 ATTACHMENTG.................................................................................................................................................17 ATTACHMENTH.................................................................................................................................................18 800,201. 7121 info@cis-inc.com 3 CONTI N ENTAL INTERPRETING Statement of {qualifications SERVICES PROVIDED Our services include on -site and remote community interpreting services, document translation, and interpreting equipment rentals. FIRM & TEAM EXPERIENCE Established in February 1992, Continental Interpreting is one of the largest and most respected Language Service Companies (LSC) on the West Coast. our mission is to help our clients be more inclusive — with language. We have built a network of over 5,000 linguists, fluent in over 150 languages. With the help of our network and service, clients bridge communication gaps within their organizations —allowing them to increase productivity and create a more inclusive environment. Continental Interpreting is a trusted language service provider with over 30 years of experience. In 2023, market research firm CSA Research ranked our company as a Top 30 Language Service Provider and Top 20 Remote Interpreting Language Service Provider in North America. Our company is a Disabled Veteran Business Enterprise (DVBE) and Small Business Enterprise (SBE) with the California Department of General Services. Our certification number is #41921. PRINCIPAL CONTACT Stephanie Fiorito, VP StephanieF@cis-inc.com COMPANY INFORMATION Employees: 20 Years in Business: 32 Corporate Address: 3230 E. Imperial Hwy, Suite 203 Brea, CA 92821 V�VEBI PROPOSED WORK PLAN Languages: Our translation and interpretation services are available in all major languages. Our government agency clients frequently request our services in Spanish, Chinese, Vietnamese, Korean, Japanese, Russian, Tagalog, Armenian, and Arabic, which we fulfill with the following capabilities: ✓ Reliable & efficient project management team ✓ Large network of linguists (interpreters & translators) in over 150 languages ✓ Large inventory of state-of-the-art technology (interpreting equipment) for rental Interpretation: Requests for community meetings are managed by our scheduling team who ensure the necessary interpreter is selected for the requested language, audience, subject matter, and location. Our team also arranges any necessary equipment rentals and technician services for simultaneous interpretation at meetings. Interpreting equipment includes portable transmitters, headsets, and interpreter booths. Our scheduling team is experienced in managing orders for City Council meetings, community meetings, and more. Interpreters in designated and non -designated languages undergo an onboarding process with our Vendor Manager that involves reviewing certificates, experience, and qualifications. These are verified, documented, and managed in our secure system, ensuring we meet industry and client standards. Document Translation: Requests are managed in our secure Translation Management System by our in- house project managers. Our project managers evaluate the word count of documents submitted, subject matter, and registrar, then assign it to the proper translator. Our project managers will proofread documents and adjust formatting before delivering the final translated document to the client. Our project managers are experienced in managing orders and timelines for council meeting agendas, notices, letters, and other government ---� - nications. 800.201.7121 info@cis-inc.com M CONTINENTAL 10 [NTERPR,ETING RESPONSE TIMES & AVAILABILITY ✓ Interpreting services: status provided within 24 hours ✓ Document translation: status provided within 24 hours Rush services available with rush fee approval ✓ After-hours Emergency Contact available The following is an estimate of interpreters in our network that the City of Santa Ana will have access to: CA Court Certified or Registered Interpreters • Spanish:175 • Vietnamese:12 • Other Languages: 133 We maintain a contingency plan for our internal staff and vendors for the following scenarios: • Rush requests Staffing shortages • Requests for rare or infrequently used languages Our company also offers an after-hours ER line and is capable of meeting requests for weekend coverage. SPECIAL CONSIDERATIONS Interpreters and translators are independent contractors and are not employees of Continental Interpreting. Interpreter qualifications and/or certification numbers are available upon request. IMPLEMENTATION PLAN On -site and remote interpreting services can be provided as soon as 1 day after client onboarding has been completed. Government agency client It6NTk onboarding includes receiving a signed contract, providing Certificates of Insurance to City, kickoff meeting(s), and communication with internal team regarding any client invoicing practices that must be implemented prior to providing services. 800.201.7121 info@cis-inc.com 5 CITY OF SANTA ANA ATTACHMENT A-1 PROPOSER'S CERTIFICATION, PROPOSAL PRICING Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit 1) and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. PROPOSER'S STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the City in accordance with said terms and conditions. Continental Interpreting Services, Inc. P: (800) 201-7121; F: (800) 259-3840 LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS 3230 E Imperial Hwy, Suite 203, Brea, CA 92821 BUSINESS ADDRESS Luis Echeverry President/CEO PRINTED NAME OF AUTHORIZED AGENT TITLE 3/1412024 info@cis-inc.com RFJ_& AUTHORIZED AGENT DATE. E-MAIL ADDRESS 33-0816515 FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE) CITY OF SANTA ANA BUSINESS LICENSE NUMBER (PLEASE PROVIDE IF AVAILABLE, BUT NOT REQUIRED UNTIL AND IF AN AWARD IS MADE TO PROPOSER.) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL. BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 38 of 51 ffAFa CONTI N E NTAL D'V E ' INTERPRETING Exceptions & Modifications EXCEPTIONS TO PRICING PROPOSAL Please note that Continental Interpreting Services, Inc. is not bidding on Over -the -Phone Telephonic Interpreting or Closed Captioning. MODIFICATIONS The additional modifications apply to our proposal: • Minimums for services (as noted in the Attachment A-2): o Interpreting services: 2 hours o Document translation: 400 words • Cancellation policy: o We request to add a 24-hour cancellation policy to the agreement instead of the 3-hour cancellation policy. • Other considerations: o More than 1 interpreter is needed for any simultaneous interpreting assignments over 1-1.5 hours. o Rush fees for requests made within 0-24 hours may incur 0-50% rush fee to be approved by the City at the time of the request. Rush fees are based on language, location, or length of document:. 800.201.7121 info@cis-inc.com 10 U CITY OF SANTA ANA ATTACHMENT D REFERENCES List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Customer Name: City of Fullerton Contact Individual: Lucinda Williams Address: 303 W Commonwealth Phone Number: (714) 738-6355 Fullerton, CA 92833 EMAIL: lucinda.williams@cityoffullerton.com Contract Amount: $128,485 Year: 2015-present Description of supplies, equipment, or services provided: Interpreting, interpreting equipment, and document translation services. REFERENCE Customer Name: City of Paramount Contact Individual: Heidi Luce Address: 16400 Colorado Avenue Phone Number: (552) 220-2220 Paramount, CA 90723 EMAIL: hluce@paramountcity.com Contract Amount: $125,103 Year: 2016-present Description of supplies, equipment, or services provided: Interpreting, interpreting equipment, and document translation services. REFERENCE Customer Name: County of Contra Costa Contact Individual: Jami Morritt Address: 1025 Escobar Street, 1st Floor Phone Number: (925) 655-2005 Martinez, CA 94553 Contract Amount: $270,035 EMAIL: Jami.Morritt@cob.cccounty.us Year: 2019-present Description of supplies, equipment, or services provided: Interpreting, interpreting equipment, and document translation services. THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 43 of 51 CITY OF SANTA ANA ATTACHMENT C PROPO SER'S STATEMENT Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the united States Postal Service properiy addressed to the proposer with the correct postage affixed thereto. Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and City's legal holidays), or the funds, check, draft, or proposer's bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer"s bond substituted in lieu thereof shall be returned to the undersigned. Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. All terms contained in the specifications,. the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP. Continental Interpreting Services, Inc. Signed and Printed Name: Luis Echeverry Title PresidentfCIZO Date 3/14/2024 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 44 of 51 CITY OF SANTA ANA ATTACHMENT D NON -COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of. or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal', and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, of that anyone ,shall refrain from bidding-, that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that ail statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof; or the contents thereof, or divuiged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal_ Note: The above non -collusion affidavit is part of the proposal. Signing this proposal on the signature portion thereof shall also corlStitutE? Sirl3tllre Of till o4lt1 lion affidavit. Proposers are cautioned that makina a false certification may subiect the cert� � r to crin ina . Sig State of CaliforrkO� County of Orange notary public or other officer completing this certificate verifies only the identity of this individual who signed the document to which this certificate is ,�f'hat dc w-•-- Subscribed and sworn to (or affirmed) before me on this eday of March , 20 24 ,key Luis Echeverry , proved to me on the basis of satisfactory evidence to be the persons} who appeared before me. Notary Pu,taffc Sign ture COMM. #2378217 � ` vow E Nrat .ry Put lic Cal'dornia � �w xtth:�tf� Orenge C„uniy -- s M Comm. Emies Kcv. 1, 2025 Notary Public Seal THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 45 of 51 CITY OF SANTA ANA ATTACHMENT E NON -LOBBYING CERTIFICATION The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that- (1) No Federal appropriated funds have been paid or wili be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the matting of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than 510,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that_ such subrecipients shall y a disclose accordingly. Signed: ' Echeuer Title: ry Firm: Continental Interpreting Services, Inc. Date: 3/ 1412024 THIS FORM MUST BE COMPLETED AND INCLUDED VIATH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. R FP 24-022A City of Santa Ana Page 46 of 51 CITY OF S►ANTA ANA A77ACHMENT F NON-DISCRIMINATION CERTIFICATION The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows.. The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment. upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which helshe has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965: and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 1. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. 2. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract RFP 24-022A City of Santa ASIa Page 47 of 51 C] CITY OF SANTA ANA or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Cade Section 1736, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalises imposed for a violation of the Chapter. Signed: f 1 Title: s Pr sident/CEO Firm: Continental Interpreting ,Services, Inc. Da#e: 311412024 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFR 24-022A City of Santa Ana Page 48 of 51 CITY OF SANTA ANA ATTACHMENT G SAM.GOV UEI VERIFICATION On April 4, 2022, the federal government stopped using the DUNS Number to uniquely identify entities. Now, entities doing business with the federal government use the Unique Entity ID created in SAM.gov. They no longer have to go to a third -party website to obtain their identifier. This transition allows the government to streamline the entity identification and validation process, making it easier and less burdensome for entities to do business with the federal government. This RFP includes federal funding, and as such, the proposer must provide verification of their SAM.gov UEI and registration status. Please attach your entity's registration from SAM.gov, including UEl and active registration status. Proposer's UEI: W1 V1 JLSK4597 SAM.gov Registration Expiration Date: 11/6/2024 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 49 of 51 ATTACHMENT H CERTIFICATE OF DEBARMENT Certification Reearding Debarment Suspension, Ineligibility and Voluntary Exclusion Lower tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, as amended, Nonprocurement Debarment and Suspension, 2 CFR Part 2998, Subpart C, Responsibilities of Participants Regarding Transactions. The regulations were published as Part VII of the May 26, 1988, Federal Register (Pages 19160-19211), and as subsequently amended in 81 Federal Register 25585. (Before completing certification, read instructions which are an integral part of certification) 1. Pursuant to 2 CFR 180.335, the prospective primary participant, (i.e. grantee) certifies to the best of its knowledge and belief, that it and its principals: a. Are not presently excluded or disqualified; b. Have not been convicted within the preceding three years of any of the offenses listed in 2 CFR 180.800(a) or had a civil judgment rendered against them for one of those offenses within that time period. c. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State or local) with commission of any of the offenses listed in 2 CFR 180.800(a); and d. Have not had one or more public transactions (Federal, State or local) terminated within the preceding three years for cause or default. 2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Continental Interpreting Services, Inc. Consultant Luis Echeverry, President/CEO Name and Title of Official Authorized to Certify On Behalf of the Consultant 3/14/2024 Date RFP 24-022A City of Santa Ana Page 50 of 51 ATTACHMENT H CERTIFICATE OF DEBARMENT INSTRUCTION FOR CERTIFICATION 1. By signing and submitting this proposal, the prospective recipient of Federal assistance funds is providing the certification as set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective recipient of Federal assistance funds knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the Department of Labor (DOL) may pursue available remedies, including suspension and/or debarment. 3. The prospective recipient of Federal assistance funds shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective recipient of Federal assistance funds learns that its certification was erroneous whom submitted or has become erroneous by reason of changed circumstances. 4. The terms "covered transaction", "debarment", "suspension", "disqualified," "ineligible", "lower tier covered transaction", "participant", "person", "primary covered transaction", "principal', "proposal", and "voluntarily excluded", as used in this cause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective recipient of Federal assistance funds agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, disqualified, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the DOL. 5. The prospective recipient of Federal assistance funds agrees by submitting this proposal, that it will include the clause title "Certification Regarding Debarment, Suspension, Ineligible, or voluntarily excluded from the covered transaction" unless it knows that the certification is erroneous. 7. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 8. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntary excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the DOL may pursue available remedies, including suspension and/or debarment. RFP 24-022A City of Santa Ana Page 51 of 51 EXHIBIT C CONSULTANT'S FEE PROPOSAL EXHIBIT I REQUEST FOR CLARIFICATION PRICING PROPOSAL contractor shell base all costa on an -Hourly Rsta' aehedulle forwork performed In s ordance with the Scope of Services (Attaghment 0 of the RFP The undemk;nea cedillas mat ru lshe has read all documents related to thm Propasal and unoerdands all terms and wndmons refaled therein, and In conformity with the terms and condlhong_ hereby proposesto the City of Santa Ana the tollovmp Aradc (CAd.Wgnstal Armenian (Easlam and Wmtar l (CA dadgn rl Bangeh Caragnase lCA. desgnated) Ch.— (Tradlwrwl and SimWhkdl IDA lntloneelan 1 S Hsu uu a 11A Japanese (CA deaonal S 150.00 S t50.W nor 12A Khmer(CAdesignaledl 'S 150.00 S 150.0 or 13A Kaman (CA deagrratm) 5 150 Do $ 150.00 not sae (CA dtelgnaled} $ 1 (CA desig iri S 1 on S (CA d lsor aladl S 1 S 1 t ICA dativraledt S 1 1 {CA deelpnrdad) 5 1 5 150.00 1 S 1B 28 38 IS 58 e8 7B 8B pB 708 116 129 188. 14B 169 17B 18B ISO 206 216 226 238 248 25B 2818 aB ,rabc(CA daw".* Armmlan (Eaelatn and Waslem) (CA desrpnaral) Barl Carlo —(CA dee+onaseul Chlaesa (TradideMrt and Simplified) Ltur Fern end Hmang Indon rl Japanese iCA dealgrwlai Khmer (CA deegiel Knrean(CA designated) Leaban Man Napsll Polish Porwgueea(CA d-gisladl Purill(CA daaighaoadl Romanian Rusalkn ICA desipnetedl Serbian Spanish ICA designated) Top" aasignated} Turleah Vlemamoev LA rater 5 0.26 S 025 S 0.26 S 0..26 S 0,26 ; 026 S 0..2e 0,28 5 026 5 028 S 0.25 $ o.25 5 0.26 $ 0-28 S 0.26 5 0.26 S 0.26 S 0.28 S 0.26 S 0-26 S 0.26 S 0.26 S 0,18 $ 0,26 S 0.26 5 026 GRANO TOTAL 5 4,20G.68 fS.L11110 OF ALL LINESABOVE' ASL, IA-27A 5Ii 27B - LV AtfiANI VIl )MGIJrRIBil rfS Pi JOB fl WN. NO, OF HQURSWORMS IF AN Amanr.�n Sip' t.etipua ASL lames mm number at npeouns z isle pn htwrl Imarpretaean SoMres INf (entei minnumber of hours x rate per hour) Trarulahon Servluw twsr lgntnr mrn numbern.wreaz Ce per ww $325 l2 hours a 5175 52SMSDO 2 Hours w S12o-S150 572-5104 1400 wards x521RSd 26 MIN NO. OF "TAL, CLQSEPCAFTIQN60 SERvi RATE PER HOURS • UNIT NAa6arriSyp(g„ip HQUwitili WORDS COST Ari lemer min numhar or hours a tale per nourl ri bxldmin )t 0 _ Sl"jrlNtufi yOpa rtn nvt! prii NU; juhmrWgn of Mre Propjet will betaken as cord lit-awdanca that the COMraclw has mad@ a Careful armminakon of the Scope of Services and Poi REQUEST FOR CLARIFICATION PRICING PROPOSAL Loritimi Mall beee ell eeata an an 'Hourly Rem' schedule for work performed in act ordanee with the Scope of Semoes IArtachment it of this RFP The underagnod mrhriec that helshe na. read al! docurhorim related to thw propasal and understand. ad term. arhd conditions related Iherel amd in conformny Mh tine terms and candeions, hereby proposes to the Cdy or Santa Ana the ioiiowmg / A� " CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) 7/23/2024 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Modern Reign Insurance Brokers 27762 Antonio Parkway, Ste. L-1 #473 Ranch CA 92694 CONTACT NAME: Deborah Chisholm PHONE FAX A/C No Ext : 19499912423 A/C, No): E-MLadera ADDRESS: dchisholm@modernreign.com INSURER(S) AFFORDING COVERAGE NAIC # INSURERA: TRAVELERS CASUALTY INSURANCE COMPANY 19046 License#:6001386 INSURED CONTINT-01 Continental Interpreting Services, Inc. 3230 E. Imperial Highway , Suite 203 INSURERB: Mount Vernon Fire Insurance Company 26522 INSURERC: Travelers Property Casualty Company Of America 25674 INSURER D Brea CA 92821 INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: 1934381079 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICYNUMBER POLICY EFF MM/DD POLICY EXP MM/DD LIMITS A X COMMERCIAL GENERAL LIABILITY Y Y 680-lT83627A-24-42 3/1/2024 3/1/2025 EACH OCCURRENCE $2,000,000 CLAIMS -MADE OCCUR DA MAGE TO RENTED PREMISES Ea occurrence $ 300,000 MED EXP (Any one person) $ 5,000 PERSONAL & ADV INJURY $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 4,000,000 POLICY ❑PRO ❑ JECT LOC X PRODUCTS - COMP/OP AGG $ 4,000,000 $ OTHER: A AUTOMOBILE LIABILITY 680-lT83627A-24-42 3/1/2024 3/1/2025 COMBINED SINGLE LIMIT Ea accident $1,000,000 BODILY INJURY (Per person) $ ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ X PROPERTY DAMAGE Per accident $ HIRED X NON -OWNED AUTOS ONLY AUTOS ONLY C UMBRELLA LAB X OCCUR CUP-1T83635A-24-42 3/1/2024 3/1/2025 EACH OCCURRENCE $4,000,000 X AGGREGATE $ 4,000,000 EXCESS LAB CLAIMS -MADE DED RETENTION $ $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N PER OTH- STATUTE ER ANYPROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? ❑ N/A E.L. DISEASE - EA EMPLOYEE $ (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ B Professional Liability PT2000309F 2/15/2024 2/15/2025 Each Claim 1,000,000 Aggregate 2,000,000 Deductible 2,500 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached if more space is required) City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers are included as additional insureds, in regard to General Liability per the attached endorsement, with respect to any liability arising out of work or operations performed by or on behalf of the instructor including materials, parts, equipment, and personnel furnished in connection with such work or operations. Waiver of Subrogation applies in regard to General Liability per the attached endorsement. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF. NOTICE WILL BE DELIVERED IN City of Santa Ana ACCORDANCE WITH THE POLICY PRC Risk Management Division ; _--_ F RAManagmumtDMslcrn 20 Civic Center Plaza AUTHORIZED REPRESENTATIVE REmEWED & APPROVED BY. Santa Ana CA 927014� --- =rnzR51__ Risk Management Specialist @ 1988-2015 ACORD ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD THIS CERTIFICATE SUPERSEDES PREVIOUSLY ISSUED CERTIFICATE JY. CERTIFICATE OF LIABILITY INSURANCE Acct#: 2711501 DATE (MM/DD/YYYY) 7/19/2024 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Lockton Companies, LLC 3657 Briarpark Dr., Suite 700 CONTACT 888-828-8365 NAME PHONE FAX A/c No Ext : A/C No E-MAIL Houston, TX 77042 ADDRESS: INSPERITYCERTS LOCKTONAFFINITY.COM INSURER(S) AFFORDING COVERAGE NAIC # INSURERA : Indemnity Insurance Co. of North America 43575 INSURED CONTINENTAL INTERPRETING SERVICES, INC. INSURER B : INSURER C 3230 E IMPERIAL HWY STE 203 BREA, CA 92821-1706 INSURER D INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICYNUMBER POLICY EFF MM/DD/YYYY POLICY EXP MM/DD LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ DAMAGES( RENTED CLAIMS -MADE OCCUR PREMISES Ea occurrence)$ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'LAGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ POLICY ❑ PRO- JECT LOC ❑ PRODUCTS - COMP/OP AGG $ $ OTHER: AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident $ BODILY INJURY (Per person) $ ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY (Per accident) $ PROPERTY DAMAGE Per accident $ NON -OWNED HIRED AUTOS AUTOS UMBRELLA LAB OCCUR EACH OCCURRENCE $ AGGREGATE $ EXCESS LIAB CLAIMS -MADE DED RETENTION $ $ A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY Y / N OFFICER/MEMBER EXCLUDED? PROPRIETOR/PARTNER/EXECUTIVE ❑ N / A X C55907651 10/1/2023 10/1/2024 X PER OTH- STATUTE ER E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) 30-DAY NOTICE OF CANCELLATION WAIVER OF SUBROGATION IN FAVOR OF City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers WHEN REQUIRED BY WRITTEN CONTRACT. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE F �,----..e RiskMA77Agmumt DMslan CITY OF SANTA ANA AUTHORIZED REPRESENTATIV z, z REVIEWED & APPROVED BY: RISK MANAGEMENT DIVISION 20 CIVIC CENTER PLAZA SANTA ANA, CA 92701 ®' Risk Management Specialist ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PROVISIONS: 1. WHO IS AN INSURED (SECTION II) is amended to include as an insured any person or organiza- tion (called hereafter "additional insured") whom you have agreed in a written contract, executed prior to loss, to name as additional insured, but only with respect to liability arising out of "your work" or your ongoing operations for that addi- tional insured performed by you or for you. 2. With respect to the insurance afforded to Addi- tional Insureds the following conditions apply: a. Limits of Insurance — The following limits of liability apply: 1. The limits which you agreed to provide; or 2. The limits shown on the declarations, whichever is less. b. This insurance is excess over any valid and collectible insurance unless you have agreed in a written contract for this insurance to apply on a primary or contributory basis. 3. This insurance does not apply: a. on any basis to any person or organization for whom you have purchased an Owners and Contractors Protective policy. b. to "bodily injury," "property damage," "per- sonal injury," or "advertising injury" arising out of the rendering of or the failure to render any professional services by or for you, in- cluding: 1. The preparing, approving or failing to prepare or approve maps, drawings, opinions, reports, surveys, change or- ders, designs or specifications; and 2. Supervisory, inspection or engineering services. a RiskMougementDMslcrn+REVIEWED &/APPROVED BY. 1 CG D1 05 04 94 Copyright, The Travelers Indemnity Company, 1994. Risk Management Specialist Includes Copyrighted Material from Insurance Services Office, Inc COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. XTEND ENDORSEMENT FOR SMALL BUSINESSES This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART GENERAL DESCRIPTION OF COVERAGE — This endorsement broadens coverage. However, coverage for any injury, damage or medical expenses described in any of the provisions of this endorsement may be excluded or limited by another endorsement to this Coverage Part, and these coverage broadening provisions do not apply to the extent that coverage is excluded or limited by such an endorsement. The following listing is a general coverage description only. Read all the provisions of this endorsement and the rest of your policy carefully to determine rights, duties, and what is and is not covered. A. Who Is An Insured — Unnamed Subsidiaries B. Who Is An Insured — Employees And Volunteer Workers — Bodily Injury To Co -Employees And Co -Volunteer Workers C. Who Is An Insured — Newly Acquired Or Formed Limited Liability Companies D. Incidental Medical Malpractice E. Blanket Waiver Of Subrogation PROVISIONS b. An organization other than a partnership, joint A. WHO IS AN INSURED — UNNAMED venture or limited liability company; or SUBSIDIARIES c. A trust; The following is added to SECTION II — WHO IS as indicated in its name or the documents that AN INSURED: govern its structure. Any of your subsidiaries, other than a partnership B. WHO IS AN INSURED — EMPLOYEES AND or joint venture, that is not shown as a Named VOLUNTEER WORKERS — BODILY INJURY Insured in the Declarations is a Named Insured TO CO -EMPLOYEES AND CO -VOLUNTEER if: WORKERS a. You are the sole owner of, or maintain an ownership interest of more than 50% in, such subsidiary on the first day of the policy period; and b. Such subsidiary is not an insured under similar other insurance. No such subsidiary is an insured for "bodily injury" or "property damage" that occurred, or "personal and advertising injury" caused by an offense committed: a. Before you maintained an ownership interest of more than 50% in such subsidiary; or b. After the date, if any, during the policy period that you no longer maintain an ownership The following is added to Paragraph 2.a.(1) of SECTION II —WHO IS AN INSURED: Paragraphs (1)(a), (b) and (c) above do not apply to "bodily injury" to a co -"employee" while in the course of the co -"employee's" employment by you or performing duties related to the conduct of your business, or to "bodily injury" to your other "volunteer workers" while performing duties related to the conduct of your business. C. WHO IS AN INSURED — NEWLY ACQUIRED OR FORMED LIMITED LIABILITY COMPANIES 1. The following replaces the first sentence of Paragraph 3. of SECTION II — WHO IS AN INSURED: interest of more than 50% in such subsidiary. Any organization you newly acquire or form, For purposes of Paragraph 1. of Section II — Who other than a partnership or joint venture, and Is An Insured, each such subsidiary will be of which you are the sole owner or in which deemed to be designated in the Declarations as: you maintain an ownership interest of more than 50%, will qua a. A limited liability company; RAMouganentD darn REVIEWED & APPROVED BY. o A Aczv44 - J Risk Management Specialist CG D8 42 02 19 © 2018 The Travelers Indemnity Company. All rights reserved. Includes copyrighted material of Insurance Services Office, Inc., with its permiss . COMMERCIAL GENERAL LIABILITY there is no other similar insurance available to that organization. 2. The following replaces the last sentence of Paragraph 3. of SECTION II — WHO IS AN INSURED: For the purposes of Paragraph 1. of Section II — Who Is An Insured, each such organization will be deemed to be designated in the Declarations as: a. A limited liability company; b. An organization other than a partnership, joint venture or limited liability company; or scope of their employment by you or performing duties related to the conduct of your business. 3. The following replaces the last sentence of Paragraph S. of SECTION III — LIMITS OF INSURANCE: For the purposes of determining the applicable Each Occurrence Limit, all related acts or omissions committed in providing or failing to provide "incidental medical services", first aid or "Good Samaritan services" to any one person will be deemed to be one "occurrence". 4. The following exclusion is added to c. A trust; Paragraph 2., Exclusions, of SECTION I — as indicated in its name or the documents COVERAGES — COVERAGE A — BODILY that govern its structure. INJURY AND PROPERTY DAMAGE D. INCIDENTAL MEDICAL MALPRACTICE LIABILITY: 1. The following replaces Paragraph b. of the Sale Of Pharmaceuticals definition of "occurrence" in the "Bodily injury" or "property damage" arising DEFINITIONS Section: out of the violation of a penal statute or b. An act or omission committed in ordinance relating to the sale of providing or failing to provide "incidental pharmaceuticals committed by, or with the medical services", first aid or "Good knowledge or consent of, the insured. Samaritan services" to a person, unless 5. The following is added to the DEFINITIONS you are in the business or occupation of Section: providing professional health care "Incidental medical services" means: services. a. Medical, surgical, dental, laboratory, x- 2. The following replaces the last paragraph of ray or nursing service or treatment, Paragraph 2.a.(1) of SECTION II — WHO IS advice or instruction, or the related AN INSURED: furnishing of food or beverages; or Unless you are in the business or occupation b. The furnishing or dispensing of drugs or of providing professional health care medical, dental, or surgical supplies or services, Paragraphs (1)(a), (b), (c) and (d) appliances. above do not apply to "bodily injury" arising out of providing or failing to provide: 6. The following is added to Paragraph 4.b., Excess Insurance, of SECTION IV — (a) "Incidental medical services" by any of COMMERCIAL GENERAL LIABILITY your "employees" who is a nurse, nurse CONDITIONS: assistant, emergency medical technician, paramedic, athletic trainer, This insurance is excess over any valid and audiologist, dietician, nutritionist, collectible other insurance, whether primary, occupational therapist or occupational excess, contingent or on any other basis, therapy assistant, physical therapist or that is available to any of your "employees" speech -language pathologist; or for "bodily injury" that arises out of providing or failing to provide "incidental medical (b) First aid or "Good Samaritan services" services to any person to the extent not by any of your "employees" or "volunteer subject to Paragraph 2.a.(1) of Section II — workers", other than an employed or Who Is An Insured. volunteer doctor. Any such "employees" or volunteer workers providing or failing E. BLANKET WAIVER OF SUBROGATION to provide first aid or "Good Samaritan The following is added to Paraaraoh 8.. Transfer services" during their work hours for you Of Rights Of Recovery, will be deemed to be acting within the oR„ a MANIWmentDiviaian REVIEWED&APPROVED BY. Page 2 of 3 © 2018 The Travelers Indemnity Company. All rights reserved. Risk Management Specialist Includes copyrighted material of Insurance Services Office, Inc., with its permissior . COMMERCIAL GENERAL LIABILITY of SECTION IV — COMMERCIAL GENERAL LIABILITY CONDITIONS: If the insured has agreed in a contract or agreement to waive that insured's right of recovery against any person or organization, we waive our right of recovery against such person or organization, but only for payments we make because of: CG D8 42 02 19 a. "Bodily injury" or "property damage" that occurs; or b. "Personal and advertising injury" caused by an offense that is committed; subsequent to the execution of the contract or agreement. oR, a RiskMougmumtDiviaian REVIEWED & APPROVED BY. A-izz Aczv44 � Risk Management Specialist © 2018 The Travelers Indemnity Company. All rights reserved. Includes copyrighted material of Insurance Services Office, Inc., with its permiss Workers' Compensation and Employers' Liability Policy Named Insured Endorsement Number CONTINENTAL INTERPRETING SERVICES, INC. 3230 E IMPERIAL HWY STE 203 Policy Number BREA, CA 92821-1706 Symbol: RWC Number: C55907651 Policy Period Effective Date of Endorsement 10/1 /2023TO 10/1 /2024 10/1 /2023 Issued By (Name of Insurance Company) Indemnity Insurance Co. of North America Insert the policy number. The remainder of the information is to be completed only when this endorsement is issued subsequent to the preparation of the policy. This endorsement changes the policy to which it is attached and is effective on the date issued unless otherwise stated. NOTICE TO OTHERS ENDORSEMENT - SPECIFIC PARTIES A. If we cancel this Policy prior to its expiration date by notice to you or the first Named insured for any reason other than nonpayment of premium, we will endeavor, as set out below, to send written notice of cancellation, via such electronic or other form of notification as we determine, to the persons or organizations listed in the schedule set out below {the "Schedule"). You or your representative must provide us with both the physical and e-mail address of such persons or organizations, and we will utilize such e-mail address or physical address that you or your representative provided to us on such Schedule. B. We will endeavor to send or deliver such notice to the e-mail address or physical address corresponding to each person or organization indicated in the Schedule at least 30 days prior to the cancellation date applicable to the Policy. C. The notice referenced in this endorsement is intended only to be a courtesy notification to the person(s) or organization(s) named in the Schedule in the event of a pending cancellation of coverage. We have no legal obligation of any kind to any such person(s) or organization(s). Our failure to provide advance notification of cancellation to the person(s) or organization(s) shown in the Schedule shall impose no obligation or liability of any kind upon us, our agents or representatives, will not extend any Policy cancellation date and will not negate any cancellation of the Policy. D. We are not responsible for verifying any information provided to us in any Schedule, nor are we responsible for any incorrect information that you or your representative provide to us. If you or your representative does not provide us with the information necessary to complete the Schedule, we have no responsibility for taking any action under this endorsement. In addition, if neither you nor your representative provides us with e-mail and physical address information with respect to a particular person or organization, then we shall have no responsibility for taking action with regard to such person or entity under this endorsement. E. We may arrange with your representative to send such notice in the event of any such cancellation. F. You will cooperate with us in providing, or in causing your representative to provide, the e-mail address and physical address of the persons or organizations listed in the Schedule. G. This endorsement does not apply in the event that you cancel the Policy. SCHEDULE Name of Certificate Holder E-Mail Address Physical Address City of Santa Ana 20 Civic Center Plaza Santa Ana, CA 92701 All other terms and conditions of this Policy remain unchanged. This endorsement is not applicable in the states of AZ, FL, ID, ME, NC, NJ, NM, TX and WI. WC 99 03 71 (01 /11) Authorized Representative Risk ManagmumtDMsian + ° REVIEWED & APPROVED BY. , Risk Management Specialist Workers' Compensation and Employers' Liability Policy Named Insured Endorsement Number CONTINENTAL INTERPRETING SERVICES, INC. 3230 E IMPERIAL HWY STE 203 Policy Number BREA, CA 92821-1706 Symbol: RWC Number: C55907651 Policy Period Effective Date of Endorsement 10/1/2023 TO 10/1/2024 10/1/2023 Issued By (Name of Insurance Company) Indemnity Insurance Co. of North America Insert the policy number. The remainder of the information is to be completed only when this endorsement is issued subsequent to the preparation of the policy. This endorsement changes the policy to which it is attached and is effective on the date issued unless otherwise stated. CALIFORNIA WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT This endorsement applies only to the insurance provided by the policy because California is shown in Item 3.A. of the Information Page. We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce our right against the person or organization named in the Schedule, but this waiver applies only with respect to bodily injury arising out of the operations described in the Schedule, where you are required by a written contract to obtain this waiver from us. You must maintain payroll records accurately segregating the remuneration of your employees while engaged in the work described in the Schedule. Schedule 1. ( X ) Specific Waiver Name of person or organization: City of Santa Ana 20 Civic Center Plaza Santa Ana, CA 92701 () Blanket Waiver Any person or organization for whom the Named Insured has agreed by written contract to furnish this waiver. 2. Operations: WAIVER OF SUBROGATION IN FAVOR OF City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers WHEN REQUIRED BY WRITTEN CONTRACT. 3. Premium: The premium charge for this endorsement shall be INCLUDED percent of the California premium developed on payroll in connection with work performed for the above person(s) or organization(s) arising out of the operations described. !l�1G �II'il'�I'ii1'-[Riitil►[�7��1�7��] Au c d Ag� I�p� Risk Management DMsian Z� REVIEWED & APPROVED BY. ��itL' �s.�e �cevzdn Risk Management Specialist WC 90 03 75 (05/18) EXHIBIT 3 CONSULTANT AGREEMENT BEWTEEN MENTE, INC. DBA CESAR VARGAS & ASSOCIATES AND THE CITY OF SANTA ANA FOR TRANSLATION AND INTERPRETATION SERVICES THIS AGREEMENT is made and entered into on this 1st day of October, 2024, by and between Mente, Inc., a California corporation, dba Cesar Vargas & Associates ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On February 22, 2024, the City issued Request for Proposal ("RFP") No. 24-022A seeking to retain a consultant having special skill and knowledge in the field of translation and interpretation services for the City's Finance and Management Services Department. B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide such services described in the Scope of Work that was included in RFP No. 24-022A. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described in the "Scope of Services," attached hereto and incorporated herein by reference as Exhibit A, and as further described in "Consultant's Proposal," attached hereto and incorporated herein by reference as Exhibit B. 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Consultant under this Agreement. Consultant shall be paid only for actual services performed under this Agreement at the rates and charges identified in "Consultant's Fee Proposal," attached hereto and incorporated herein by this reference as Exhibit C. Consultant is one of four (4) separate consultants selected to provide services on an on - call basis under RFP 24-022A. The total compensation for services provided by all consultants selected under RFP 24-022A shall not exceed the shared aggregate amount of $1,290,000.00 during the term of this Agreement, including any extension periods, as set forth in Section 3, below. Page 1 of 9 b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Consultant agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Consultant agrees to execute the City's standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Consultant's account(s) with financial institutions. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on October 1, 2024 and terminate on September 30, 2027, with the option for the City to grant up to two (2), one (1) year extensions, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. Page 2 of 9 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require any subcontractors to obtain and maintain insurance as described below for the entire Term of this Agreement against claims for injuries to persons or damage to property which may arise from or in connection with services, products and materials supplied to City. Total cost of such insurance shall be borne by Consultant. Minimum Scope and Limit of Insurance. • Commercial General Liability (CGL): Insurance Services Office Form CG 00 01covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. Required policy limits can be met with primary and umbrella/excess insurance policies. • Automobile Liability: Insurance Services Office Form CA 00 01 covering Code 1 (any auto), with limits no less than $1,000,000 combined single limits. In the event Consultant does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance. • Workers' Compensation: as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per accident, policy or employee, for bodily injury or disease. Coverage is not required if Consultant has no employees and signs request to waive such insurance. • Professional Liability Insurance: with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 aggregate. • If Consultant maintains broader coverage and/or higher limits than the minimum requirements for each line of coverage shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City. Other Insurance Provisions. The above required insurance policies are to contain or be endorsed to contain the following provisions: • City, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds, under Consultant's CGL, Professional Liability, and Automobile Liability policies, with respect to any liability arising out of work or operations performed by or on behalf of the Instructor including materials, parts, equipment, and personnel furnished in connection with such work or operations. • Consultant's Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Consultant under this Agreement. • For any claims related to this contract, Consultant's insurance coverage shall be primary and any insurance maintained by City, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it. Page 3 of 9 • A severability of interest provision must apply for all the additional insureds, ensuring that Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer's limits of liability. • Insurance policies required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non -renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non -renewal due to non-payment of premium. • Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: (Name of Department Staff Responsible for Agreement), 20 Civic Center Plaza M-XX (Responsible Staffs Department Mail Box), Santa Ana, CA 92701. The name and location of project must be included in the Description of Operations section of each certificate. Self -Insured Retentions. Self -insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the State of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City. Verification of Coverage. Consultant shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Consultant's obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and Page 4 of 9 hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant Page 5 of 9 without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other contractors retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant Page 6 of 9 compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: City Clerk City of Santa Ana Page 7 of 9 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, California 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Executive Director Finance and Management Services City of Santa Ana 20 Civic Center Plaza P.O. Box 1988 Santa Ana, California 92702 To Consultant: Cesar Vargas Mente, Inc. 8502 E. Chapman Ave., Suite 302 Orange, California 92869 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. [signatures appear on following page] Page 8 of 9 SIGNATURE PAGE FOR CONSULTANT AGREEMENT BEWTEEN MENTE, INC. DBA CESAR VARGAS & ASSOCIATES AND THE CITY OF SANTA ANA FOR TRANSLATION AND INTERPRETATION SERVICES IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST Jennifer L. Hall City Clerk APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: onathan T. Martinez Assistant City Attorney RECOMMENDED FOR APPROVAL: Kathryn Downs Executive Director Finance and Management Services CITY OF SANTA ANA Alvaro Nunez City Manager CONSULTANT e'4w /� 14� By: Cesar Vargas Title: Executive Director Page 9 of 9 EXHIBIT A SCOPE OF SERVICES CITY OF SANTA ANA EXHIBIT I SCOPE OF SERVICES Consultant(s) shall perform the services as set forth below. A. General Description Consultant shall be capable of providing competent interpretation and translation services on an as -needed basis as determined by the City. Use of interpreters shall be consistent with all applicable State and local laws. B. Interpretation and Translation Languages Services require interpretation and translation to and from languages listed below (from and to English). However, the City may request services to and from other languages as needed. A quote must be provided for languages not specified herein as needs are determined by City staff on a per -project basis. • American Sign Language (ASL) • Arabic (CA designated) • Armenian (Eastern and Western) (CA designated) • Bengali • Cantonese (CA designated) • Chinese (Simplified and Traditional) • Dari • Farsi • Hindi • Hmong • Indonesian • Japanese (CA designated) • Khmer (CA designated) • Korean (CA designated) • Laotian • Mandarin (CA designated) • Mandarin (Classic) • Mien • Nepali • Polish • Portuguese (CA designated) • Punjabi (CA designated) • Romanian • Russian (CA designated) • Serbian • Spanish (CA designated) • Tagalog (CA designated) • Turkish • Vietnamese (CA designated) RFP 24-022A City of Santa Ana Page 19 of 51 CITY OF SANTA ANA C. Interpretation Services Consultant shall provide live, in -person, telephonic, and virtual (when deemed acceptable by City) simultaneous interpretation for City Council and other public meetings, workshops, interviews, and various types of events from English to additional languages as specified above. The City provides interpretation services at public meetings, when requested, and will engage the Consultant on an as -needed basis, typically with 72-hour advance notice. Shorter advance notice may occur depending on City needs. Some services may be provided telephonically with City's approval. Remote Telephonic Language Interpretation Services Requirements: i. A single, toll -free number to access all services. ii. Conference -calling services and capabilities for interpreted calls. iii. The Consultant shall provide all language interpretation services for Languages at the rates as provided within Pricing Proposal. iv. In certain instances, time is of the essence to provide public counter services or other immediate assistance, and the City may reserve an interpreter by telephone forty-five (45) minutes in advance of the actual time it is needed. Consultant shall provide its typical response rate for advance notice. v. Consultant shall not require the City to purchase or obtain specific equipment to access telephonic interpreter services. D. Written Translation Upon direction from the City, Consultant shall translate various types of documents, and either live or pre-recorded audio content in video and audio file formats, from English into requested language or from another language into English. Documents may include reports, forms, posters, brochures and other informative leaflets/notices and websites/selected web pages, marketing materials, legal documents and notices, and other forms of correspondence. Written translation of election materials will also be required. 1. Consultant shall provide services related to translating and formatting documents into "Plain Language English". Services to be performed for any and all projects will be determined as the need arises. 2. Consultant shall deliver translated documents within twenty-four (24) hours of City requests when required. Delivery of translation services shall not exceed five (5) business days. 3. Consultant shall participate in revision processes with some revisions being prepared by Consultant, and some revisions being prepared by City staff. Consultant must deliver completed revisions to the requesting City Project Manager or designee within five (5) business days of a request for revision. The revision process will be deemed completed when the Project Manager or designee is satisfied with the final translation and formatting. Urgent requests will require a quicker turnaround time to be determined by the requesting City Department. 4. All completed formatted forms MUST EXACTLY MATCH the native language version unless otherwise agreed to in writing. RFP 24-022A City of Santa Ana Page 20 of 51 CITY OF SANTA ANA 5. Consultant shall provide their completed translated documents/forms in formats as required by the City. Formats may include at minimum, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, InDesign, Photoshop, and Adobe PDF. Consultant must be able to convert Microsoft files into PDF format. Completed PDF forms are not the online fillable type. 6. Consultant will receive and transmit drafts and final versions of forms from and to the City in writing, which includes secure email, electronic file attachments to email, via web portal, or if requested by the City, by facsimile, USPS mail, or overnight services to the City's Project Manager or designee. 7. Consultant shall provide sight translation of English documents or other languages during face-to-face events. 8. Consultant shall provide offsite translation services of documents from English or other languages. 9. English word counts will be determined using Microsoft Word's word count feature. 10. No machine -generated translations are allowed. 11. The use of speech recognition software is not authorized. E. Closed Captioning (Optional Service) While closed -captioned services are not mandatory for this Agreement, the City reserves the right to explore and implement these services at its discretion during the contracted term. The City acknowledges that circumstances may arise where the inclusion of closed -captioning becomes necessary to enhance accessibility. The City may at its discretion add these services either upon award or via an Amendment during the term of the Agreement. Therefore, the City encourages all prospective Proposers to submit competitive pricing for future consideration. Consultant will translate audio content, either live or pre-recorded, into display text synchronized with the audio, equivalent text to that of the audio, and access formats as specified herein. 1. Services shall include full scale, real-time verbatim closed -captioning of public meetings and other live and pre-recorded meetings, media, forums, and events. 2. Consultant will sign -in to live caption events at least 10 minutes prior to the scheduled starting time and shall stay on until its conclusion, even if it runs longer than the scheduled time. 3. Consultant will provide remote captioning services by following a video signal that is streamed live online and an audio signal via telephone line(s). 4. Consultant will provide captioning to a real-time streaming web page, and to a live caption area within the event streaming page. 5. Consultant must have the technical compatibility with the City's live streaming software in order for the caption stream URL to be inserted into a player template including Granicus, so that live captioning can be viewed within the live stream player during events and meetings, when accessed from the City's event page. RFP 24-022A City of Santa Ana Page 21 of 51 (9) CITY OF SANTA ANA 6. Consultant should be able to provide captioning at the average rate between 225 to 250 words per minute for events and projects. 7. Captions will coincide with their corresponding spoken words and sounds to the greatest extent possible and must be displayed on the screen at a speed that can be read by viewers. 8. Captions shall match the spoken words in the dialogue and convey background noises and other sounds to the fullest extent possible. Consultant may not paraphrase; and must use proper spelling, spacing between words, capitalization, and punctuation. 9. Captions will run from the beginning to end of the program. 10. Although there may be a slight delay in the delivery of captions for live real-time events, the delay in presentation of live captions should be kept to a minimum, consistent with an accurate presentation of what is being said and the overall goal of ensuring that captions enable viewers to follow the event. 11. Consultant must provide a high -degree of accuracy in captioning services; both events and projects. Accuracy rate must be 95 percent or greater. Near -flawless accuracy is of the upmost importance. The quality of information that is provided must be of equal quality to that offered to people without disabilities. 12. Consultant is not authorized to use speech recognition or computer captioning software in fulfilling live, real-time events. 13. Consultant staff providing live, real-time captioning services must hold a current certification from Certified CART Providers or Certified Broadcast Captioners. 14. Consultant will provide, at no additional charge, an unedited captioning transcript which will be ready for download by the City the following business day after conclusion of live real-time events. 15. Consultant will provide edited caption transcripts in an accepted file format. Edited caption transcripts and files must be completed and delivered to the City within five (5) business days of a live real-time captioning and pre-recorded project work. 16. Unedited and edited transcripts will be provided to the City, upon request, up to one (1) year after the date of the event at no additional cost. 17. Unedited and edited caption transcripts must be in the English language. F. Additional Requirements 1. Interpreters shall attend meetings in person located throughout the City when translation services are requested. Vendor must guarantee attendance with less than 24-hour notice. 2. The City may cancel previously scheduled or requested interpreter assignments without fee or penalty with at least a three (3)-hour advance notification. 3. Interpreters shall be available to provide services 24 hours, 365 days per year. Holiday availability is preferred as emergencies may arise. RFP 24-022A City of Santa Ana Page 22 of 51 (9) CITY OF SANTA ANA i. Non -Emergency Interpretation Services: Consultant shall provide details regarding available coordination options for scheduling of interpretation services with the City. ii. Emergency Interpretation Services: Consultant shall provide their shortest possible response times and list any conditions for response (e.g., within 30 minutes, 1 hour, etc. for certain languages). iii. If requested by City for certain projects, native speaking translators shall be provided. 4. Interpreters must demonstrate proficiency in both English and the other language, as well as accurately communicate specialized terms or concepts as they relate to regional planning and transportation. 5. Consultant shall provide for each translation assignment at least one qualified translator. 6. Consultant shall provide all items listed below to provide services as specified herein: • labor; • personnel, • equipment, materials, tools, and supplies; • postage and/or delivery charges; • transportation; • insurance; and • applicable licenses, permits, and certifications 7. Consultant shall assign a primary contact for all assignments under the City's Contract. Primary contact or designee must be available to respond to communications from City staff Monday through Friday, during regular Business Hours, 7:30 AM to 5:30 PM PST. Additionally, contact information for urgent and after-hours requests must be provided. Holidays and times outside of Business Hours are considered after-hours. 8. Consultant shall provide the list of languages and the time frame which they can guarantee an interpreter will be made available for the work. 9. City has the right to affirm and/or decline the usage of a particular interpreter. 10. Consultant shall provide training, assessment, and ongoing monitoring of interpreters' understanding and compliance with standard interpreter protocols and ethical practices. 11. Consultant shall ensure through training, assessment, and ongoing performance monitoring that interpreters have the ability to anticipate and recognize misunderstandings arising from the differing cultural assumptions and expectations, or regional language differences and dialects, and that interpreters have training to respond to such issues appropriately, including criteria for recusal. 12. Consultant shall ensure that during the interpretation sessions, interpreters only respond in the first person, maintain accuracy at all times, and avoid omission or embellishment of the source message. The accuracy of translation, interpretation, and closed captioning services shall be the sole responsibility of the Consultant; however, the City reserves the right to evaluate and monitor accuracy of services provided. 13. Consultant staff shall maintain and ensure confidentiality of all discussions, documents, and various file formats provided to and received from City Departments and any other non-public RFP 24-022A City of Santa Ana Page 23 of 51 (9) CITY OF SANTA ANA meetings. Additionally, Consultant staff must sign confidentiality agreements when required by individual City Departments. G. Ordering Process 1. Consultant shall establish an individual sub -account for any City Department that elects to place an order directly with the Consultant under the Contract. 2. Consultant must provide quote or proposal as requested by City staff within one business day. 3. Consultant shall receive and transmit drafts and completed work from and to the requesting Department by secure electronic file attachments to e-mail in Microsoft Word and/or Adobe Acrobat "pdf' file formats or as specified in the order. 4. Consultant must maintain an email address with a form of acknowledgement of receipt for ordering, inquiries, and customer service within one (1) business day of receipt of order. Proposer will state the maximum attachment size limit and alternatives for transmitting files that are larger than the maximum allowed. H. Possible Service Locations • City Hall • Santa Ana Police Department • Various Community Center Sites • Various Library locations • Various City Parks • Telephone • Video I. Customer Service Consultant's customer service process will ensure that all customer service issues are addressed in a consistent and expeditious manner, including problem escalation and resolution of service issues. The customer service process includes, but is not limited to: • Customer service organizational structure. • Contact process and contact person identified by position in the company (phone, email, fax, etc.). • Follow up process. • Internal procedures to track customer service contact and resolution. • Escalation process to resolve outstanding customer service issues. Consultant's personnel shall be courteous and maintain good working relationships with all stakeholders, state or outside agencies, members of the public, other team members and staff within the City. RFP 24-022A City of Santa Ana Page 24 of 51 (9) CITY OF SANTA ANA J. Reports 1. Quarterly Reports Consultant shall provide to each of the City's using Departments quarterly reports that include a summary of the services ordered and the following information: • Ordering City staff member; • Service date; • Services provided (i.e., translation, interpretation, ASL, etc.); • Language; and • Total number of hours ordered during the quarter reported per language. Quarterly reports must be provided no later than thirty (30) business days after the end of each quarter and will include purchases that have been paid, as well as services currently being worked on. 2. Annual Reports Consultant shall provide to Purchasing contact an annual report of contract usage, including the following individual order information listing per month: • Department; • Ordering City staff member; • Service date; • Services provided (i.e., translation, interpretation, ASL, etc.); • Language; and • Number of hours. Annual reports must be provided no later than by January 30th of every year for the previous year calendar and will include purchases that have been completed. RFP 24-022A City of Santa Ana Page 25 of 51 EXHIBIT B CONSULTANT'S PROPOSAL z }o 1 .z0103JI(I 3Aljn03xg `SV9JVA V JUS3D �IAIIVINHSHMJU QHZI2I0H,IIIV IOLZ6 VD `L'UV LTULS 0£-W `L'zLIdJOTUDO 0IAID OZ 3paID ij!D Iuujs►ssv ujualV h0i!gV :-uIIV vZZO-bZ *ON d M SIDIAHIS NOIIV IaHJH:IlNI 7Y MOLIV'ISNVHI, XOJ 'IVSOdOXd JNIMO'I'IOJ �]Hl SINHSAUd ATIII3,IDIdSAU (uoilViodioO vtujohlvO v `-ONI `H,LNHW 30 Vq(l V) S:IIVIDOSSV 7Y SV-9HVA HVS:ID TABLE OF CONTENTS SCOPEOF SERVICES.............................................................................................................................3 PURPOSE............................................................................................................................................................ 3 BACKGROUND................................................................................................................................................. 3 PROJECTDESCRIPTION.................................................................................................................................. 3 STATEMENT OF QUALIFICATIONS ..................................................................................................4 SERVICESPROVIDED...................................................................................................................................... 4 AGREEMENT STATEMENT............................................................................................................................ 4 FIRM AND TEAM EXPERIENCE..................................................................................................................... 4 PROPOSEDWORK PLAN................................................................................................................................. 4 COSTPROPOSAL....................................................................................................................................5 FEESCHEDULE................................................................................................................................................. 5 CERTIFICATIONS...................................................................................................................................6 REFERENCES...........................................................................................................................................6 INNOVATIVE PRODUCT / SERVICE SUGGESTIONS.....................................................................6 PROPOSALVALIDITY...........................................................................................................................7 FINAL COMMENTS & VALUE-ADDED STATEMENTS.................................................................7 2of7 SCOPE OF SERVICES PURPOSE Cesar Vargas & Associates, a DBA of MENTE, Inc., (Consultant) respectfully presents this proposal to the City of Santa Ana for Translation and live, in -person, and virtual Interpretation Services, as needed, for City Council and other public meetings, workshops, interviews and various types of events. Cesar Vargas & Associates has ample expertise and experience in the technical aspects, including community engagement, legal language, friendly and relatable translations, and accuracy, as described in the BACKGROUND (I1) section below. BACKGROUND Cesar Vargas & Associates has been working effectively with the City of Santa Ana to achieve transparency to encourage diversity and public participation by all persons since about 2007, providing correct and accurate interpretation and translation services in a consistent and professional manner. The translations and interpretation services are imbued with cultural sensitivity due to this friendly and relatable experience with the evolving Santa Ana community over the past 17 years. To further this local connection and interweave the bond between the diverse Santa Ana Community and the Translation and Interpretation field, Dr. Cesar Vargas, Principal of Cesar Vargas & Associates, currently teaches some of the Translation & Interpretation Certificate and Associate's Degree classes at Santa Ana College. In addition, he is a Certified Trainer for The Community Interpreter's Program with Cross Cultural Communications, the only international training agency in the United States for medical and community interpreting, and cultural competence. Click here to verify status with CCC. Furthermore, for the past 29 years, Cesar Vargas has been Santa Ana Unified School District's Official Translator/Interpreter, connecting their message with families and students, which places him right at the pulse of the Community, for the family is the heart, and the school is hub of the Community. For all these reasons, Consultant has been able to provide accurate, transparent and accessible government communications to the majority of the Santa Ana Community for almost three decades. PROJECT DESCRIPTION Consultant desires to continue providing accurate translation and interpretation services and support, as needed, for the City Council meetings, outreach efforts, election -related material and flyers. As a unique, boutique Translation & Interpretation Agency, Consultant specializes in the Spanish language to serve Santa Ana's large and varied Hispanic community, as requested by the City Clerk. This includes, but is not limited to, the simultaneous interpretation of City Council meetings, in addition to special or adj ourned meetings. Consultant will continue to deliver professional translations that include technical language, such as legal terminology, technical documents, administrative regulations, and policy notices. Due to Consultant's background (see Section II above), we are fully familiar and entirely capable of providing administrative government terminology efficiently at the School, Municipal, County, State and Federal levels. 3of7 STATEMENT OF QUALIFICATIONS Based on the fact that the Consultant is the Incumbent Vendor, and the Addendum (see Questions 7 and 17) has expressed that there have not been any issues with the Incumbent, Consultant is well - qualified to continue performing these services. SERVICES PROVIDED For the past 17 years, Consultant has successfully provided competent interpretation and translation services for the City of Santa Ana in the English -Spanish language combination for City Council meetings, community meetings, election outreach meetings, housing information meetings, etc. For more details, see PROPOSED WORK PLAN below. AGREEMENT STATEMENT Consultant has agreed to and signed all previous agreements, so any similar agreements would be in general concurrence with. FIRM AND TEAM EXPERIENCE In addition to the BACKGROUND Section on page 3, which highlights the Principal Translator & Interpreter, the rest of the team available for City interpretation assignments consists of at least four dedicated, local and well -trained translators/interpreters with decades of experience, and various certifications in translation & interpretation, legal interpretation, medical interpretation and community interpretation specializations. See attached resumes under CERTIFICATIONS. The supervising Project Manager/Principal Agent is Cesar Vargas. As in the past 17 years, City staff can contact him at 714.987.2889 and cavargasAhotmail.com for any questions, inquiries and translation and interpretation project assignments. PROPOSED WORK PLAN As the Incumbent, providing services to the City of Santa Ana for 17 years through changing Council Members, City Clerks, Directors and Staff in general, Consultant has demonstrated full understanding of what is necessary to fulfill the Scope of Services. For written translations, the City shall provide a final version of the document(s) to be translated (or indicate that changes might be forthcoming, and subsequently provide a final version with redlined changes), in a native, modifiable format, such as Word, PowerPoint, Publisher, etc. At that time, the City will receive an approximate turnaround time for the requested project, while always aiming to fulfill the requestor's proposed deadline. 4of7 For interpretation services, Consultant understands that interpreters are required to be present for the duration of meetings or events, or until dismissed by the event organizer, requestor or their designee. Notwithstanding the request by the City to provide a sufficient and adequate number of temporary support services that are available on an on -call, as needed basis, including evening and weekends, at times, locations, and dates within 24 hours of request, in order to ensure the above, Consultant requests that the City provide Consultant as much advance notice as is possible and practical regarding any and all upcoming requests. In consideration of the on and on -call availability that the City requests above, and inasmuch as most professionals in the field have at least a 24-hour cancellation notice requirement, failure to provide a cancellation notice to Consultant within 36 hours will incur the minimum charge. Consultant will work closely with the City Clerk and Department Heads to ensure the review and satisfaction of all written requirements related to record keeping. COST PROPOSAL FEESCHEDULE Consultant shall provide accurate services on an as -needed basis under the following Fee Schedule, also submitted in the City -prescribed format as ATTACHMENT A-2: a. Translation Services For written translations, the rate is $0.20 (twenty cents) per word translated into each Target Language requested, with a minimum billing of $50 (fifty dollars). Upon City's request of a Rush Translation, a 50% (fifty percent) surcharge shall apply to the written translation rate above when requesting a shorter than usual translation turnaround time, or with projects that require a substantial part of the work to be completed on Saturday, Sunday or other holidays, or when other projects must be pushed back to accommodate the City's request. Consultant shall notify the City beforehand if and when a Rush Fee would apply, and the City has the ultimate decision as to whether to authorize the Rush turnaround time, or reschedule the requested delivery timeline. b. Interpretation Services The Spoken Interpretation hourly rate is $150 (one hundred fifty dollars), with a two-hour minimum, which includes up to 30 (thirty) minutes of preparation, familiarization and review time. In order to ensure interpretation accuracy, when a meeting is expected to last more than 90 minutes, and/or when the meeting is expected to include an extensive combination of Simultaneous and Consecutive Interpretation Services, Professional Standards require a second Interpreter. In the rare event that a meeting originally scheduled for less than 90 minutes ends up going beyond 2 hours, due to the mental exhaustion caused by single-handedly interpreting for a long period of time and the recovery time needed for the Interpreter, a 2-Interpreter rate shall apply. 5of7 While all of our Interpreters are qualified Community Interpreters, if the Interpretation requested necessitates the use of a Certified Interpreter (a higher level of expertise and proficiency in the Industry), the Rates are: Half Day (3 hours) or Full Day (6 hours) at $450 (four hundred fifty dollars) and $900 (nine hundred dollars), respectively. The Interpretation Services above are for both in -person and/or video remote interpretation. CERTIFICATIONS See ATTACHMENTS. REFERENCES See ATTACHMENT B. INNOVATIVE PRODUCT / SERVICE SUGGESTIONS In addition to the services contained in this Proposal, and integrally related to the BACKGROUND Section above, Dr. Cesar Vargas is able and willing to provide related training to City staff in Translation & Interpretation, in order to minimize the use of consultants and better prepare the staff to provide these services, saving the City money in the future, and bringing a more qualified workforce with a heightened sense of belonging and pride of service. This has been a topic of conversation at previous City Council meetings to reduce future costs to the City. Additionally, a great way to significantly enhance our community's inclusivity and accessibility would be through the development of a Language Access Plan (LAP) for the City of Santa Ana. A Language Access Plan goes beyond this Proposal; it is a comprehensive framework designed to ensure that individuals who speak languages other than English can access public services and participate fully in community life. It encompasses a range of strategies, including the translation of written materials, provision of interpretation services, and, as stated in the first paragraph above, training for staff on cultural competency. The goal is to bridge the communication gap between service providers and the diverse communities they serve. Implementing a LAP in Santa Ana can bring numerous benefits. It not only demonstrates our commitment to equity and inclusion but also significantly improves the quality of life for residents with limited English proficiency. By ensuring that vital information and services are accessible in the most prevalent languages spoken in our community, such as Spanish and Vietnamese, we can foster a more engaged and informed citizenry. Moreover, a well -executed LAP can lead to increased community involvement. When residents feel heard and understood, they're more likely to participate in public meetings, access city services, and contribute to community dialogues. This active engagement is crucial for building a vibrant, cohesive community. 6of7 Effective communication is the cornerstone of trust and understanding between the City and its residents. A LAP addresses potential communication barriers head-on, reducing misunderstandings and the grave risk of misinformation. By proactively meeting the language needs of our diverse population, we can also decrease the likelihood of adverse communications and potential lawsuits that may arise from language access issues. This not only saves resources but also builds a stronger, more trusting relationship with the community. Developing a Language Access Plan for Santa Ana is a step toward realizing our shared vision of an inclusive, equitable, and vibrant community. I invite you to explore this possibility further with me. Together, we can lay the groundwork for a City that truly listens to, understands, and serves all its residents. If the City would like to explore one or both of these possibilities, a thorough Needs Assessment would be performed in order to provide a fair and adequate Proposal for these innovative services and products. PROPOSAL VALIDITY This proposal is valid for 181 days after the deadline for submission, which is March 21, 2024. FINAL COMMENTS & VALUE-ADDED STATEMENTS Cesar Vargas & Associates desires to continue providing the quality, accurate and community -friendly Translation and Interpretation Services we have provided the City of Santa Ana for over 17 years, as well as the additional intrinsic community benefits derived from narrating the Fiestas Patrias Parade for the past 22+ years, and being the Master of Ceremonies for the El Grito Official Event FREE OF CHARGE, which only serve to connect the City with the Community even further. 7of7 C) CITY OF SANTA ANA ATTACHMENT A-1 PROPOSER'S CERTIFICATION, PROPOSAL PRICING Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit 1) and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. PROPOSER'S STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the City in accordance with said terms and conditions. MENTE, INC. (DBA CESAR VARGAS & ASSOCIATES) 714.987.2889 888.854.5467 LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS 8502 E CHAPMAN AVE. #302, ORANGE, CA 92869 BUSINESS ADDRESS CESAR A VARGAS EXECUTIVE DIRECTOR PRINTED NAME OF AUTHORIZED AGENT TITLE SIGNATURE OF AUTHO.R1ZED AGENT DATE ;AVARGAS(a)-HOTMAI L.COM E-MAIL ADDRESS FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE) CITY OF SANTA ANA BUSINESS LICENSE NUMBER (PLEASE PROVIDE IF AVAILABLE, BUT NOT REQUIRED UNTIL AND IF AN AWARD IS MADE TO PROPOSER.) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 38 of 51 CITY OF SANTA ANA ATTACHMENT B REFERENCES List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. REFERENCE Customer Name: CITY OF ANAHEIM Contact Individual: THERESA BASS, CITY CLERK Address: 200 S Anaheim Blvd, Phone Number: 714 7R.r,_f-;166 Anaheim, CA 92805 EMAIL: TBASS(a)-ANAHEIM.NET Contract Amount: ONGOING Year: 2018 TO PRESENT Description of supplies, equipment, or services provided: Translation & Interpretation Services REFERENCE Customer Name: SANTA ANA COLLEGE Contact Individual: DALILAH DAVALOZ, MBA Address: 2323 N BROADWAY, SANTA ANA, CA 92706 Phone Number: 714.564.5527 EMAIL: Davaloz Dalilahra')sac.edu Contract Amount: $15,0004R _bear: =-1. l�!T Description of supplies, equipment, or services provided: Translation Services REFERENCE Customer Name: ECOPARTNERS Contact Individual: ELIZABETH ROE Address: Phone Number: 317.450.3346 EMAIL: eroe(a)-ecopartnersinc.com Contract Amount: ONGOING Year: CURRENT Description of supplies, equipment, or services provided: Translation Services THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 43 of 51 PROFESSIONAL REFERENCES FOR CESAR VARGAS & ASSOCIATES Organization/Company' City of Anaheim Santa Ana College EcoPartners Chapman University South Orange County CCD Nicholas Academic Centers Contact Info TBass@anaheim.net davaloz—dalilah@sac.edu 317.450.3346 949.267.0499 frivera@ivc.edu rdiaz@naccenters.org Orange County Water District Kira Erquiaga/Sr. Comm. Specialist 714.378.3362 Stradling, Yocca, Carlson Law Alicia Chavez Elam/Legal Assistant AElam@StradIingLaw.com Segerstrom Center for the Arts Susan Marie Hill/Dir. Comm. Engagement smkendall@scfta.org YMCA of Orange County Jenny Hoang/Community Services Manager jhoang@ymcaoc.org Saddleback College Nicole Major/Professor NMajor@saddleback.edu Contact Person/Title Theresa Bass/Clerk of the Council Dalilah Davalos/Public Inform. Officer Elizabeth Roe/CEO Dr. Amy Griffiths/Clinical Professor Frank Rivera/Manager, Outreach Rosa Diaz/Executive Director Republic Services Tania Castaneda/Municipal Rel. Mgr. tragland@republicservices.com University of California, Irvine Andres Bustamante, Ph.D./Researcher asbustam@uci.edu If you have any questions, please contact Cesar Vargas at 714.987.2889 or email cavargas@hotmail.com 1 In order to avoid favoritisms in this selection, we have omitted our work with the City of Santa Ana Mayor & City Council, Clerk of the Council, and just about every Agency and Department throughout the City of Santa Ana, as well as the Santa Ana Unified School District. This information may be furnished upon request. CITY OF SANTA ANA ATTACHMENT C PROPOSER'S STATEMENT Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto. Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and City's legal holidays), or the funds, check, draft, or proposer's bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer's bond substituted in lieu thereof shall be returned to the undersigned. Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP. Firm MENTE, INC. (DBA CESAR VARGAS & ASSOCIATES Signed and Printed Name: /�'" Title EXECUTIVE DIRECTOR " Date 3/18/24 CESAR A VARGAS THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 44 of 51 0 CITY OF SANTA ANA ATTACHMENT D NON -COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal. Note: The above non -collusion affidavit is part of the proposal. Signing this proposal on the signature portion thereof shall also constitute signature of this non -collusion affidavit. Proposers are cautioned that making a false certification may sxj ubect the certifier to criminal prosecution. s Signecl .�. State of(� County of c+..�__I Med oubsc �u�U and sworn to (or affirmed) before me on this_ day of Q , 20, by r. � proved to me on the basis of satisfactory evidence to be the perkn(s) who appeared before me. Notary Public Signature Notary Public Seal THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 45 of 51 California Jurat A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document, to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. State of California County of Orange Subscribed and sworn to (or affirmed) before me on this 15th day of March ***Cesar A Varaas*** 24 , by proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. Signature yB1't oar r,F+ OSCAR E. SALGUERO Notary Public - California Orange County _ Commission # 2432996 ♦ C�lfFOp�* My Comm, Expires Dec 31, 2026 Optional (Seal) Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal of this reattachment of this form to another document. Description of Attached Document Title or Type of Document: City Of Santa Ana - Affidavit Document Date: March 15, 2024 # of Pages: 1 Signer(s) Other Than Named Above: None CITY OF SANTA ANA ATTACHMENT E NON -LOBBYING CERTIFICATION The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that I such subrecipients shall certify and disclose accordingly. Signed: `'�+' Title: EXECUTIVE DIRECT/OR Firm: CESAR VARGAS & ASSOCIATES Date: 3/18/24 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 46 of 51 (2) CITY OF SANTA ANA ATTACHMENT F NON-DISCRIMINATION CERTIFICATION The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. 2. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract RFP 24-022A City of Santa Ana Page 47 of 51 CITY OF SANTA ANA or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. } Signed:r Title: EXECUTIVE DIRECTOR Firm: CESAR VARGAS & ASSOCIATES Date: 3/18/24 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 48 of 51 CITY OF SANTA ANA ATTACHMENT G SAM.GOV UEI VERIFICATION On April 4, 2022, the federal government stopped using the DUNS Number to uniquely identify entities. Now, entities doing business with the federal government use the Unique Entity ID created in SAM.gov. They no longer have to go to a third -party website to obtain their identifier. This transition allows the government to streamline the entity identification and validation process, making it easier and less burdensome for entities to do business with the federal government. This RFP includes federal funding, and as such, the proposer must provide verification of their SAM.gov UEI and registration status. Please attach your entity's registration from SAM.gov, including UEI and active registration status. Proposer's UEI: X9BSRGZGH4R6 SAM.gov Registration Expiration Date:_(BLANK) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 49 of 51 CESAR VARGAS - TRANSLATOR QUALIFICATIONS In addition to Cesar's extensive and daily experience as the Language Specialist/District Translator for the Santa Ana Unified School District, he has consulted for a variety of organizations in the private and public sectors, and has had experience that has enabled him to excel at his craft over the years. Furthermore, Cesar Vargas currently teaches some of the Translation & Interpretation Certificate and Associate's Degree classes at Santa Ana College. He is also a Certified Trainer for The Community Interpreter's Program with Cross Cultural Communications, the only international training agency in the United States for medical and community interpreting, and cultural competence. Cesar is a Trainer and Master Practitioner of Neuro-Linguistic Programming, which allows him to not only transfer words and meaning from one language to the other, but find the exact words, phrases, and threads of thought that will engage readers in the target language. Here are a few of his most salient accomplishments and qualifications: ➢ Masters Degree in Cross -Cultural Teaching ➢ Bachelor of Arts in Behavioral Science ➢ Bachelor of Science in Business Administration ➢ American Translators Association Member ➢ Certified Trainer for The Community Interpreter's Program with Cross Cultural Communications ➢ Author, Your Life Is Your Masterpiece (Veritas Invictus Publishing, 2012) ➢ Author, Tu Vida Es Tu Obra Maestra (Veritas Invictus Publishing, 2012) ➢ Author, UnStuck: The Owner's Manual for Success (Veritas Invictus Pub., 2013) ➢ Author, Desatascado: Manual del Propietario Para el Exito (Veritas Invictus Pub., 2013) ➢ Translator, Success Secrets of the Rich and Happy, by Bart Baggett ➢ Translator of Feelings Buried Alive, Never Die..., by Karol K. Thurman (Olympus Publishing, 2003) ➢ Translator of Spiritual Marketing, by Joe Vitale (1" Books Publishing, 2002) ➢ California Association for Bilingual Education - Translation Committee Chair (2001 - 2024, Southern California Locales): Coordinate all interpretation services and interpreters for the requested languages at all the venues. ➢ Orange County Department of Education, Multilingual Consortium Member: A community of translation professionals in the field of education, aiming to unify the terminology used throughout Orange County ➢ Orange County Department of Education Translator/Interpreter of the Year 2018 ➢ CTEL/BCLAD Instructor, Orange County Department of Education: Prepare participants to pass the California Commission on Teaching Credential's test in the Spanish Language, the Hispanic Culture, and Bilingual Instructional Strategies for English Learners ➢ City of Santa Ana, California — Interpret at City Council Meetings ➢ City of Anaheim, California — Interpret at City Council Meetings ➢ City of Seaside, California - Translate all their communication into Spanish ➢ Consulado de Mexico in Orange County, California: Translation Consultant in a variety of projects ➢ ClearVision Technologies, They provide report card preparation services to school districts: Translator for their Spanish versions ➢ SRA/McGraw Hill: Consultant/Reviewer for their Spanish series ATTACHMENT H CERTIFICATE OF DEBARMENT Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, as amended, Nonprocurement Debarment and Suspension, 2 CFR Part 2998, Subpart C, Responsibilities of Participants Regarding Transactions. The regulations were published as Part VII of the May 26, 1988, Federal Register (Pages 19160-19211), and as subsequently amended in 81 Federal Register 25585. (Before completing certification, read instructions which are an integral part of certification) 1. Pursuant to 2 CFR 180.335, the prospective primary participant, (i.e. grantee) certifies to the best of its knowledge and belief, that it and its principals: a. Are not presently excluded or disqualified; b. Have not been convicted within the preceding three years of any of the offenses listed in 2 CFR 180.800(a) or had a civil judgment rendered against them for one of those offenses within that time period. c. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State or local) with commission of any of the offenses listed in 2 CFR 180.800(a); and d. Have not had one or more public transactions (Federal, State or local) terminated within the preceding three years for cause or default. 2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. r Consultant E/ /` 4ECJ +' 'J Name and Title of Official Au orized to Certify On Behalf of the Consultant 3 f � bz� Date RFP 24-022A City of Santa Ana Page 50 of 51 ATTACHMENT H CERTIFICATE OF DEBARMENT INSTRUCTION FOR CERTIFICATION 1. By signing and submitting this proposal, the prospective recipient of Federal assistance funds is providing the certification as set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective recipient of Federal assistance funds knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the Department of Labor (DOL) may pursue available remedies, including suspension and/or debarment. 3. The prospective recipient of Federal assistance funds shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective recipient of Federal assistance funds learns that its certification was erroneous whom submitted or has become erroneous by reason of changed circumstances. 4. The terms "covered transaction", "debarment", "suspension", "disqualified, "ineligible", "lower tier covered transaction", "participant", "person", "primary covered transaction", "principal", "proposal", and "voluntarily excluded", as used in this cause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective recipient of Federal assistance funds agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, disqualified, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the DOL. 6. The prospective recipient of Federal assistance funds agrees by submitting this proposal, that it will include the clause title "Certification Regarding Debarment, Suspension, Ineligible, or voluntarily excluded from the covered transaction" unless it knows that the certification is erroneous. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 8. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntary excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the DOL may pursue available remedies, including suspension and/or debarment. RFP 24-022A City of Santa Ana Page 51 of 51 EXHIBIT C CONSULTANT'S FEE PROPOSAL EXHIBIT I REQUEST FOR CLARIFICATION PRICING PROPOSAL Contractor shall base all costs on an "Hourly Rate" schedule for work perform ed in accordance with the Scope of Services (Attachment 1) of this RFP. The undersigned certifies that he/she has read all documents related to this proposal and understands all terms and conditions related thereto; and in conformity with the terms and conditions, hereby proposes to the City of Santa Ana the following: DESCRIPTION/ SPECIFICATION 2A 3A 4A 5A 6A 7A BA 9A 10A 11A 12A 13A 14A 15A 16A 17A 18A 19A 20A 21A 22A 23A 24A 25A 26A 27A Armenian (Eastern and Western) (CA designated) Bengali Cantonese (CA designated) Chinese (Traditional and Simplified) Dari Farsi Hindi Hmong Indonesian Japanese (CA designated) Khmer (CA designated) Korean (CA designated) Loatian Mandarin (Classic CA designated) Mien Nepali Polish Portuguese (CA designated) Punjabi (CA designated) Romanian Russian (CA designated) Serbian Spanish (CA designated) Tagalog (CA designated) Turkish Vietnamese(CA designated) $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $150 $N/A $N/A $N/A WRITTEN TRANSLATION UNIT COST 1 B 2B 3B 4B 5B 6B 7B BB 9B 10B 11B 12B 13B 14B 16B 17B 18B 19B 20B 21B 22B 23B 24B 25B 26B Arabic (CA designated) Armenian (Eastern and Western) (CA designated) Bengali Cantonese (CA designated) Chinese (Traditional and Simplified) Dari Farsi Hindi Hmong Indonesian Japanese (CA designated) Khmer (CA designated) Korean (CA designated) Loatian Mien Nepali Polish Portuguese (CA designated) Punjabi (CA designated) Romanian Russlan(CA designated) Serbian Spanish (CA designated) Tagalog (CA designated) Turkish $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $N/A $0.20 $N/A $N/A GRAND TOTAL $ 150.20 MINIMUM WORK REQUIREMENTS PERJOB (ifapplicable) MIN. NO. OF HOURS/WORDS IF AN American Sign Language ASL (enter min. number of hours x rate per hour) $N/A Interpretation Services INT (enter min. number of hours x rate per hour) $300 Translation Services TRSL (enter min. number ofwords x once Der word) $50 CLOSED -CAPTIONED SERVICES RATEPER HOURS- UNIT (Optional Services) HOURIWORD WORDS COST min. number of hours x rate Signaturs page on next page NOTE: Submission of this Proposal will betaken as conclusive evidence that the Contractor has made a careful examination of the Scope of Services and Attachments. PROPOSER RESPONSE PREPARED AND ACKNOWLEDGED BY: 4ZOU4Z/9-�jy�jJ� •�Fy�� 31111 3NPdN 1NIHd H=3HIG 3AIinO3X3 SVSHVAV HVS30 JO VSO V) S31VIOOSSV'R SVSHVA HVS30 1S03 11NnI NOI1V3IdIO3dS/NOI1.dIUDS3O I w311 :6ulnn0 1 1 0 1 aql eUV elueS ;o R110 agl of sasodmd 6gajag 'suogipuoo pue swial agl gl1M Ali wjo;uoo ul pue'olwagl pelelaj suo'"uoo pue s wial Ile spuelsuapun pue lesodoud slgl of palelaa slue wnoop Ile peaj seg ags/ag legl sa gl3�ao pau6lsuapun a L dd?J slgllo (1 lug wgoellV) sa—as ;o adooS agl gl1M aouep000e uI pa —pad Njom jo; alnpagos ,aley 6pnoH„ ue uo slsoo Ile aseq llegs jol—luo0 TdSOdOud ONIOINd NOUVoi= v1O NOj 1s3ntm �® CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DDIYYYY) 07/22/2024 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Sariah Devereaux-Barrientos NAME: _ St ateha �1r�' Sariah Devereaux-Barrientos PHONE 714-541-7280 FAX A/C. No Ext : A/C No): 1417 S. Broadway E" D26s. sariah.devereaux.t8lb@statefarm.com • c INSURER(S) AFFORDING COVERAGE NAIC # INSURERA: State Farm General Insurance Company 25151 Santa Ana CA 92707 INSURED INSURER B : CESAR VARGAS AND ASSOCIATES INSURERC: DBA MENTE, INC. INSURERD: 12664 CHAPMAN AVE UNIT 1419 INSURERE: GARDEN GROVE CA 928404034 INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE I OCCUR Y Y I 92-EK-V825-4 I 05/16/2024 05/16/2025 EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED PREMISES (Ea occurrence) $ 300,000 MED EXP (Anyone person) $ 5,000 AGGREGATE LIMIT APPLIES PER: ❑ PRO - POLICY PRO- JECT LOC OTHER: PERSONAL & ADV INJURY $ 1,000,000 GEN'L GENERAL AGGREGATE $ 2,000,000 PRODUCTS - COMP/OP AGG $ 2,000,000 $ AUTOMOBILE LIABILITY ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS HIRED NON -OWNED AUTOS ONLY AUTOS ONLY COMBINED IN LE LIMIT (Ea accidentl $ BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ (Per accident) $ UMBRELLA LIAB EXCESS LIAB OCCUR EACH OCCURRENCE $ HCLAIMS-MADE AGGREGATE $ DED I I RETENTION $ $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE Y / N OFFICER/MEMBEREXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below NIA PER STATUTE I I ERH $ E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYE $ E.L. DISEASE - POLICY LIMIT $ DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN CITY OF SANTA ANA RISK MANAGEMENT DIVISION AGREErVACCORDANCE WITH THE POLICY PROVISIONS. 20 CIVIC CENTER PLZ AUTHORIZED REPRESENTATIVE SANTA ANA CA 92701-4058� I —' This form was system -generated on 07/22/2024 @ 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD 1001486 2005 155279 205 01-19-2023 ACOR" CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) 09/10/2024 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: BIBERK P.O. BOX 113247 Stamford, CT 06911 PHONE g44-472-0967 FAX 203-654-3613 o Ext : A/C No E-MAIL ADDRESS: customerservice@biBERK.com INSURER(S) AFFORDING COVERAGE NAIC # INSURERA: Berkshire Hathaway Direct Insurance Company 10391 INSURED Cesar Vargas & Associates DBA - MENTE, INSURER B : Inc. INSURER C INSURER D : INSURER E7 8502 E Chapman Ave # 302 Orange, CA 92869 INSURER F COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF MM/DD/YYYY POLICY EXP MM/DD/YYYY LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ To DAMAPREMISE CLAIMS-MADE1:1 OCCUR S Ea ocGES(RENTED currence $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ POLICY ❑ PRO ❑ LOC JECT PRODUCTS - COMP/OP AGG $ $ OTHER: AUTOMOBILE LIABILITY COMBINEDSINGLELIMIT Ea accident $ BODILY INJURY (Per person) $ ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ PROPERTY DAMAGE Per accident $ HIRED NON -OWNED AUTOS ONLY AUTOS ONLY UMBRELLA LIAB OCCUR EACH OCCURRENCE $ AGGREGATE $ EXCESS LIAB CLAIMS -MADE DED RETENTION $ $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N PER OTH- STATUTE I I ER ANYPROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? ❑ NIA E.L. EACH ACCIDENT $ (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ A Professional Liability (Errors & Omissions): Claims -Made N9PL670418 10/01/2024 10/01/2025 Per Occurrence/ Aggregate $1,000,000/ $2,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached if more space is required) City of Santa Ana Risk Management Division added as an Additional Insured CERTIFICATE HOLDER CANCELLATION City of Santa Ana Risk Management Division 20 Civic Center Plaza Santa Ana, CA 92701 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE 6+,b-- ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD AD Policy No. 92-EK-V825-4 0810-1`138A CMP-4786.1 Page 1 of 2 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY (Scheduled) This endorsement modifies insurance provided under the following: BUSINESSOWNERS COVERAGE FORM SCHEDULE Policy Number: 92-EK-V825-4 Named Insured: Cesar Vargas and Associates DBA Mente, Inc. 12664 Chapman Ave Unit 1419 Garden Grove, CA 92840-4043 Name and Address of Additional Insured Person or Organization: The City of Santa Ana Risk Management Division 20 Civic Center Plaza Santa Ana, CA 92702 1. SECTION II — WHO IS AN INSURED of SECTION II — LIABILITY is amended to include, as an additional insured, any person or organization shown in the Schedule, but only with respect to liability for "bodily injury', "property damage", or "personal and advertising injury" caused, in whole or in part, by: a. Ongoing Operations (1) Your acts or omissions; or (2) The acts or omissions of those acting on your behalf; in the performance of your ongoing operations for that additional insured; or b. Products —Completed Operations "Your work" performed for that additional insured and included in the "products- completed operations hazard". However, Paragraph 1. Above is subject to the following a. The insurance afforded to the additional insured only applies to the extent permitted by law; CMP-4786 b. If coverage provided to the additional insured is required by a contract or agreement, the insurance provided to the additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured; and c. If the contract or agreement between you and the additional insured is governed by California Civil Code Section 2782 or 2782.05, the insurance provided to the additional insured is the lesser of that which: (1) Is allowed for the satisfaction of a defense or indemnity obligation by California Civil Code Section 2782 or 2782.05 for your sole liability; or (2) You are required by contract or agreement to provide for such additional insured. We have no duty to defend or indemnify the additional insured under this endorsement until a claim or "suit" is tendered to us. 1007033 148011 910-3 -19 ©, COPYRIGHT, STATE FARM MUTUAL AUTOMOBILE INSURANCE COMPANY, 2013 INCLUDES COPYRIGHTED MATERIAL OF INSURANCE SERVICES OFFICE, INC., WITH ITS PERMISSION. CONTINUED C M P-4786.1 Page 2 of 2 2. Any insurance provided to the additional insured shall only apply with respect to a claim made or a "suit" brought for damages for which you are provided coverage. 3. With respect to the insurance afforded to the additional insured, the following is added to SECTION II — LIMITS OF INSURANCE: If coverage provided to the additional insured is required by contract or agreement, the most we will pay on behalf of the additional insured will be the lesser of the amount of insurance: a. Required by the contract or agreement; or b. Available under the applicable Limits Of Insurance shown in the Declarations. This endorsement shall not increase the applicable Limits of Insurance shown in the Declarations. 4. With respect to the insurance afforded to the additional insured, the following is added to Paragraph 3. Duties In The Event Of Occurrence, Offense, Claim Or Suit of SECTION II —GENERAL CONDITIONS: The additional insured must: a. See to it that we are notified as soon as practicable of an "occurrence" or an offense which may result in a claim. To the extent possible, notice should include: (1) How, when and where the "occurrence" or offense took place; (2) The names and addresses of any injured persons and witnesses; and CM P-4786 (3) The nature and location of any injury or damage arising out of the "occurrence" or offense; b. Tender the defense and indemnity of any claim or "suit" to us and to all other insurers who may have insurance potentially available to the additional insured; and C. Agree to make available any other insurance the additional insured has for defense or damages for which we would provide coverage under SECTION II — LIABILITY. 5. With respect to the insurance afforded the additional insured, the following replaces SECTION II LIABILITY- of paragraph 7. Other insurance of SECTION II- COMMON POLICY CONDITIONS: a. This insurance company is primary to and will not seek contribution from any other insurance available to the additional insured is a named insured under such other insurance. b. regardless of any agreement between you and the additional insured, this insurance excess over any other insurance whether primary, excess, contingent or on any other basis for which the additional insured has been added as an additional insured on other policies. There will be no refund of premium in the event this endorsement is cancelled. All other policy provisions apply. 1007033 148011 910-3 -19 ©, COPYRIGHT, STATE FARM MUTUAL AUTOMOBILE INSURANCE COMPANY, 2013 INCLUDES COPYRIGHTED MATERIAL OF INSURANCE SERVICES OFFICE, INC., WITH ITS PERMISSION. CONTINUED AD Policy No. 92-EK-V825-4 0810-1`138A CMP-4786.1 Page 1 of 2 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY (Scheduled) This endorsement modifies insurance provided under the following: BUSINESSOWNERS COVERAGE FORM SCHEDULE Policy Number: 92-EK-V825-4 Named Insured: Cesar Vargas and Associates DBA Mente, Inc. 12664 Chapman Ave Unit 1419 Garden Grove, CA 92840-4043 Name and Address of Additional Insured Person or Organization: The City of Santa Ana Risk Management Division 20 Civic Center Plaza Santa Ana, CA 92702 1. SECTION II — WHO IS AN INSURED of SECTION II — LIABILITY is amended to include, as an additional insured, any person or organization shown in the Schedule, but only with respect to liability for "bodily injury', "property damage", or "personal and advertising injury" caused, in whole or in part, by: a. Ongoing Operations (1) Your acts or omissions; or (2) The acts or omissions of those acting on your behalf; in the performance of your ongoing operations for that additional insured; or b. Products —Completed Operations "Your work" performed for that additional insured and included in the "products- completed operations hazard". However, Paragraph 1. Above is subject to the following a. The insurance afforded to the additional insured only applies to the extent permitted by law; CMP-4786 b. If coverage provided to the additional insured is required by a contract or agreement, the insurance provided to the additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured; and c. If the contract or agreement between you and the additional insured is governed by California Civil Code Section 2782 or 2782.05, the insurance provided to the additional insured is the lesser of that which: (1) Is allowed for the satisfaction of a defense or indemnity obligation by California Civil Code Section 2782 or 2782.05 for your sole liability; or (2) You are required by contract or agreement to provide for such additional insured. We have no duty to defend or indemnify the additional insured under this endorsement until a claim or "suit" is tendered to us. 1007033 148011 910-3 -19 ©, COPYRIGHT, STATE FARM MUTUAL AUTOMOBILE INSURANCE COMPANY, 2013 INCLUDES COPYRIGHTED MATERIAL OF INSURANCE SERVICES OFFICE, INC., WITH ITS PERMISSION. CONTINUED C M P-4786.1 Page 2 of 2 2. Any insurance provided to the additional insured shall only apply with respect to a claim made or a "suit" brought for damages for which you are provided coverage. 3. With respect to the insurance afforded to the additional insured, the following is added to SECTION II — LIMITS OF INSURANCE: If coverage provided to the additional insured is required by contract or agreement, the most we will pay on behalf of the additional insured will be the lesser of the amount of insurance: a. Required by the contract or agreement; or b. Available under the applicable Limits Of Insurance shown in the Declarations. This endorsement shall not increase the applicable Limits of Insurance shown in the Declarations. 4. With respect to the insurance afforded to the additional insured, the following is added to Paragraph 3. Duties In The Event Of Occurrence, Offense, Claim Or Suit of SECTION II —GENERAL CONDITIONS: The additional insured must: a. See to it that we are notified as soon as practicable of an "occurrence" or an offense which may result in a claim. To the extent possible, notice should include: (1) How, when and where the "occurrence" or offense took place; (2) The names and addresses of any injured persons and witnesses; and CM P-4786 (3) The nature and location of any injury or damage arising out of the "occurrence" or offense; b. Tender the defense and indemnity of any claim or "suit" to us and to all other insurers who may have insurance potentially available to the additional insured; and C. Agree to make available any other insurance the additional insured has for defense or damages for which we would provide coverage under SECTION II — LIABILITY. 5. With respect to the insurance afforded the additional insured, the following replaces SECTION II LIABILITY- of paragraph 7. Other insurance of SECTION II- COMMON POLICY CONDITIONS: a. This insurance company is primary to and will not seek contribution from any other insurance available to the additional insured is a named insured under such other insurance. b. regardless of any agreement between you and the additional insured, this insurance excess over any other insurance whether primary, excess, contingent or on any other basis for which the additional insured has been added as an additional insured on other policies. There will be no refund of premium in the event this endorsement is cancelled. All other policy provisions apply. 1007033 148011 910-3 -19 ©, COPYRIGHT, STATE FARM MUTUAL AUTOMOBILE INSURANCE COMPANY, 2013 INCLUDES COPYRIGHTED MATERIAL OF INSURANCE SERVICES OFFICE, INC., WITH ITS PERMISSION. CONTINUED Cesar Vargas & Associates August 1, 2024 City of Santa Ana Risk Management Division 20 Civic Center Plaza Santa Ana, CA 92702 Re: Auto Insurance Requirement Dear City of Santa Ana Risk Management Division: Cesar Vargas &Associates, a DBA of MENTE, Inc., has intent to enter into an agreement with the City of Santa Ana. Throughout the course of this agreement, Cesar Vargas & Associates attests to the following: 1. Cesar Vargas & Associates will not use/drive any vehicle during the course and scope of the services provided in the agreement/contract. 2. Cesar Vargas & Associates will not use any owned/rented/leased vehicles during the course and scope of the services provided in the agreement/contract. 3. Cesar Vargas & Associates consultants/independent contractors/employees utilize their personal vehicles/non-company owned, borrowed, or rented/leased vehicles for transportation to and from work and if applicable carry their own automobile insurance. By signing below, I, attest that I possess the legal authority to enter into an agreement with the City of Santa Ana as well as the legal authority to attest to the statements above. If at any time it is found that Cesar Vargas & Associates is not adhering to any/all statements in this document and has not provided the minimum Auto liability insurance coverage of $1 million per occurrence, the contract will be considered null and void and the companywill be held fully liable for any and all damages. Cesar Vargas Executive Director Cesar Vargas &Associates 714.987.2889 cavargas@hotmail.com CITY OF SANTA ANA RISK MANAGEMENT diuidiaa 4HUMAN RESOURCES Mwoovilmmozopowwarerw Affidavit of Exemption for Workers' Compensation Insurance Cesar A. Vargas, Executive Director (Name/Title) following declaration: hereby affirm under penalty of perjury, the certify on behalf of MENTE, Inc.=Cesar Vargas & Associates (Consultant/Company Name) of my contract for Translation/Interpretation that during the term services with the City of Santa Ana, (Type of service provided) I will not employ any person in any manner so as to become subject to the workers' compensation laws of California, and agree that if I should become subject to the workers' compensation provisions of Section 3700 of the Labor Code, I shall forthwith comply with the provisions and provide proof of workers' compensation coverage immediately. Date: August 1. 2024 Print Name: Cesar A. Vargas Print Title: ExecutiveDirector Signature: Ozw14� Telephone: 714-987-2889 WARNING: FAILURE TO SECURE WORKERS' COMPENSATION COVERAGE IS UNLAWFUL, AND SHALL SUBJECT AN EMPLOYER TO CRIMINAL PENALTIES AND CIVIL FINES UP TO ONE HUNDRED THOUSAND DOLLARS ($100,000). IN ADDITION TO THE COST OF COMPENSATION, DAMAGES AS PROVIDED FOR IN SECTION 3706 OF THE LABOR CODE, INTEREST, AND ATTORNEY'S FEES. I:\Risk Mgmt\Insurance Requirements\ Affidavit of Exemption for Workers' Compensation Insurance 2021 EXHIBIT 4 CONSULTANT AGREEMENT BEWTEEN ACCENT ON LANGUAGES, INC. AND THE CITY OF SANTA ANA FOR TRANSLATION AND INTERPRETATION SERVICES THIS AGREEMENT is made and entered into on this lst day of October, 2024, by and between Accent on Languages, Inc., a California corporation ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On February 22, 2024, the City issued Request for Proposal ("RFP") No. 24-022A seeking to retain a consultant having special skill and knowledge in the field of translation and interpretation services for the City's Finance and Management Services Department. B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide such services described in the Scope of Work that was included in RFP No. 24-022A. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described in the "Scope of Services," attached hereto and incorporated herein by reference as Exhibit A, and as further described in "Consultant's Proposal," attached hereto and incorporated herein by reference as Exhibit B. 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Consultant under this Agreement. Consultant shall be paid only for actual services performed under this Agreement at the rates and charges identified in "Consultant's Fee Proposal," attached hereto and incorporated herein by this reference as Exhibit C. Consultant is one of four (4) separate consultants selected to provide services on an on - call basis under RFP 24-022A. The total compensation for services provided by all consultants selected under RFP 24-022A shall not exceed the shared aggregate amount of $1,290,000.00 during the term of this Agreement, including any extension periods, as set forth in Section 3, below. Page 1 of 9 b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Consultant agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Consultant agrees to execute the City's standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Consultant's account(s) with financial institutions. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on October 1, 2024 and terminate on September 30, 2027, with the option for the City to grant up to two (2), one (1) year extensions, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. Page 2 of 9 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require any subcontractors to obtain and maintain insurance as described below for the entire Term of this Agreement against claims for injuries to persons or damage to property which may arise from or in connection with services, products and materials supplied to City. Total cost of such insurance shall be borne by Consultant. Minimum Scope and Limit of Insurance. • Commercial General Liability (CGL): Insurance Services Office Form CG 00 01covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. Required policy limits can be met with primary and umbrella/excess insurance policies. • Automobile Liability: Insurance Services Office Form CA 00 01 covering Code I (any auto), with limits no less than $1,000,000 combined single limits. In the event Consultant does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance. • Workers' Compensation: as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per accident, policy or employee, for bodily injury or disease. Coverage is not required if Consultant has no employees and signs request to waive such insurance. • Professional Liability Insurance: with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 aggregate. • If Consultant maintains broader coverage and/or higher limits than the minimum requirements for each line of coverage shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City. Other Insurance Provisions. The above required insurance policies are to contain or be endorsed to contain the following provisions: • City, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds, under Consultant's CGL, Professional Liability, and Automobile Liability policies, with respect to any liability arising out of work or operations performed by or on behalf of the Instructor including materials, parts, equipment, and personnel furnished in connection with such work or operations. • Consultant's Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Consultant under this Agreement. • For any claims related to this contract, Consultant's insurance coverage shall be primary and any insurance maintained by City, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it. Page 3 of 9 • A severability of interest provision must apply for all the additional insureds, ensuring that Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer's limits of liability. • Insurance policies required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non -renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non -renewal due to non-payment of premium. • Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: (Name of Department Staff Responsible for Agreement), 20 Civic Center Plaza M-XX (Responsible Staffs Department Mail Box), Santa Ana, CA 92701. The name and location of project must be included in the Description of Operations section of each certificate. Self -Insured Retentions. Self -insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the State of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City. Verification of Coverage. Consultant shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Consultant's obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and Page 4 of 9 hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant Page 5 of 9 without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other contractors retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant Page 6 of 9 compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: City Clerk City of Santa Ana Page 7 of 9 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, California 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Executive Director Finance and Management Services City of Santa Ana 20 Civic Center Plaza P.O. Box 1988 Santa Ana, California 92702 To Consultant: Eduardo Puyol-Martinez Director Accent on Languages, Inc. 2718 Telegraph Avenue, Suite 104 Berkeley, California 94705 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. [signatures appear on following page] Page 8 of 9 SIGNATURE PAGE FOR CONSULTANT AGREEMENT BEWTEEN ACCENT ON LANGUAGES, INC. AND THE CITY OF SANTA ANA FOR TRANSLATION AND INTERPRETATION SERVICES IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST Jennifer L. Hall City Clerk APPROVED AS TO FORM SONIA R. CARVALHO City Attorney f B Jonathan T. Martinez Assistant City Attorney RECOMMENDED FOR APPROVAL: Kathryn Do ns Executive Director Finance and Management Services CITY OF SANTA ANA Alvaro Nunez City Manager CONSULTANT Accent on Languages, Inc. 420---- By: Eduardo Puyol-Martinez Title: Director Page 9 of 9 EXHIBIT A SCOPE OF SERVICES CITY OF SANTA ANA EXHIBIT I SCOPE OF SERVICES Consultant(s) shall perform the services as set forth below. A. General Description Consultant shall be capable of providing competent interpretation and translation services on an as -needed basis as determined by the City. Use of interpreters shall be consistent with all applicable State and local laws. B. Interpretation and Translation Languages Services require interpretation and translation to and from languages listed below (from and to English). However, the City may request services to and from other languages as needed. A quote must be provided for languages not specified herein as needs are determined by City staff on a per -project basis. • American Sign Language (ASL) • Arabic (CA designated) • Armenian (Eastern and Western) (CA designated) • Bengali • Cantonese (CA designated) • Chinese (Simplified and Traditional) • Dari • Farsi • Hindi • Hmong • Indonesian • Japanese (CA designated) • Khmer (CA designated) • Korean (CA designated) • Laotian • Mandarin (CA designated) • Mandarin (Classic) • Mien • Nepali • Polish • Portuguese (CA designated) • Punjabi (CA designated) • Romanian • Russian (CA designated) • Serbian • Spanish (CA designated) • Tagalog (CA designated) • Turkish • Vietnamese (CA designated) RFP 24-022A City of Santa Ana Page 19 of 51 CITY OF SANTA ANA C. Interpretation Services Consultant shall provide live, in -person, telephonic, and virtual (when deemed acceptable by City) simultaneous interpretation for City Council and other public meetings, workshops, interviews, and various types of events from English to additional languages as specified above. The City provides interpretation services at public meetings, when requested, and will engage the Consultant on an as -needed basis, typically with 72-hour advance notice. Shorter advance notice may occur depending on City needs. Some services may be provided telephonically with City's approval. Remote Telephonic Language Interpretation Services Requirements: i. A single, toll -free number to access all services. ii. Conference -calling services and capabilities for interpreted calls. iii. The Consultant shall provide all language interpretation services for Languages at the rates as provided within Pricing Proposal. iv. In certain instances, time is of the essence to provide public counter services or other immediate assistance, and the City may reserve an interpreter by telephone forty-five (45) minutes in advance of the actual time it is needed. Consultant shall provide its typical response rate for advance notice. v. Consultant shall not require the City to purchase or obtain specific equipment to access telephonic interpreter services. D. Written Translation Upon direction from the City, Consultant shall translate various types of documents, and either live or pre-recorded audio content in video and audio file formats, from English into requested language or from another language into English. Documents may include reports, forms, posters, brochures and other informative leaflets/notices and webs ites/selected web pages, marketing materials, legal documents and notices, and other forms of correspondence. Written translation of election materials will also be required. 1. Consultant shall provide services related to translating and formatting documents into "Plain Language English". Services to be performed for any and all projects will be determined as the need arises. 2. Consultant shall deliver translated documents within twenty-four (24) hours of City requests when required. Delivery of translation services shall not exceed five (5) business days. 3. Consultant shall participate in revision processes with some revisions being prepared by Consultant, and some revisions being prepared by City staff. Consultant must deliver completed revisions to the requesting City Project Manager or designee within five (5) business days of a request for revision. The revision process will be deemed completed when the Project Manager or designee is satisfied with the final translation and formatting. Urgent requests will require a quicker turnaround time to be determined by the requesting City Department. 4. All completed formatted forms MUST EXACTLY MATCH the native language version unless otherwise agreed to in writing. RFP 24-022A City of Santa Ana Page 20 of 51 (E) CITY OF SANTA ANA 5. Consultant shall provide their completed translated documents/forms in formats as required by the City. Formats may include at minimum, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, InDesign, PhotoShop, and Adobe PDF. Consultant must be able to convert Microsoft files into PDF format. Completed PDF forms are not the online fillable type. 6. Consultant will receive and transmit drafts and final versions of forms from and to the City in writing, which includes secure email, electronic file attachments to email, via web portal, or if requested by the City, by facsimile, USPS mail, or overnight services to the City's Project Manager or designee. 7. Consultant shall provide sight translation of English documents or other languages during face-to-face events. 8. Consultant shall provide offsite translation services of documents from English or other languages. 9. English word counts will be determined using Microsoft Word's word count feature. 10. No machine -generated translations are allowed. 11. The use of speech recognition software is not authorized. E. Closed Captioning (Optional Service) While closed -captioned services are not mandatory for this Agreement, the City reserves the right to explore and implement these services at its discretion during the contracted term. The City acknowledges that circumstances may arise where the inclusion of closed -captioning becomes necessary to enhance accessibility. The City may at its discretion add these services either upon award or via an Amendment during the term of the Agreement. Therefore, the City encourages all prospective Proposers to submit competitive pricing for future consideration. Consultant will translate audio content, either live or pre-recorded, into display text synchronized with the audio, equivalent text to that of the audio, and access formats as specified herein. 1. Services shall include full scale, real-time verbatim closed -captioning of public meetings and other live and pre-recorded meetings, media, forums, and events. 2. Consultant will sign -in to live caption events at least 10 minutes prior to the scheduled starting time and shall stay on until its conclusion, even if it runs longer than the scheduled time. 3. Consultant will provide remote captioning services by following a video signal that is streamed live online and an audio signal via telephone line(s). 4. Consultant will provide captioning to a real-time streaming web page, and to a live caption area within the event streaming page. 5. Consultant must have the technical compatibility with the City's live streaming software in order for the caption stream URL to be inserted into a player template including Granicus, so that live captioning can be viewed within the live stream player during events and meetings, when accessed from the City's event page. RFP 24-022A City of Santa Ana Page 21 of 51 `JP ,�',�y:r�' CITY OF SANTA ANA 6. Consultant should be able to provide captioning at the average rate between 225 to 250 words per minute for events and projects. 7. Captions will coincide with their corresponding spoken words and sounds to the greatest extent possible and must be displayed on the screen at a speed that can be read by viewers. 8. Captions shall match the spoken words in the dialogue and convey background noises and other sounds to the fullest extent possible. Consultant may not paraphrase; and must use proper spelling, spacing between words, capitalization, and punctuation. 9. Captions will run from the beginning to end of the program. 10. Although there may be a slight delay in the delivery of captions for live real-time events, the delay in presentation of live captions should be kept to a minimum, consistent with an accurate presentation of what is being said and the overall goal of ensuring that captions enable viewers to follow the event. 11. Consultant must provide a high -degree of accuracy in captioning services; both events and projects. Accuracy rate must be 95 percent or greater. Near -flawless accuracy is of the upmost importance. The quality of information that is provided must be of equal quality to that offered to people without disabilities. 12. Consultant is not authorized to use speech recognition or computer captioning software in fulfilling live, real-time events. 13. Consultant staff providing live, real-time captioning services must hold a current certification from Certified CART Providers or Certified Broadcast Captioners. 14. Consultant will provide, at no additional charge, an unedited captioning transcript which will be ready for download by the City the following business day after conclusion of live real-time events. 15. Consultant will provide edited caption transcripts in an accepted file format. Edited caption transcripts and files must be completed and delivered to the City within five (5) business days of a live real-time captioning and pre-recorded project work. 16. Unedited and edited transcripts will be provided to the City, upon request, up to one (1) year after the date of the event at no additional cost. 17. Unedited and edited caption transcripts must be in the English language. F. Additional Requirements 1. Interpreters shall attend meetings in person located throughout the City when translation services are requested. Vendor must guarantee attendance with less than 24-hour notice. 2. The City may cancel previously scheduled or requested interpreter assignments without fee or penalty with at least a three (3)-hour advance notification. 3. Interpreters shall be available to provide services 24 hours, 365 days per year. Holiday availability is preferred as emergencies may arise. RFP 24-022A City of Santa Ana Page 22 of 51 (E) CITY OF SANTA ANA i. Non -Emergency Interpretation Services: Consultant shall provide details regarding available coordination options for scheduling of interpretation services with the City. ii. Emergency Interpretation Services: Consultant shall provide their shortest possible response times and list any conditions for response (e.g., within 30 minutes, 1 hour, etc. for certain languages). iii. If requested by City for certain projects, native speaking translators shall be provided. 4. Interpreters must demonstrate proficiency in both English and the other language, as well as accurately communicate specialized terms or concepts as they relate to regional planning and transportation. 5. Consultant shall provide for each translation assignment at least one qualified translator. 6. Consultant shall provide all items listed below to provide services as specified herein: • labor; • personnel, • equipment, materials, tools, and supplies; • postage and/or delivery charges; • transportation; • insurance; and • applicable licenses, permits, and certifications 7. Consultant shall assign a primary contact for all assignments under the City's Contract. Primary contact or designee must be available to respond to communications from City staff Monday through Friday, during regular Business Hours, 7:30 AM to 5:30 PM PST. Additionally, contact information for urgent and after-hours requests must be provided. Holidays and times outside of Business Hours are considered after-hours. 8. Consultant shall provide the list of languages and the time frame which they can guarantee an interpreter will be made available for the work. 9. City has the right to affirm and/or decline the usage of a particular interpreter. 10. Consultant shall provide training, assessment, and ongoing monitoring of interpreters' understanding and compliance with standard interpreter protocols and ethical practices. 11. Consultant shall ensure through training, assessment, and ongoing performance monitoring that interpreters have the ability to anticipate and recognize misunderstandings arising from the differing cultural assumptions and expectations, or regional language differences and dialects, and that interpreters have training to respond to such issues appropriately, including criteria for recusal. 12. Consultant shall ensure that during the interpretation sessions, interpreters only respond in the first person, maintain accuracy at all times, and avoid omission or embellishment of the source message. The accuracy of translation, interpretation, and closed captioning services shall be the sole responsibility of the Consultant; however, the City reserves the right to evaluate and monitor accuracy of services provided. 13. Consultant staff shall maintain and ensure confidentiality of all discussions, documents, and various file formats provided to and received from City Departments and any other non-public RFP 24-022A City of Santa Ana Page 23 of 51 `JP ,�',�y:r�' CITY OF SANTA ANA meetings. Additionally, Consultant staff must sign confidentiality agreements when required by individual City Departments. G. Ordering Process 1. Consultant shall establish an individual sub -account for any City Department that elects to place an order directly with the Consultant under the Contract. 2. Consultant must provide quote or proposal as requested by City staff within one business day. 3. Consultant shall receive and transmit drafts and completed work from and to the requesting Department by secure electronic file attachments to e-mail in Microsoft Word and/or Adobe Acrobat "pdf" file formats or as specified in the order. 4. Consultant must maintain an email address with a form of acknowledgement of receipt for ordering, inquiries, and customer service within one (1) business day of receipt of order. Proposer will state the maximum attachment size limit and alternatives for transmitting files that are larger than the maximum allowed. H. Possible Service Locations • City Hall • Santa Ana Police Department • Various Community Center Sites • Various Library locations • Various City Parks • Telephone • Video I. Customer Service Consultant's customer service process will ensure that all customer service issues are addressed in a consistent and expeditious manner, including problem escalation and resolution of service issues. The customer service process includes, but is not limited to: • Customer service organizational structure. • Contact process and contact person identified by position in the company (phone, email, fax, etc.). • Follow up process. • Internal procedures to track customer service contact and resolution. • Escalation process to resolve outstanding customer service issues. Consultant's personnel shall be courteous and maintain good working relationships with all stakeholders, state or outside agencies, members of the public, other team members and staff within the City. RFP 24-022A City of Santa Ana Page 24 of 51 `JP ,�',�y:r�' CITY OF SANTA ANA J. Reports 1. Quarterly Reports Consultant shall provide to each of the City's using Departments quarterly reports that include a summary of the services ordered and the following information: • Ordering City staff member; • Service date; • Services provided (i.e., translation, interpretation, ASL, etc.); • Language; and • Total number of hours ordered during the quarter reported per language. Quarterly reports must be provided no later than thirty (30) business days after the end of each quarter and will include purchases that have been paid, as well as services currently being worked on. 2. Annual Reports Consultant shall provide to Purchasing contact an annual report of contract usage, including the following individual order information listing per month: • Department; • Ordering City staff member; • Service date; • Services provided (i.e., translation, interpretation, ASL, etc.); • Language; and • Number of hours. Annual reports must be provided no later than by January 301" of every year for the previous year calendar and will include purchases that have been completed. RFP 24-022A City of Santa Ana Page 25 of 51 EXHIBIT B CONSULTANT'S PROPOSAL 4 ACCENT ON LANGUAGES Response to Request for Proposals No. 24-022A "Translation and Interpretation Services" City of Santa Ana Volumes I, II and III - SOQ, Cost, and Attachments Submitted by: Accent on Languages, Inc. Questions? Please contact info@accentonlanguages.com 510-644-9470 3/21/2023 Accent on Languages Response 24-022A Volume I - SOQ 4 ACCENT ON LANGUAGES TABLE OF CONTENTS Volume I - Statement of Qualifications (SOQ) a. Cover Letter...................................................................................................................................... 3 b. Services Provided............................................................................................................................. 5 In -person and Video Interpretation Services................................................................................... 6 VideoRemote Interpreting.............................................................................................................. 7 Professional Audio Equipment for Events and Conferences............................................................ 8 Telephonic Interpretation for On -Demand Communication............................................................8 Averageresponse time.................................................................................................................... 8 TranslationServices......................................................................................................................... 9 Responsibilities of the Translation Team........................................................................................10 Translation Glossary and Style -Guide Management......................................................................10 c. Agreement Statement..................................................................................................................... 11 d. Firm and Team Experience.............................................................................................................. 11 Description of the Firm, Address and Account Manager............................................................... 11 Key Program Manager Resume: Caroline Lee, CEO, and owner of Accent .................................... 13 Certifications..................................................................................................................................16 Linguist Recruitment Checklist (must-haves).................................................................................18 CEO's approval of the linguist and the translation and general involvement ................................ 18 SubcontractorPlan.........................................................................................................................18 e. Proposed Work Plan........................................................................................................................19 How to order services and response times....................................................................................19 Real-time Turnaround.................................................................................................................... 21 Minimum requirements for linguists............................................................................................. 21 ImplementationPlan..................................................................................................................... 23 f. References - Attachment B............................................................................................................... 26 Cost Proposal (Volume 11) and Certifications (Attachments) (Volume 111) are enclosed in the next pages. Table of Contents Volume 11- Cost Proposal. .......................................................................................................... 29 Table of Contents Volume 111- Certifications (Attachments)...................................................................................37 Accent on Languages Response 24-022A 2 Volume I - SOQ 4 ACCENT ON LANGUAGES a. Cover Letter ATTN: Abigail Alcala, Assistant City Clerk City of Santa Ana — Clerk of the Council 20 Civic Center Plaza Santa Ana, CA 92701 Accent on Languages, Inc. (Accent) is privileged to showcase our linguistic services to the City of Santa Ana (the City). As a certified Small Business (SB), Woman -Owned Business Enterprise (WBE), Minority Business Enterprise (MBE), and Small & Emerging Business (SLEB), Accent is dedicated to achieving the highest standards of excellence. Our credentials include GSA certification, corporate membership in the American Translators Association (ATA), and approval as a vendor by the County of Alameda and the City and County of San Francisco. Mission Accent on Languages' mission is to provide unparalleled foreign language and cultural services to government entities and the public. Our focus on achieving the highest quality in translations, coupled with personalized customer service, has defined our three decades of experience. We offer comprehensive translation, localization, transcription, and in -person and over -the -phone interpretation (OPI) services, including American Sign Language, to federal and state organizations, private businesses, and communities. Government Experience Since 1997, Accent has been a trusted provider of linguistic support to U.S. federal government agencies. We have held a GSA award since 2003 and secured a legacy successor GSA schedule award in March 2023. Additionally, Accent has been a CMAS contractor with the State of California since 2009, serving various federal and local entities such as the Department of Agriculture, FBI, Department of Justice, Alameda County Public Health Department, and others. Success at the 2023 APEC Conference with FEMA In August 2023, Accent showcased its prowess at the FEMA Asian -Pacific Emergency Council (APEC) conference in Seattle. Our team of twelve highly skilled interpreters, proficient in seven languages, played a crucial role in ensuring smooth communication throughout various conference activities, including bilateral meetings, plenary sessions, and special events. Our adaptable approach and dedication to delivering top-notch service within budget constraints were instrumental in the conference's overall success. Our expertise extended beyond language interpretation, encompassing support for interagency coordination and assistance to other U.S. agencies involved in the event. We collaborated with hotel staff, audio equipment technicians, and more, showcasing our ability to navigate complex requirements while maintaining cost-effectiveness. This project exemplifies how our experience and proficiency contribute to exceptional service delivery in adherence to stringent standards and budgetary considerations. Accent on Languages Response 24-022A 3 Volume I - SOQ 4 ACCENT ON LANGUAGES Leading Over -the -Phone and Video Conferencing Interpreter Services Accent stands as a reliable provider of Over -the -Phone and Video Conferencing Interpreter Services, dedicated to supporting the Department of Homeland Security (DHS) United States Citizenship & Immigration Services (USCIS) Refugee, Asylum, and International Operations (RAID) Directorate. Our telephonic on -demand services operate 24/7, catering to twelve DHS field offices in need of linguistic support for Safe Third Country Screening Interviews across 40+ languages, including Arabic, Burmese, Farsi, French, Georgian, Creole, Hindi, Italian, Mam, Mandarin, Pashto, Portuguese, Punjabi, Russian, Spanish, Urdu, Vietnamese, and more. Since May 2023, Accent has handled approximately 4,500+ calls, accumulating over 700,000 minutes of telephonic interpretation. With a monthly average of 100,000 minutes, we have emerged as the top vendor for various USCIS Field Offices. This success has empowered our interpreters to conduct longer phone calls with multiple interviews, delivering an enhanced service experience to individuals and earning praise from asylum officers. The majority of our interpreters excel in managing extensive calls, with durations ranging from 2 to 9 hours, showcasing their commitment to providing exceptional service, as evidenced by our longest call lasting over 9 hours. Security Clearance and Capacity With a team of 300+ linguists possessing current public trust security clearance and an additional pipeline of 400+ linguists in the process, Accent stands ready to meet clients' linguistic needs. We are well -versed in clearance processes and requirements and actively process new clearances for ongoing contracts. Our security clearance officers and project managers ensure seamless collaboration across the West and East coasts. Comprehensive Services Accent's extensive experience extends to standard translation services, website localization, voice-over services, subtitling, captioning, section 508 and ADA compliance remediation, American Sign Language, Braille, transcription, and translation services for court purposes. In conclusion, Accent on Languages is your dedicated partner for comprehensive linguistic services, and we look forward to the opportunity to contribute to the success of the City's initiatives. Sincerely, Canal;he be 3/19/2024 Caroline Lee, CEO and owner, Accent on Languages, Inc. Date Accent on Languages Response 24-022A 4 Volume I - SOQ 4 ACCENT ON LANGUAGES Bidder information • Accent on Languages Inc. o POC: Caroline Lee, CEO and owner 0 2718 Telegraph Avenue Suite 104, Berkeley CA 94705 0 510-644-9470 o info@accentonlanguages.com • GSA Contract Number: 47QRAA23DO058 • CMAS Contract Number: 4-23-07-1004 • SAM Unique Entity Identifier (UEI): M3W2EQK9LHC1 • Socio-economic status: o Certified Small Business in California (SB 28175) o Certified Woman -owned Business Enterprise (WBE) and Minority Business Enterprise (MBE) (both certified in California under the CUCP program) o Disadvantaged Business Enterprise (DBE) application (CUCP program) o Small Business Administration Section 8(a) certification application in process b. Services Provided Accent on Languages (Accent) offers a wealth of expertise in various language services, including standard interpretation (both on -site and remote, encompassing simultaneous and consecutive modes), translation services, website localization, voice-over services, subtitling, captioning, Section 508 and ADA compliance remediation. Additionally, we provide specialized services such as American Sign Language interpretation, Braille transcription, and certified translation and interpretation services for diverse contexts including court proceedings, medical consultations, administrative hearings, and more. • Written Translation of Documents: Our expertise extends to translating and formatting various documents, including letters, forms, and communication materials. We also offer graphic design template formatting using tools such as the Adobe CC Suite, ensuring professional and visually appealing layouts. • In -Person On -Site Interpretation Services: We provide in -person interpretation services, including American Sign Language interpretation, to support the City's activities, client visits, and other events. Our interpreters are well -versed in HIPAA and confidentiality requirements and can promptly provide certified interpreters for legal and medical interpretation upon request. • Scheduled Video Remote Interpretation (VRI) Services: Our scheduled VRI services for American Sign Language and verbal languages offer flexibility and convenience for the City's interpretation needs. • On -Demand Telephonic and Virtual Interpretation Services: Our 24/7 telephonic interpretation services ensure rapid access to qualified interpreters, with an average response time of under 2 minutes. We will provide detailed instructions on technological setup and offer ongoing assistance to the City's staff members to ensure seamless utilization of the platform. Accent on Languages Response 24-022A 5 Volume I - SOQ ACCENT ON LANGUAGES In -person and Video Interpretation Services Our interpreting process is designed for efficiency and precision. Here is a depiction of our seamless workflow: Interpreting Process IV IV equest Confirm Interpreting Feedback Report Interpreter Gathering information about the request: The process is initiated by collecting all necessary details for the assignment. The Project Manager takes note of the interpreting requirements, including: • Nature of the meeting and subject matter • Setting and format of the meeting/appointment • Special cultural or gender requirements • Dates and schedule • Language or dialect combination (from and into) • Availability of documents and texts to support interpreters • Type of service: face to face, telephonic, video • Mode of interpreting: simultaneous or consecutive Confirming the interpreter: • The PM acknowledges receipt of information promptly and confirms details with the client/requestor. • The Accent PM identifies and assigns a qualified interpreter or team of interpreters tailored to the specific job requirements. • Once all the interpreters have been assigned, the PM sends a confirmation to the City's point of contact, detailing all the agreed requirements. For on -site interpreting, special attention is placed on noting issues in advance regarding accessibility and transportation, such as entrance access and location, security or health checkpoints, traffic, public transportation options, or parking availability. Accent on Languages Response 24-022A 6 Volume I - SOQ 4 ACCENT ON LANGUAGES Interpreting Service: • The PM ensures close collaboration between the client and the interpreter. • The PM also ensures alignment on the job specifics, terminology, preparation, and equipment needs. o The Project Manager provides a brief to the interpreter(s) with all the specifics of the assignment. o The interpreters will arrive at the venue at least 15 minutes in advance (or log in to the phone call/video call). During the actual interpreting service, Mines will be able to contact the Project Manager directly regarding any questions. Mines will dismiss the interpreters upon completion of the service. Feedback Integration and Flexible Reporting: • Encourage open feedback loops throughout the process. • Proactively address concerns and optimize performance based on insights. • The PM will provide comprehensive reports periodically or on an ad -hoc basis to meet all client needs. Video Remote Interoretina Accent offers several video remote solutions to the City. The workflow is similar to the face-to-face interpretation. We also uphold the same high standards when it comes to our interpreter and interpretation quality, professionalism, and technicality. For scheduled appointments, Accent offers three (3) solutions to schedule and host video remote interpreting services: Zoom, Microsoft Teams, and Accent's own proprietary video platform (powered by Interpreter Intelligence). If staff members at the City prefer to work with certain face-to-face, on -site interpreters, several of these scheduled video methods allow the same trusted on -site interpreters to use video remote services seamlessly. In addition, Accent on Languages offers Zoom services to host conference -style events for over 200 participants, including simultaneous interpretation channels embedded in the Zoom application, with multiple language channels available to the audience. Take note multiple simultaneous interpretation channels are available only with professional -level Zoom accounts, and this feature might not be available with the Zoom tiers used by the City. Accent can also organize interpretation services using other popular cloud -based communication platforms such as Google Meet, Cisco-Webex, etc. Accent does not provide hardware (computers or devices) to access these platforms, but our project managers can assist staff and customers in the use of these platforms. Accent offers a proprietary scheduled video interpreting platform powered by Interpreter Intelligence TM. This platform can help the City meet HIPAA requirements. To prepare properly for this new service, an implementation plan has been designed to cover the necessary onboarding of the City's personnel. Accent on Languages Response 24-022A 7 Volume I - SOQ 4 ACCENT ON LANGUAGES Specific instructions about how to use the scheduled VRI platforms, minimum requirements, equipment needed, etc. will be provided in advance to all participants before every meeting, including links to manuals, guides, and demo videos. The Accent — Interpreter IntelligenceT"' scheduled platform does not require the installation of third -party applications, only the use of a typical Internet browser is requested (such as Firefox, Chrome, etc.), and the use of a device with camera and microphone capabilities. Our system is compatible with: Mac & PC desktops, iPhones, Android smartphones, and tablets. Professional Audio Eauioment for Events and Conferences Accent also offers professional audio equipment for interpreting services. We can serve small meetings or large audiences, and our equipment is compatible with any Audio/Video system. Please consult with the Account Manager if these services are ever needed by the City. If audio equipment is requested for a conference event, the following additional requirements also apply: • Type of room (conference room, meeting room, auditorium, etc.) • Type of Public Announcement / Audio Visual systems available on location • Interpreters' booth requirements (availability on location, full booth or table -top, etc.) Telephonic Interpretation for On -Demand Communication Accent, together with Accent on Languages, offers on -demand telephonic interpretation services 24/7/365, proficiently covering a spectrum of 40+ languages, including but not limited to Arabic, Burmese, Cantonese/Yue, Creole, Farsi, French, Georgian, Hindi, Italian, Korean, South Korean, Mam, Mandarin, Pashto, Portuguese, Punjabi, Russian, Spanish, Urdu, Vietnamese, and many more. With a robust team of 400+ linguists and an additional pipeline of 500+ linguists in the process of onboarding, Accent stands ready to meet the linguistic needs of our valued clients. • Ad -hoc Calls: Accent provides a 1-800 number that is used to access an interpreter in the desired language 24/7, on -demand. The average ring for each call is 4 to 30 seconds. • On -Demand Scheduled Calls: Accent provides for a scheduled call service. This means that the City may schedule an audio or video call for either the same day or a future date. Scheduled calls are recommended for special circumstances, including, but not limited to, calls expected to last for more than 1 hour in duration, calls involving languages of lesser diffusion, and calls requesting interpreter preference (i.e. specific interpreter, gender, etc.). Average response time User calls will be picked up within 5 seconds and callers will have the option of either selecting a language and being connected to an interpreter directly or connecting with a Customer Service Assistant. Connection to a live assistant will happen within the 10-second timeframe. Accent on Languages Response 24-022A 8 Volume I - SOQ 4 ACCENT ON LANGUAGES The call platform allows us to maintain accurate records of all call connection times. Any instances where interpretation did not begin within forty-five (45) seconds or where no interpreter is available will be identified. On a monthly basis, these calls will be itemized and deducted from the monthly invoice total with the amount deducted reflected on the invoice. If an agency staff member is presented with a situation where the caller cannot be directed to the cards or is unable to read and respond to them, the staff person can always choose to connect directly to a Customer Service Assistant. The Assistants take the following steps to identify a caller's language: • The assistant will attempt to identify a commonly understood language (e.g. Spanish, French, Arabic) using standardized prompts. • If a common language can be identified, they will use standardized prompts to determine the place of origin including the hometown. • From this information, assistants can identify the most likely languages spoken and prompt the caller to respond in the affirmative when the language is identified. Translation Services At Accent, translation is a progression of steps culminating in a product that is complete, technically accurate, free of grammatical errors, and reflective of standard, idiomatic usage of the target language, while preserving the intent and emphasis of the original text. To accomplish this objective, Accent applies a thorough procedure to all written translation services. The following graphic summarizes Accent's translation process workflow that will be applied to the translation of any materials provided to us by the City, in compliance with all the City's requirements specified in the Scope of Work. STANDARD TRANSLATION PROJECT WORKFLOW Client 'I L' o-.....n 2 o- -- -,Proect 3 RequestiExecution . Client sends a request for servic e a ndlor est ima t e • PM analysis of the scope • PM provides quote to client • Once approved, we proceed to Phasa 2 - Project Kickoff . PMs eslabiish project scope and �""""""""`""- requirements, timeline, glossaries, style guides, applicable taolslfer mats . PM define and ass amble teams o------' of linguists and OTPer Final Delivery • Final rev law of target }Iles • 5SIBIAOA report if a ppllcable • Implement additional changes, If necessary • peliverthe riles hesedon client requlramems i ----------- . Translation • Editing • OTP & Section 5081ACIA • qA & L4A • Proofreading o------, 5 . C l l ant may provide feedbac k o h our t re nsl atinn ------------ • reilow the client review work} low . All ch anges are impleme n t ad • Update our TM and TB • Rs -submission o l the }Ilea • Improve Ilnqu Istr performance by providing Seedback end - ----- u s p e ciie lnsl ruc l loes l or lu tun requests Accent on Languages Response 24-022A 9 Volume I - SOQ 4 ACCENT ON LANGUAGES Responsibilities of the Translation Team The translator's primary responsibility is to translate a text from one language to another. They need to have excellent language skills in both the source and target languages, a deep understanding of the subject matter, and cultural sensitivity to convey the intended meaning of the original text in the target language. They must ensure that the translation is accurate, clear, and culturally appropriate. Translators are responsible for translating the text accurately and appropriately, editors review and improve the translation, and proofreaders ensure that the definitive version is error -free. All three roles are crucial in the translation process and require different skills and expertise to ensure the best possible outcome. An editor's responsibility is to review and improve the translation before it is finalized. Editors check for grammatical errors, clarity, consistency, and flow. They may also ensure that the translation adheres to the client's style guide, maintain consistency with previous translations, and verify the accuracy of any technical or specialized terms used in the text. A proofreader's responsibility is to review the translation once it has been edited to ensure that it is free of errors. They check for spelling mistakes, typos, punctuation errors, and formatting issues. Proofreaders do not make any significant changes to the text but may make suggestions to improve clarity and consistency. All the linguists working as a team also have the following shared responsibilities: Accuracy; Clarity; Cultural sensitivity; Timeliness; Confidentiality; Professionalism; Responsiveness; Ability to follow instructions and special requirements carefully; Use computer -assisted tools effectively; Take feedback well; Update the translation in a timely manner based on the client's feedback even after submission. Translation Glossary and Style -Guide Management The efforts of managing and updating the glossary are always aimed at maintaining consistency throughout all documents and all languages. The management of the glossary is an extremely crucial step that all linguists involved in the QA process will focus on for the whole duration of the contract. After a translation is successfully translated and approved/accepted by the City, the PM compiles the "approved -and -verified" translation, updates the data dictionary with any new terminology, or changes to the existing terms, as applicable. The glossary will be a property of the City, and can be consulted, modified, and accessed by the City at will; the glossary will be available in electronic format, and hard copies can also be provided upon advance notice request. Examples of items that may be included in the glossary are: Professional titles; Organization/Entity/Agency names; Laws and legal terms; References; Products/services; and technical terminologies. Accent will comply with submittal/formatting specifications stated on the Scope of Work. Accent on Languages Response 24-022A 10 Volume I - SOQ 4 ACCENT ON LANGUAGES c. Agreement Statement Accent on Languages concurs with all provisions as contained in Exhibit II —Sample Agreement of this RFP and does not have any exceptions nor concerns. d. Firm and Team Experience Description of the Firm, Address and Account Manager Accent has a rich history of successfully managing a diverse array of translation and interpretation projects, ranging from small-scale assignments to highly specialized endeavors. Ms. Caroline Lee will be the designated Account Manager under this contract and will oversee quality control and ethics. In addition to the Account Manager, our dedicated team of Project Managers (PMs) will be assigned to serve the City. Orders for services can be placed by telephone, email, or fax. Accent's headquarters office is located at 2718 Telegraph Avenue, Suite 104, Berkeley CA 94705. The leadership team at Accent has a multicultural composition with a profound respect for the nuanced meanings within various cultures and their respective heritages. Beyond English, our team members are proficient in Spanish and Chinese. The following table shows the key management personnel assigned to this project: Key Personnel Role and experience Ms. Caroline Lee, CEO and owner of Accent on Languages. Translation CEO and owner / Chinese linguist and Localization Executive with 15+ years of caroline@accentonlanguages.com localization leadership; strong understanding of 510-644-94 70 x 1001 localization and globalization best practices, • Middlebury Institute of International Studies, technology and tools, processes, and linguist master's degree in Conference Interpreting management in various verticals. She has a vision of • 15+ years of project management and helping people serve the greater good through leadership experience in the language industry creating a diversified culture and establishing better • 15+ years of experience as a Chinese linguist communication in both language and culture. (translator and interpreter) Supervised over 20-million-dollar projects from ideation to launch with 99.8% accuracy and on -time delivery. Worked closely with Fortune 500 global executives on business strategies, creative solutions, and financial predictions to adapt to market conditions while increasing profitability. Accent on Languages Response 24-022A 11 Volume I - SOQ 4 ACCENT ON LANGUAGES Mr. Kai Sun, Program Assistant / Project Manager for Interpreting Project Manager / Chinese linguist Services (including remote video and audio kai@accentonlanguages.com equipment). 6 years of experience in the language 510-644-9470 x 1003 industry. Provided on -site interpreting project • Interpreters' Project Manager, conducts management to APEC, Trust for Public Land, City vetting of interpreters. Oversees the quality College of San Francisco, and Napa County Office of control process and is the liaison with Education. Managed to schedule interpreting services interpretation clients. for rarely seen languages, like Swahili, Rufumbira, and • Middlebury Institute of International Studies, Ibibio for state/federal departments. master's degree in Translation and Localization Management Ms. Virginia Bertorello, Program Assistant / Project Manager for Interpreting Project Manager / Spanish linguist Services (including remote video). Virginia has 13 virginia@accentonlanguages.com years of experience in the language industry as a 510-644-9470 x 1008 translation and interpretation coordinator for many • Certified English/Spanish Translator different verticals including government, community (Universidad Nacional de Cordoba - Argentina) services, medical, life science, healthcare, etc. • Translation, proofreading, quality control of translated texts. Mr. Baoze Zhang Translation Production Manager. Baoze is a native Project Manager / Chinese linguist Mandarin speaker and Chinese — English linguist. booze@accentonlonguages.com With four years of experience in the language 510-644-9470 x 1007 industry, Baoze has successfully managed thousands • Beijing Foreign Studies University Bachelor's of projects, coordinating, and overseeing all aspects degree in Translation and Interpretation of the translation process, from project initiation to • Middlebury Institute of International Studies, final delivery. He is responsible for understanding master's degree in Translation and Localization client requirements, developing project timelines, Management allocating resources, monitoring processes to ensure that the translated material aligns with client expectations and goals. Mr. Nestor Guzman Project Manager for written translation services. Project Manager / Spanish linguist Spanish linguist. Five years of experience in the nestor@accentonlanguages.com language industry. Nestor is a seasoned project 510-644-9470 x 1002 manager handling many of Alameda County's • AA in Liberal Arts translation projects from start to finish currently. • Experience assisting in translation projects, performing Spanish written translations. Ms. Hanna Jacobson Program Assistant / Project Manager for Interpreting Project Manager Services (including remote video and over the phone hanna@accentonlanguages.com interpretation services) Five years of experience in 510-644-9470 x 1010 the language industry as an interpreter coordinator • Interpreters' coordinator, conducts vetting of for local, state, federal governments, a linguist interpreters, including processing of security clearance security officer, and a language educator. clearances and linguist certifications. • She oversees the quality control process and is the liaison with interpretation clients. Accent on Languages Response 24-022A 12 Volume I - SOQ 4 ACCENT ON LANGUAGES Key Proaram Manager Resume: Caroline Lee, CEO, and owner of Accent EDUCATION Master of Translation and Localization Management Bachelor of English Monterey Institute of International Studies, 2007-2009 English / Mandarin / Taiwanese Wenzao Ursuline University of Languages, 2005-2007 EXPERIENCE CEO, Accent on Languages, 2021-Present • Establish the vision and implement strategic operations for the organization. • Create a safe and diversified environment for employees to grow and thrive; establish a culture of collaboration and integration that continuously enhances client experiences. • Develop procedures to maximize operational efficiencies to provide the highest quality, fastest delivery, and most reasonable budget for all of our clients. • Supervise daily operations and provide support for daily operations at all internal levels. • Collaborate with the team to prepare and present responses to government proposals, RFPs and RFIs. • Provide key operational decisions, financial predictions, and performance analysis. • Continue leadership and stewardship in the community to help serve the greater good. ISI Language Solutions; BIG Language Solutions, 2011-2021; VP of Operations (2021); Director of Production (2016-2021); Production Manager (2014-2016); Project Manager (2011-2013) • Identified, tested, and onboarded AI -based machine translation and CIA systems. • Managed development of linguist contractor coordination and ranking platform and onboarded CMS tools to optimize efficiency. • Collaborated with stakeholders and cross -functional teams to plan and implement localization project roadmap. Led teams from ideation through successful execution. • Championed initiatives to increase operational adaptability, efficiency, and agility. • Created data -centered reports and presentations for executives regarding performance, strategy, and outlook. • Partnered with sales, marketing, engineering, and accounting teams to define, prioritize, and create growth opportunities. • Successfully hired, retained, and trained top talent to expand from 15 specialized in-house positions to 50+ cross -trained global team members in two years. • Developed quantifiable metrics and KPIs to actively manage performance of operation and sales teams. • Drafted and negotiated responses to RFP's, SOW's, and NDA's. • Supervised and streamlined recruitment, training, and ongoing evaluation of vendors. International Brand Manager, BijouMontre SWISS SA, 2010-2011 • Built international brand equity and encouraged sales development by organizing marketing events in the US, Switzerland, China, Japan, Hong Kong, and Taiwan. • Created localized product descriptions for advertising in English and Chinese. • Advised key stakeholders regarding new products. • Trained distributors and salespeople how to communicate design features to consumers in China, Japan, Hong Kong, and Taiwan. Accent on Languages Response 24-022A 13 Volume I - SOQ 4 ACCENT ON LANGUAGES For over 26 years, Accent on Languages has been providing high quality translation, interpretation, transcription, and multilingual desktop publishing services to major corporations, local businesses, and State and federal agencies. Accent combines the effectiveness and resource capability to handle large projects, while maintaining a small business feel, assisting and helping our clients with every need, and maintaining a constant channel of communication with the City. The next table summarizes a list of relevant past performance contracts that Accent on Languages is currently managing or successfully managed in the past few years. Contracting agency Type of contracted services provided Contract term & Performance budget outcomes Alameda County (all Over the phone interpreting available 24/7 on 2017 - 2023 All work departments) demand for Spanish, Chinese, Vietnamese, and $1,1M delivered on other languages, including American Sign time, with no Language services. deviations from the budget. California Over the phone and video remote (for ASL) 2023-2024 All work Department of interpreting with linguists cleared by Department $35,000 delivered on Motor Vehicles of Justice Live Scan certification. Languages time, with no (DMV) offered: American Sign Language (ASL), Arabic, deviations from Mandarin, Armenian Eastern, Portuguese, the budget. Armenian Western, Russian, Cantonese, Spanish, Japanese, Tagalog, Korean, Vietnamese, Afghani, Indonesian, Albanian, Ingush, Amharic, Italian, Assyrian, Laotian, Bengali, Lebanese, Bulgarian, Lithuanian, Burmese, Macedonian, Cambodian, Malayalam, Chaldean, Mien, Chinese, Nepali, Chiu-Chow, Pashto, Croatian, Persian, Dari, Polish, Dutch, Punjabi, Eritrean, Romanian, Ethiopian, Samoan, Farsi, Serbian, French, Somali, German, Taiwanese, Greek, Tibetan, Gujarati, Thai, Hebrew, Tigrinya, Hindi, Tongan, Hmong, Turkish, Hungarian, Ukrainian, Ilocano, Urdu. California Air Simultaneous interpreting services, audio 2010 - 2021 All work Resources Board equipment rental services, glossary $506,000 delivered on management, written translation services: time, with no Spanish, Punjabi, Chinese (Traditional), Chinese deviations from (Simplified), Korean, Vietnamese. the budget. San Diego County Serving all departments in the County. Written 2012 - present All work translation services, glossary management, $210,000 delivered on formatting services in Arabic, Chinese, Spanish, time, with no Tagalog, Vietnamese, Dari, Farsi, Somali, Hindi, deviations from Korean, Japanese, etc. the budget. Accent on Languages Response 24-022A 14 Volume I - SOQ 4 ACCENT ON LANGUAGES Contracting agency Type of contracted services provided Contract term & Performance budget outcomes US Citizenship and Over -the -Phone and Video Conferencing 2023 - present All work Immigration Service Interpreter Services in support of the and two delivered on (USCIS) Department of Homeland Security (DHS) United additional time, with no States Citizenship & Immigration Services (USCIS) optional years deviations from Refugee, Asylum, and International Operations $799,000 per the budget. (RAID) Directorate. Accent provides on demand year service 24/7 to 12 field offices of DHS, covering 40+ languages including languages such as Arabic, Dari, Farsi, French, Creole, Hindi, Mandarin, Pashto, Portuguese, Punjabi, Russian, Somali, Spanish, Quiche, Ukrainian, Urdu and indigenous languages (Mam, Ixil, Pulaar). Accent has a team of about 200+ linguists with a current public trust security clearance, and a pipeline of about 400+ linguists in process of obtaining it. FEMA, APEC On -site simultaneous, consecutive, escort and August 2023 Travel, lodging, Conference 2023 whispering interpretation and project APEC conference audio management to support the Asian -Pacific in Seattle, WA equipment and Emergency Council (APEC) conference, held in $88,000 (without other Seattle, Washington. Delegations from travel and coordination economies members of APEC attended the lodging) services to conference, mostly centered around disaster support FEMA. emergency response topics. Interpretation was All work provided in different modes (consecutive, delivered on simultaneous, whispered) during bilateral time, with no meetings, plenary sessions, working groups, deviations from receptions, and site visits. A team of 12 the budget. interpreters covering 7 target languages (Spanish, Mandarin, Malay, Indonesian, Vietnamese, Thai, and Korean), catering to diverse delegations across the APEC economies. Provide English phonetic pronunciation of delegates' names and voices recorded by native interpreters. Take into consideration geopolitical issues, like using "Chinese Taipei" instead of "Taiwan", "the Republic of Korea" instead of "Korea", and "PRC" instead of "China". Match conference flow with the right interpreting type during the event. We also contributed to the interagency coordination by helping other US agencies involved in the event, and hotel staff, audio equipment technicians, etc. Metlang (prime of Analytic linguist services for Metlang for DEA Current contract All work DEA contract) cases and projects in Regions 1, 2, 3 and 4 (all 2021-2025 delivered on United States). Take note linguists per region are time, with no capped by Metlang. Accent coordinates recruited deviations from linguists, coordinated the clearance process and the budget. managed the services provided (Region 1: 11 linguists, Region 2: 7 linguists, Region 3: 4 linguists, Region 4: 16 linguists) Accent on Languages Response 24-022A 15 Volume I - SOQ 4 ACCENT ON LANGUAGES Certifications Our linguists at Accent hold a variety of certifications that demonstrate their expertise and proficiency in their respective fields. These certifications include, but are not limited to: Certification Commission for Healthcare Interpreters (CCHI) This certification validates our interpreters' competence in providing language support in healthcare settings. It ensures that our linguists possess the necessary skills to facilitate effective communication between healthcare professionals and patients, promoting patient safety and quality care. The National Board of Certification for Medical Interpreters (NBCMI) Similar to CCHI, NBCMI certification indicates that our medical interpreters meet rigorous standards of competence and professionalism in medical interpretation. It signifies their ability to accurately convey medical information and ensure clear communication between healthcare providers and limited -English -proficient individuals. Court Certification of the State of California This certification attests to the qualifications of our interpreters to work in legal settings within the state of California. It demonstrates their proficiency in legal terminology, procedures, and ethics, enabling them to provide accurate and impartial interpretation services in court proceedings and legal proceedings. ATA Certification ATA (American Translators Association) certification is a widely recognized credential in the translation industry. It signifies that our translators have demonstrated a high level of proficiency and expertise in translating written materials from one language to another. ATA certification ensures quality and accuracy in translations, adhering to professional standards and best practices. Accent on Languages is a corporate member of the ATA. Please see Accent's ATA card below: This Certifies that Accent on Languages, Inc. ATA Member Number 234483 is a Corporate Member in good standing for the year 2024 Accent on Languages Response 24-022A 16 Volume I - SOQ 4 ACCENT ON LANGUAGES American Lanauaae Testing Association (ALTA) The American Language Testing Association (ALTA) offers comprehensive assessments to evaluate linguistic proficiency across diverse domains. ALTA tests provide a rigorous validation of language skills for interpreters and translators, ensuring they possess the expertise needed to meet the complex communication needs of various industries. With ALTA certification, linguists demonstrate their commitment to excellence and professionalism, guaranteeing accurate and reliable language services for clients worldwide. Registry f Interpreters for the Deaf (RID) This certification is specifically for sign language interpreters, indicating their competence in facilitating communication between deaf or hard -of -hearing individuals and others. RID certification ensures that our sign language interpreters possess the necessary skills to accurately convey information and promote effective communication in various settings. Each of these certifications is awarded by reputable organizations that set rigorous standards for competence and professionalism in interpretation and translation. By holding these certifications, our linguists demonstrate their commitment to excellence and their ability to meet the diverse needs of our clients with accuracy, reliability, and professionalism. Vettina and onboardina of linguists The first step in the hiring process is to carefully review the resume of the translator or interpreter, and check the credentials, professional references, and recommendations. It is important to note that some languages do not have standard translation or interpreting certification programs in place, and proper professional experience needs to be verified in those cases including proficiency testing whenever it is appropriate. The following items are verified by the Project Managers and supervised by the Account Manager: • Confirm certifications. • Confirm educational degree. • Check relevant work experience. • Check for references/reviews to understand the context of their past work and reputation. • Check which linguistic technological tools the translator uses or is familiar with. • Provide a sample translation. The second step consists of a series of interviews; a telephone interview followed by an in-person/face-to-face interview with the Project Manager. If the candidate is deemed a suitable linguist, the Account Manager (Ms. Caroline Lee) conducts another face-to-face interview. Depending on each case, Accent may opt to send a proprietary interpretation and translation assessment to ensure that the linguist is capable of performing the required language services as an additional vetting step. Provided the final interview and evaluation assessment are successful, and the certifications, credentials, and professional/business references are also appropriately verified, the candidate is selected, agrees to review policies and code of ethics, and signs a confidentiality agreement. Accent on Languages Response 24-022A 17 Volume I - SOQ 4 ACCENT ON LANGUAGES The linguists who are successfully approved are entered into our database and tracked for performance and continuous education/certification. Accent dedicates a lot of resources to recruiting the best linguists to meet our client's needs. An ongoing quality control process is in place following the recruiting. The certification and vetting process is as follows: • Review of resume • Verification of credentials. Many of the linguists who apply to work with Accent already have the proper credentials such as a medical certification, a state or federal court certification, RID (ASL), and/or the ATA certification. Linguist Recruitment Checklist (must -haves) At Accent, we are committed to implementing an above -industry standard when it comes to selecting our linguists to produce the highest quality translations for our clients. • University or above degree relevant to the field of translation, linguistics, and/or subject matter • Experience working as a linguist • Use of CAT tools • Nationality and native language(s) • Place of residence per requirement • Professional certifications • Sample translation • References • Updated CV CEO's aooroval of the linauist and the translation and aeneral involvement Accent will always make sure that our CEO Ms. Caroline Lee approves the linguists' selection prior to the commencement of the work. Caroline will review the qualifications of the linguists carefully again to ensure there are no issues down the road. In addition, when the translation and editing work is done, the work will be sent to Caroline to do a final check before submitting it to the client. Should there be any change in circumstances, such as the linguists' availability or any other issues, Caroline should be made aware of the situation immediately. Subcontractor Plan All interpreters and translators are subcontractors of Accent and Accent on Languages. The Project Managers are responsible for administering and overseeing the subcontracts. The responsibilities of subcontractors include: • Demonstrating a high level of proficiency in both the source and target language of interpretation while processing strong interpretation skills, including the ability to accurately convey spoken messages between languages in real-time. • Acquiring expertise in specific subjects such as legal, medical, technical, or educational interpretation depending on the nature of the request. Accent on Languages Response 24-022A 18 Volume I - SOQ 4 ACCENT ON LANGUAGES • Maintaining excellent work ethic and professionalism while adhering to ethical standards throughout the interpretation process. This includes maintaining confidentiality, impartiality, and neutrality, as well as refraining from providing personal opinions or commentary during interpretation Every subcontractor will sign the following agreements with Accent: • Non -Disclosure Agreement • Independent Contractor Agreement • Code of Ethics Accent will ensure that all subcontractors comply with all the requirements stated in the scope of work; the City will not need to ever contact or manage any subcontracted company or individual. It is understood and agreed that the participating subcontractors shall be solely and directly under the responsibility of Accent, and the City shall have no obligation to them. Additionally, our Project Managers boast backgrounds and professional degrees in translation and interpretation, positioning them as not only effective administrators but also capable linguists. Their deep understanding of language nuances and cultural contexts enables them to provide valuable insights and guidance to subcontractors throughout the project lifecycle. This dual role empowers our Project Managers to act as both facilitators and contributors, ensuring that the highest standards of quality and accuracy are upheld at every stage. Our project managers are capable of conducting translations in Spanish, Chinese Mandarin, and Japanese. e. Proposed Work Plan How to order services and response times Accent can respond to a request immediately over the phone during office hours between Monday and Friday (6AM — 6PM PST). Emails are responded to almost immediately upon receipt. Quotes are typically provided within 30 minutes for interpreting services and document translation projects. Additional or premium services might require a few additional hours. Interpreters are typically confirmed the same day an order is placed; written translations are delivered within the time frame agreed upon between Accent and the requester on an order -by -order basis. Accent will always wait until the City provides a verbal or written confirmation, purchase order and/or signed agreement as approval of the quote before starting any work. Accent is willing to adapt to any ordering procedure changes required by the City during the term of the contract. Orders for services can be placed by telephone, email, or fax. Office Phone number: Office Fax number: Office email contact for orders: 510-644-9470 844-308-9396 interpreting@accentonlanguages.com / translation@accentonlanguages.com Accent on Languages Response 24-022A Volume I - SOQ 19 4 ACCENT ON LANGUAGES Contact for emergencies: interpreting@accentonlanguages.com / translation@accentonlanguages.com (Office hours ore 6om-6pm but we con be reached after hours for emergencies). Standard turnaround time In -person and Virtual Interpretation Typically 1-2 days. Rarer languages may require a longer turnaround time. Telephonic Interpretation Ad -hoc Immediately Scheduled Same day Translation Spanish 2500-3500 words/day, followed by a day of desktop publishing, and a day of editing and proofreading. Other Languages 1500-2000 words/day, followed by a day of desktop publishing, and a day of editing and proofreading. Our Project managers are always here to assist you at your time of emergency. We have a proven track record of helping our current clients with same -day interpretation requests, both in -person and virtual. With our in-house project managers, who excel not only in project management but also in linguistic expertise, we proudly provide expedited translation services tailored to meet urgent needs. Leveraging their proficiency in languages such as Spanish and Chinese, our team guarantees rapid turnaround times, delivering concise translations for short documents within a mere 2-hour window. For languages like Russian, Japanese, Arabic, French, and German, commonly utilized across various industries, we ensure swift delivery within the same day or overnight. Our streamlined processes and dedicated linguists ensure that regardless of the language, clients receive accurate and timely translations, meeting their immediate requirements without compromising on quality. Expedited turnaround time Interpretation Same day Translation Spanish and Chinese <1000 words: 2-5 hours Delivery Common Languages Same -day or Overnight Delivery Rare Languages Overnight or 2-day Delivery Accent on Languages Response 24-022A 20 Volume I - SOQ 4 ACCENT ON LANGUAGES Real-time Turnaround With over two decades of experience in providing interpretation and translation services, Accent has perfected efficient workflows to ensure real-time interpretations for calls and meetings. Our comprehensive Content Management Systems (CMS), Translation Management Systems (TMS), and Computer -Assisted Translation (CAT) tools, coupled with experienced personnel, allows for streamlined rescheduling processes for translation and interpretation, enabling swift and accurate communication. Additionally, our project managers specialize in coordinating fast turnaround times for written materials, ensuring same -day confirmation for interpretation requests and next -day translation delivery without compromising quality. Accent will gladly accommodate any emergency requests and do our best to assist the City. Minimum requirements for linquists Interpreters must be able to accurately render oral communication involving two or more individuals. The interpreter must be able to accurately translate communication from all involved parties. In the event of meetings that are emotional in nature, interpreters are required to provide interpretation in difficult conditions and remain unbiased. The following is a quick summary of the interpretation skills and role of the interpreter: • Must be native in the target language. • Linguists' minimum requirements include favorable ILR-scale results (3+ or higher) and, in addition to 3+ years of experience. • Must be bi-cultural in addition to being bilingual. • Must be a cultural liaison between the client and the LER • Must have a good command of both languages. • Offer accurate and complete rendition. • Avoid interaction with the client without the government representative or social worker's permission. • Remain impartial and unbiased: The interpreter must not provide private opinions. • Use of the proper protocol: The interpreter must use the first person when interpreting and the third person when asking for clarification or repetition. • Notify Accent and the City immediately of any conflict of interest. Accent relies on standards based on accepted interpreting quality standards, code of ethics, and customer feedback. The following are the requirements to ensure that interpreters comply with industry standards (as per the American Society of Testing and Materials, ASTM): • Command of Foreign language • Attention skills • Analytical skills • Memory skills • Language transfer skills • Note -taking skills • Cultural Awareness • Clear and audible speech • Demeanor appropriate to setting Accent on Languages Response 24-022A 21 Volume I - SOQ 4 ACCENT ON LANGUAGES • Adaptability • Stamina • Ability to cope with stress • Knowledge of subject matter • Education and specialization • Research and preparation skills Linguist Recruitment Checklist (must -haves) At Accent, we are committed to implementing an above -industry standard when it comes to selecting our linguists to produce the highest quality translations for our clients. • University degree relevant to the field of translation, linguistics, or subject matter • Experience working as a linguist • Use of CAT tools • Nationality and native language(s) • Place of residence per requirement • Professional certifications • Sample translation • References • Updated CV Available Languages for Interpretation and Translation The table below delineates the robust capacity of Accent's local interpreter network ready to cater to the diverse language needs of the City. The information below provides a snapshot of our current interpreter availability. Accent is consistently engaging in the vetting of qualified linguists. Therefore, this listing is dynamic and will expand over time to accommodate evolving language requirements, and underscores our commitment to maintaining an extensive and responsive interpreter network, ensuring a seamless and comprehensive language solution for the City's needs. LANGUAGES OFFERED TOTAL LANGUAGES OFFERED TOTAL Ibanian 4 Marathi 3 merican Sign Language ASL 14 Mien 1 mharic 30 Mongolian 6 rabic 52 Navajo 2 Armenian 3 Nepalese 9 Bengali 4 Ori a 2 Burmese 9 Oromo 6 Cantonese 27 Pashto 22 Chin Hakka 4 Patois 1 Czech 1 Polish 8 Dari 18 Portuguese 38 Dutch 10 Punjabi 17 Farsi 24 Romanian 5 French 42 Russian 48 eorgian 3 ISerbian 1 erman 10 Iserer 1 ujarati 7 ISIovak 1 Accent on Languages Response 24-022A 22 Volume I - SOQ 4 ACCENT ON LANGUAGES Haitian Creole 76 Somali 11 Hindi 29 957 Hmong _Spanish 4 Swahili 11 Indonesian 5 Tagalog 13 Italian 12 Tajiki 1 Japanese 12 Tamil 5 Kannada 6 elu u 5 Korean 16 Thai 9 Khmer 5 Tibetan 3 Kurdish 3 Tigrigna 7 Lao 7 Turkish 8 Lingala 2 Ukrainian 12 Malayalam 6 Urdu 25 Mam 3 Uzbek 4 Mandarin 1 85 Vietnamese 26 Mandinka 1 Wolof 4 Total: 66 LanguagesTotal: 1806 linguists Implementation Plan We propose a meticulous implementation plan for a seamless transition, particularly beneficial for agencies new to this contract. The plan considers the diverse needs of participating agencies, fostering an inclusive approach. This implementation plan aims to blend continuity with innovation, ensuring a transition that not only maintains the lofty standards set in the past but also adapts to the evolving landscape of the City's language service requirements. Timeline of Proiect Goals, Measurable Outcomes, and Benchmark Activities: • Pre -Implementation Phase (Weeks 1-2): o Conduct a Comprehensive Review: Assess the current service landscape and identify areas for improvement. o Confirm Project Team: Reaffirm the roles of key personnel, emphasizing the retention of experienced staff. o Schedule Renewal Kickoff Meeting: Engage in a strategic discussion to align with evolving City expectations. • Renewal Kickoff Meeting (Week 2): o Facilitate a renewal kickoff meeting to formally reintroduce the team, discuss lessons learned, and outline enhancements. o Reinforce the collaborative approach and gather insights for improvement. • Communication and Feedback Loop (Weeks 3-4): o Strengthen the communication plan to address ongoing needs and feedback. o Collect feedback from City stakeholders on the current service delivery. Accent on Languages Response 24-022A 23 Volume I - SOQ 4 ACCENT ON LANGUAGES • Training and Transition Refinement (Weeks 5-8): o Refine and conduct training sessions for Language Access Coordinators and Site Managers. o Enhance transition discussions with departments, incorporating lessons learned from the existing contract. • Continuous Improvement Initiatives (Week 9 Onward): o Implement improvements based on feedback and identified areas for enhancement. o Maintain ongoing evaluation and feedback sessions to ensure sustained service excellence. • Regular Collaboration (Throughout Renewal): o Maintain periodic meetings with the City to address evolving needs and ensure continuous improvement. o Leverage existing relationships to streamline communication and optimize services. Key Personnel Assignments • Account Manager: o Primary point of contact, leveraging existing relationships for smoother transition. o Focuses on continuous improvement initiatives and addressing evolving City needs. • Project Managers: o Retain their roles in close collaboration with Language Access Coordinators and agency and department Managers. o Emphasize ongoing training and proactive engagement. Milestones • After 6 months, Accent recommends holding a mid-term meeting with the City to discuss progress, achievements, goals, and any other concerns of the City. We also recommend holding a contract closure meeting to evaluate the contract and provide improvement actions to the City for future use at its discretion. Continuous Quality Commitment • Accent will prepare a Quality Control Plan (QCP) to serve as framework for the entire contract. This QCP will be reviewed monthly and updated accordingly as new work is produced and delivered. Accent on Languages Response 24-022A 24 Volume I - SOQ 4 ACCENT ON LANGUAGES • Accent can provide any other reports upon request (monthly billing, over the phone usage reporting, etc.) Measurable outcomes • Interpretation Services: o Fulfillment Rate: Achieve a 90% or higher completion rate for interpretation assignments. o Client Feedback Score: Maintain an average client satisfaction score of 4.5 out of 5 based on feedback. • Translation Services: o Delivery Timeliness: ■ Early Deliveries: Aim for 10% of translation projects completed ahead of the deadline. ■ On -time Deliveries: Ensure 90% of translations are delivered on the agreed -upon schedule. ■ Late Deliveries: Strive for less than 5% of translations to be delivered after the deadline. o Translation Quality: ■ Accuracy: Maintain an accuracy rate of 98% or higher in translated content. ■ Consistency: Achieve a consistency rating of 95% or above for terminology and style. ■ Client Satisfaction: Maintain an average client satisfaction score of 4.5 out of 5 based on feedback. • Overall Services: o Complaint Resolution Time: Resolve client complaints within 48 hours, aiming for a 90% resolution rate within this timeframe. o Customer Retention Rate: Achieve a customer retention rate of 90% or higher based on annual renewals. o Cost Efficiency: Maintain an average cost efficiency improvement of 5% annually through process optimization. This Implementation Plan and Schedule reflect our commitment to proactive collaboration, ongoing and continuous improvement. We welcome the opportunity to discuss further and refine this plan based on the City's specific expectations and aspirations for the renewed contract. Accent on Languages Response 24-022A 25 Volume I - SOQ 4 ACCENT ON LANGUAGES f. References - Attachment B Attachment B is included in the next page. This Attachment is also included in Volume III - Certifications. Accent on Languages Response 24-022A 26 Volume I - SOQ 4 ACCENT ON LANGUAGES Response to Request for Proposals No. 24-022A "Translation and Interpretation Services" City of Santa Ana Volume II - Price Quote Submitted by: Accent on Languages, Inc. Questions? Please contact info@accentonlanguages.com 510-644-9470 3/21/2023 Accent on Languages Response 24-022A 28 Volume 11 - Price Quote ACCENT ON LANGUAGES TABLE OF CONTENTS Price Proposal Form - Attachment A-2..................................................................................... 30 Termsof Service.................................................................................................................. 30 Schedule/pricing information for urgent requests made with less than 24-hours' notice......... 34 Rush Fee for In -person Interpretation................................................................................ 34 Expedited Translation Delivery........................................................................................... 34 Telephonic Interpretation................................................................................................... 34 Accent on Languages Response 24-022A 29 Volume 11 - Price Quote 4 ACCENT ON LANGUAGES Response to Request for Proposals No. 24-022A "Translation and Interpretation Services" City of Santa Ana Volume III - Certifications (Attachments) Submitted by: Accent on Languages, Inc. Questions? Please contact info@accentonlanguages.com 510-644-9470 3/21/2023 Accent on Languages Response 24-022A 36 Volume III - Certifications (Attachments) ACCENT ON LANGUAGES TABLE OF CONTENTS Attachment A-1: Proposer's Certification and Proposal Item Pricing 38 Attachment A-2: Pricing Proposal 39 Attachment B: References 42 Attachment C: Proposer's Statement 43 Attachment D: Non -Collusion Affidavit (notarized) 44 Attachment E: Non -Lobbying Certification 46 Attachment F: Non -Discrimination Certification 47 Attachment G: Sam.gov LIEI Verification 49 Attachment H: Certification Regarding Debarment, 50 Suspension, Ineligibility and Voluntary Exclusion Accent on Languages Response 24-022A 37 Volume III - Certifications (Attachments) mv CITY OF SANTA ANA ATTACHMENT A-1 PROPOSER'S CERTIFICATION, PROPOSAL PRICING Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit 1) and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. PROPOSER'S STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the City in accordance with said terms and conditions. Accent on Languages, Inc. 510-644-9470 / 844-308-9396 LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS 2718 Telegraph Avenue Suite 104 Berkeley CA 94705 BUSINESS ADDRESS Eduardo Puyol-Martinez Director PRINTED NAME OF AUTHORIZED AGENT TITLE 3/20/2024 info@accentonlanguages.com SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS 04-3781767 N/A FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE) N/A CITY OF SANTA ANA BUSINESS LICENSE NUMBER (PLEASE PROVIDE IF AVAILABLE, BUT NOT REQUIRED UNTIL AND IF AN AWARD IS MADE TO PROPOSER.) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Accent on Languages Response 24-022A 38 Volume III - Certifications (Attachments) (E) CITY OF SANTA ANA ATTACHMENT B REFERENCES List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. REFERENCE Department of Homeland Security (DHS) Customer Name: Contact Individual: Alisha RMassey-Williams Address: Office of Contracting, 124 Leroy Road Williston VT 05495 Contract Amount: $3,999,999 Phone Number: (727) 325-0333 EMAIL: Alisha.R.Massey-Williams@uscis.dhs.gov Year: 5/1/2023 - 5/1/2024 Description of supplies, equipment, or services provided: Over -the -Phone and Video Conferencing Interpreter Services, dedicated to supporting the Department of Homeland Security (DHS) United States Citizenship & Immigration Services (USCIS) Refugee, Asylum, and International Operations (RAID) Directorate. Our on -demand services operate 24/7, catering to 12 DHS field offices for CFI. RFI. and Safe Third Country Screening Interviews across 40+ languages REFERENCE Alameda County Public Health Department Dellie Cartwright Customer Name: Contact Individual: Address: 1100 San Leandro Blvd, San Leandro, CA 94577 Phone Number: 510-208-3932 EMAIL: Del lie. Cartwright@acgov.org Contract Amount: $6,391,000 Year: 2021-2024, just renewed until 2029 Description of supplies, equipment, or services provided: Accent on Languages provides on -site, video and over the telephone interpreting services in spoken languages and American Sign Language, and written translation services including formatting and glossary development services. REFERENCE Customer Name: City of Oakland Contact Individual: May Tam Address: 150 Frank Ogawa Plaza, Oakland CA 94612 Phone Number: 510-238-2368 EMAIL: MTam@oaklandca.gov Contract Amount: $550,000 Year: 2022-2025 Description of supplies, equipment, or services provided: Accent on Languages provides written translation and on -site interpreting services as well as American Sign Language, to support various departments and agencies within the City of Oakland, such as Public Works, Transportation, Office of the Mayor, Parks and Recreation, Health Department, including mafarinic fn ha nncfarl =Iina in tha r'it%/'c Iniahcifa THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Accent on Languages Response 24-022A 42 Volume III - Certifications (Attachments) mv CITY OF SANTA ANA ATTACHMENT C PROPOSER'S STATEMENT Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto. Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and City's legal holidays), or the funds, check, draft, or proposer's bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer's bond substituted in lieu thereof shall be returned to the undersigned. Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP. Firm Accent on Languages, Inc. Signed and Printed Name: Director Title 3/20/2024 Date Eduardo Puyol-Martinez THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Accent on Languages Response 24-022A 43 Volume III - Certifications (Attachments) CITY OF SANTA ANA ATTACHME:N"I- D NON -COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal. Note: The above non -collusion affidavit is part of the proposal. Signing this proposal on the signature portion thereof shall also constitute signature of this non -collusion affidavit. Proposers are cautioned that making a false gorti#ic n r ubject the certifier to criminal prosecution. Sig e of , County of Subscrib sworn to (or affirmed) before me on this day of , 20 , by proved to me on the basis of satisfactory evidence to be the person(s) who appeared before �p Notary Public Signature Notary Pu THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-022A City of Santa Ana Page 45 of 51 Accent on Languages Response 24-022A 44 volume III - Certifications (Attachments) A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. State of California County of A p Subscribed and sworn to (or affirmed) before me on this TH day of _� , 20 2 4 , by ►� O proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. sl DINLFSH CHANDRA KAUSHIK COMM. #2352268 'q NOTARYPUSUC • CALIFORNIA CONTRA COSTA COUNTY my CQMM. EX.8. MARCH 18, 2025 lj v��..r.c.-v.�.w (Seal) Signature kfoN- C ALL c/s r oJJ A F- F( D R �/ IT Accent on Languages Response 24-022A Volume III - Certifications (Attachments) 45 (z) CITY OF SANTA ANA ATTACHMENT E NON -LOBBYING CERTIFICATION The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Signed: Title: Eduardo Puyol-Martinez, Director Firm: Accent on Languages, Inc. Date: 3/20/2024 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Accent on Languages Response 24-022A 46 Volume III - Certifications (Attachments) CITY OF SANTA ANA ATTACHMENT F NON-DISCRIMINATION CERTIFICATION The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. 2. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract Accent on Languages Response 24-022A 47 Volume III - Certifications (Attachments) CITY OF SANTA ANA or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. Signed: Title: Eduardo Puyol-Martinez, Director Firm: Accent on Languages, Inc. Date: 3/20/2024 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Accent on Languages Response 24-022A 48 Volume III - Certifications (Attachments) CITY OF SANTA ANA ATTACHMENT G SAM.GOV UEI VERIFICATION On April 4, 2022, the federal government stopped using the DUNS Number to uniquely identify entities. Now, entities doing business with the federal government use the Unique Entity ID created in SAM.gov. They no longer have to go to a third -party website to obtain their identifier. This transition allows the government to streamline the entity identification and validation process, making it easier and less burdensome for entities to do business with the federal government. This RFP includes federal funding, and as such, the proposer must provide verification of their SAM.gov UEI and registration status. Please attach your entity's registration from SAM.gov, including UEI and active registration status. Proposer's UEI: M3W2EQK9LHC1 SAM.gov Registration Expiration Date: 12/11/2024 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Accent on Languages Response 24-022A 49 Volume III - Certifications (Attachments) ATTACHMENT H CERTIFICATE OF DEBARMENT Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, as amended, Nonprocurement Debarment and Suspension, 2 CFR Part 2998, Subpart C, Responsibilities of Participants Regarding Transactions. The regulations were published as Part VII of the May 26, 1988, Federal Register (Pages 19160-19211), and as subsequently amended in 81 Federal Register 25585. (Before completing certification, read instructions which are an integral part of certification) 1. Pursuant to 2 CFR 180.335, the prospective primary participant, (i.e. grantee) certifies to the best of its knowledge and belief, that it and its principals: a. Are not presently excluded or disqualified; b. Have not been convicted within the preceding three years of any of the offenses listed in 2 CFR 180.800(a) or had a civil judgment rendered against them for one of those offenses within that time period. c. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State or local) with commission of any of the offenses listed in 2 CFR 180.800(a); and d. Have not had one or more public transactions (Federal, State or local) terminated within the preceding three years for cause or default. 2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Consultant Eduardo Puyol-Martinez, Director Name and Title of Official Authorized to Certify On Behalf of the Consultant 3/20/2024 Date Accent on Languages Response 24-022A 50 Volume III - Certifications (Attachments) EXHIBIT C CONSULTANT'S FEE PROPOSAL EXHIBIT I REQUEST FOR CLARIFICATION PRICING PROPOSAL Contractor shall base all costs on an "Hourly Rate" schedule for work performed in accordance with the Scope of Services (Attachment 1) of this RFP. The undersigned certifies that he/she has read all documents related to this proposal and understands all terms and conditions related thereto; and in conformity with the terms and conditions, hereby proposes to the City of Santa Ana the following: ITEM I DESCRIPTION/ SPECIFICATION UNIT COST (PER HOUR) AMERICAN SIGN LANGUAGE On -Site Consecutive ASL I American Sign Language (ASL) $165 INTERPRETATION SERVICES On -Site Consecutive 1 A 2A 3A 4A 5A 6A 7A 8A 9A 10A 11A 12A 13A 14A 15A 16A 17A 18A 19A 20A 21A 22A 23A 24A 25A 26A 27A Arabic (CA designated) Armenian (Eastern and Western) (CA designated) Bengali Cantonese (CA designated) Chinese (Traditional and Simplified) Dari Farsi Hindi Hmong Indonesian Japanese (CA designated) Khmer (CA designated) Korean (CA designated) Loatian Mandarin (Classic CA designated) Mien Nepali Polish Portuguese (CA designated) Punjabi (CA designated) Romanian Russian (CA designated) Serbian Spanish (CA designated) Tagalog (CA designated) Turkish Vietnamese (CA designated) $ 135.00 $ 135.00 $ 145.00 $ 120.00 $ 120.00 $ 135.00 $ 135.00 $ 135.00 $ 135.00 $ 135.00 $ 135.00 $ 135.00 $ 135.00 $ 135.00 $ 120.00 $ 155.00 $ 155.00 $ 135.00 $ 115.00 $ 135.00 $ 135.00 $ 115.00 $ 115.00 $ 115.00 $ 135.00 $ 135.00 $ 135.00 Video -Remote Interpretation (Per minute) ASL 1$2.99 Remote Simultaneous Over the Phone Interpretation (Per Minute) I Video -Remote Interpretation (Per Minute) 1A $ 145.00 $ 1.25 $ 2.99 2A $ 145.00 $ 1.25 $ 2.99 3A $ 155.00 $ 1.55 $ 2.99 4A $ 125.00 $ 1.25 $ 2.99 5A $ 125.00 $ 1.25 $ 2.99 6A $ 145.00 $ 1.55 $ 2.99 7A $ 145.00 $ 1.55 $ 2.99 8A $ 145.00 $ 1.55 $ 2.99 9A $ 145.00 $ 1.55 $ 2.99 10A $ 145.00 $ 1.55 $ 2.99 11 A $ 145.00 $ 1.25 $ 2.99 12A $ 145.00 $ 1.25 $ 2.99 13A $ 145.00 $ 1.25 $ 2.99 14A $ 145.00 $ 1.55 $ 2.99 15A $ 125.00 $ 1.25 $ 2.99 16A $ 160.00 $ 1.55 $ 2.99 17A $ 160.00 $ 1.55 $ 2.99 18A $ 145.00 $ 1.55 $ 2.99 19A $ 120.00 $ 1.25 $ 2.99 20A $ 145.00 $ 1.25 $ 2.99 21 A $ 145.00 $ 1.55 $ 2.99 22A $ 120.00 $ 1.25 $ 2.99 23A $ 120.00 $ 1.55 $ 2.99 24A $ 120.00 $ 1.05 $ 2.99 25A $ 145.00 $ 1.25 $ 2.99 26A $ 145.00 $ 1.55 $ 2.99 27A $ 145.00 $ 1.25 $ 2.99 REQUEST FOR CLARIFICATION PRICING PROPOSAL Contractor shall base all costs on an "Hourly Rate" schedule for work performed in accordance with the Scope of Services (Attachment 1) of this RFP. The undersigned certifies that he/she has read all documents related to this proposal and understands all terms and conditions related thereto; and in conformity with the terms and conditions, hereby proposes to the City of Santa Ana the following: ITEM DESCRIPTION/ SPECIFICATION UNIT COST (PER HOUR) WRITTEN TRANSLATION UNIT COST (PER WORD) 1 B 2B 3B 4B 5B 6B 7B 8B 9B 10B 11 B 12B 13B 14B 16B 17B 18B 19B 20B 21 B 22B 23B 24B 25B 26B 27B Arabic (CA designated) Armenian (Eastern and Western) (CA designated) Bengali Cantonese (CA designated) Chinese (Traditional and Simplified) Dari Farsi Hindi Hmong Indonesian Japanese (CA designated) Khmer (CA designated) Korean (CA designated) Loatian Mien Nepali Polish Portuguese (CA designated) Punjabi (CA designated) Romanian Russian (CA designated) Serbian Spanish (CA designated) Tagalog (CA designated) Turkish Vietnamese (CA designated) $ 0.18 $ 0.18 $ 0.18 $ 0.15 $ 0.15 $ 0.18 $ 0.18 $ 0.18 $ 0.19 $ 0.18 $ 0.19 $ 0.19 $ 0.19 $ 0.19 $ 0.20 $ 0.19 $ 0.18 $ 0.14 $ 0.19 $ 0.18 $ 0.17 $ 0.18 $ 0.12 $ 0.18 $ 0.19 $ 0.18 GRAND TOTAL $ 3,739.61 (SUM OF ALL LINES ABOVE; ASL, IA-27A & 18-278 MINIMUM WORK REQUIREMENTS PER JOB (if applicable) MIN. NO. OF HOURS/WORDS (IF ANY) American Sign Language ASL (enter min. number of hours x rate per hour) Interpretation Services INT (enter min. number of hours x rate per hour) Translation Services TRSL (enter min. number of words x price per word) $330 $230 $50 REQUEST FOR CLARIFICATION PRICING PROPOSAL Contractor shall base all costs on an "Hourly Rate" schedule for work performed in accordance with the Scope of Services (Attachment 1) of this RFP. The undersigned certifies that he/she has read all documents related to this proposal and understands all terms and conditions related thereto; and in conformity with the terms and conditions, hereby proposes to the City of Santa Ana the following: ITEM DESCRIPTION/ SPECIFICATION ]UNIT COST (PER HOUR) CLOSED -CAPTIONED SERVICES (Optional Services) RATE PER HOUR/WORD MIN. NO. OF HOURS - WORDS TOTAL UNIT COST ASL (enter min. number of hours x rate per hour) $165 X 2 $330 Any language listed herein, standard rate $165 X 2 $330 Signature page on next page NOTE: Submission of this Proposal will be taken as conclusive evidence that the Contractor has made a careful examination of the Scope of Services and Attachments. PROPOSER RESPONSE PREPARED AND ACKNOWLEDGED BY: Accent on Languages, Inc. COMPANYNAME Eduardo Pu ol-Martinez Director PRINT NAME TITLE 40 6/25/2024 SIGNATURE DATE 4 ACCENT ON LANGUAGES Price Proposal Form - Attachment A-2 Attachment A-2 included in the next page. This attachment is also included in the Volume III - Certifications (Attachments). Terms of Service Services should be scheduled with at least 48 hours' notice. Cancellation that is not placed and acknowledged by Accent on Languages at least two (2) business days before the date of the booking will be charged for the full scheduled time. Rates are per hour and per interpreter. All interpreting services have a two (2) hour minimum charge, except video remote services with a scheduled start time prior to 5 PM (one (1) hour minimum). Mileage if applicable will be billed at federal rate. (*) Interpretation services over one (1) hour long will require a team of at least two (2) interpreters. Simultaneous services (video or face to face) may require a team of at least two (2) interpreters for appointments over 30 minutes. Accent on Languages Response 24-022A 30 Volume 11 - Price Quote 4 ACCENT ON LANGUAGES Schedule/pricing information for urgent requests made with less than 24-hours' notice Rush Fee for In -person Interpretation An additional 15% will be charged on service requests within 24 hours (same -day requests). Expedited Translation Delivery RUSH RATE TIERS <500 WORDS 500-1000 WORDS Rush Rate 1: 2 Hours Turnaround 25% 35% Rush Rate 2: 5 Hours Turnaround 20% 30% Rush Rate 3: 24 Hours Turnaround Flat rate at 15% (Up to 4000 words) Rush Rate 4: 48 Hours Turnaround Flat rate at 10% (Up to 6000 words) Telephonic Interpretation AD -HOC RATE All Languages $1.75/minute (No minimums) PRESCHEDULED RATE Spanish $90 (Minimum 1 hour, 15 min. increments) Spanish (Legal) $94 (Minimum 2 hours, 15 min. increments) Other Languages $90 (Minimum 1 hour) ASL (Video Remote) $130 (Minimum 2 hours) Accent on Languages Response 24-022A 34 Volume 11 - Price Quote ACCEONL-01 SSALAZAR CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)7/18/2024 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER License # 0757776 HUB International Insurance Services Inc. 2300 Clayton Road Suite 300 Concord, CA 94520 CONTACT NAME: PHONE FAQ No): (925) 905-5584 (A/C, No, Ext): (800) 366-7050 A6DRESS: jamie.rose@hubinternational.com INSURERS AFFORDING COVERAGE NAIC # INSURER A: Citizens Insurance Company of America 31534 INSURED Accent On Languages Inc. Caroline Lee 2718 Telegraph Ave #104 Berkeley, CA 94705 INSURER B : Allmerica Financial Benefit Insurance Company 41840 INSURER C : INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF MM/DD YYYY POLICY EXP MM/DD YYYY LIMITS A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE X OCCUR X OBFH940265 2/17/2024 2/17/2025 EACH OCCURRENCE $ 2,000,000 DAMAGE TO RENTED PREMISES Ea occurrence 300,000 $ MED EXP (Any oneperson) $ 5,000 PERSONAL & ADV INJURY $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: X POLICY JE� LOC OTHER: GENERAL AGGREGATE $ 4,000,000 PRODUCTS - COMP/OP AGG $ 4'000'000 $ A AUTOMOBILE LIABILITY ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS HIRED X NON -OWNED AUTOS ONLY AUTOS ONLY OBFH940265 2/17/2024 2/17/2025 COMBINED SINGLE LIMIT Ea accident 2,000,000 $ BODILY INJURY Perperson) $ BODILY INJURY Per accident $ X PROPERTY DAMAGE Per accident $ UMBRELLA LIAB EXCESS LIAB OCCUR CLAIMS -MADE EACH OCCURRENCE $ AGGREGATE $ DED RETENTION $ $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY v/N ANY OFFICER/MEMBER EXCLUDED? ECUTIVE (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below N / A W2FH940263 2/17/2024 2/17/2025 X PER OTH- STATUTE ER E.L. EACH ACCIDENT 1,000,000 $ E.L. DISEASE - EA EMPLOYEE $ 1,000,000 E.L. DISEASE - POLICY LIMIT 1,000,000 $ DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) The City of Santa Ana, its officers, officials, employees, and volunteers are included as an additional insured with regard to general liability when required by written contract per attached endorsement form 391-1006 08 16. Primary and Non -Contributory applies with regard to general liability when required by written contract per attached endorsement form 391-1003 08 16. SHOULD ANY OF THE ABOVE DE: THE DATE THE City of Santa Ana ACCORDA CETIOWITH THE POLICY Risk Management Division 20 Civic Center Plaza Santa Ana, CA 92701 AUTHORIZED REPRESENTATIVE Pni ICIFS RF CANCFI I Fn RFFORF Risk ManaganentDivisian ' REVIEWED & APPROVED BY: Acevato ® Risk Management Specialist ACORD 25 (2016/03) ©1988-2015 ACORD The ACORD name and logo are registered marks of ACORD ACCEONL-02 RGREEN ACORO CERTIFICATE OF LIABILITY INSURANCE DATE9/9/2 D/YYYY) /9/2024 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Alliant Insurance Services, Inc. 4530 Walney Rd Ste 200 Chantilly, VA 20151-2285 CONTACT Renee Green NAME: PHONE FAX (A/C, No, EXt : (703) 547-5771 A/C, No): (703) 563-1510 ADDRESS: renee•green@alllant.com INSURERS AFFORDING COVERAGE NAIC # INSURER A: Lloyd's Syndicate 609 (Atrium Underwriters Limited) AA1126609 INSURED INSURER B : INSURERC: Accent on Languages, Inc INSURERD: 2718 Telegraph Avenue, Suite 104 Berkeley, CA 94705 INSURER E INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF MM/DD POLICY EXP MM/DD LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ CLAIMS -MADE OCCUR DAMAGE TO RENTED ccurren PREMISES Ea occurrence) $ MED EXP (Any oneperson) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ POLICY PRO- JECT LOC PRODUCTS - COMP/OP AGG $ OTHER: AUTOMOBILE LIABILITY .ccEOMBINEDtSINGLE LIMIT $ BODILY INJURY(Perperson) $ ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY Per accident $ PerOPERTntDAMAGE $ HIRED NON -OWNED AUTOS ONLY AUTOS ONLY UMBRELLA LAB OCCUR EACH OCCURRENCE $ AGGREGATE $ EXCESS LAB CLAIMS -MADE DED RETENTION $ $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N PER OTH- STATUTE I I ER ANY PROPRIETOR/PARTNER/EXECUTIVE ❑ OFFICER/MEMBER EXCLUDED? (Mandatory in NH) N / A E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ A Professional Liab ATA-001562-0923 9/22/2023 9/22/2024 Each Claim 5,000,000 A Professional Liab ATA-001562-0923 9/22/2023 9/22/2024 Aggregate 5,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) See attachment for coverage. CERTIFICATE HOLDER City of Santa Ana Risk Management Division 20 Civic Center Plaza Santa Ana Santa Ana, CA 92701 SHOULD ANY OF THE ABOVE DESCRI6ED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOI ACCORDANCE WITH THE POLICY PRC HorzaN Risk MmagprnentDiAsion REVIEWED & APPROVED BY: AUTHORIZED REPRESENTATIVE Q i`1LZI/ ® Risk Manarrg�lement Specialist ACORD 25 (2016/03) © 1988-2015 ACORD The ACORD name and logo are registered marks of ACORD ADDITIONAL INSURED ENDORSEMENT Policy Period: 22 September 2023 to 22 September 2024 at 12:01 a.m. standard time Insured: Accent on Languages, Inc Effective Date: 17 July 2024 at 12:01 a.m. standard time Policy Number: ATA-001562-0923 In consideration of the Insured's payment of the premium, it is hereby understood and agreed that the following: City of Santa Ana Retro: 17 July 2024 Risk Management Division 20 Civic Center Plaza Santa Ana, CA 92701 And their respective affiliates and all of their respective directors, officers, and employees as added as an additional insured(s), but only as respects the operations of the Named Insured and subject to the terms, conditions, limits, and exclusions of the policy of insurance. The coverage provided hereunder to the above -named Additional Insured shall be primary and non- contributory to any insurance or self-insurance maintained by the Additional Insured to include primary and non-contributory. Sexual abuse and molestation is excluded. All other terms and conditions remain unchanged. Authorized Representative: Barry Peters Countersignature: Date: 7/24/2024 Risk Managmiad UlMsI r� REVIEWED/^&APPROVED �� I.Risk Management Specia California: (Attach D1 or D2) Surplus Lines Broker Name Address of the Licensee: License number: Surplus Lines Premium: Alliant Insurance Services, Inc. 701 B Street, 6th Floor San Diego, CA 92101 OC36861 $200.00 Surplus Lines Tax: $6.00 Surplus Lines Stamping Fee: $0.36 RISK MmagtAnad UlMsiaR o �RaN, REVIEWED & APPROVED BY: o� A',� Acev44 ® Risk Management Specialist ADDITIONAL INSURED ENDORSEMENT Policy Period: 22 September 2023 to 22 September 2024 at 12:01 a.m. standard time Insured: Accent on Languages, Inc Effective Date: 17 July 2024 at 12:01 a.m. standard time Policy Number: ATA-001562-0923 Surplus Lines Premium: $200.00 Surplus Lines Tax: $6.00 Surplus Lines Stamping Fee: $0.36 In consideration of the Insured's payment of the premium, it is hereby understood and agreed that the following: • City of Santa Ana Retro: 17 July 2024 Risk Management Division 20 Civic Center Plaza Santa Ana, CA 92701 And their respective affiliates and all of their respective directors, officers, and employees as added as an additional insured(s), but only as respects the operations of the Named Insured and subject to the terms, conditions, limits, and exclusions of the policy of insurance. The coverage provided hereunder to the above -named Additional Insured shall be primary and non- contributory to any insurance or self-insurance maintained by the Additional Insured to include primary and non-contributory. Sexual abuse and molestation is excluded. All other terms and conditions remain unchanged. Authorized Representative: Peters, Barry Frederick Alliant Insurance .Services, Inc. Countersignature: Date: 08/19/2024 Risk Managanent UlMsian +� %REVIEWED & APPROVED BY: 3 jA{ .fi Risk Management Spedalfst INSURED: Accent on Languages Inc. POLICY NUMBER: OBFH940265 EFFECTIVE DATE: 02/17/2024 to 02/17/2025 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BUSINESSOWNERS LIABILITY SPECIAL BROADENING ENDORSEMENT This endorsement modifies insurance provided under the following: BUSINESSOWNERS COVERAGE FORM SUMMARY OF COVERAGES Limits Page 1. Additional Insured by Contract, Agreement or Permit Included 1 2. Additional Insured - Broad Form Vendors Included 2 3. Alienated Premises Included 3 4. Broad Form Property Damage - Borrowed Equipment, Customers Goods and Use of Elevators Included 3 5. Incidental Malpractice (Employed Nurses, EMT's and Paramedics) Included 3 6. Personal and Advertising Injury - Broad Form Included 4 7. Product Recall Expense Included 4 Product Recall Expense Each Occurrence Limit $25,000 Occurrence 5 Product Recall Expense Aggregate Limit $50,000 Aggregate 5 Product Recall Deductible $500 5 8. Unintentional Failure to Disclose Hazards Included 6 9. Unintentional Failure to Notify Included 6 This endorsement amends coverages provided under the Businessowners Coverage Form through new coverages and broader coverage grants. This coverage is subject to the provisions applicable to the Businessowners Coverage Form, except as provided below. The following changes are made to SECTION II - (2) Premises you own, rent, lease or LIABILITY: occupy; or 1. Additional Insured by Contract, Agreement or (3) Your maintenance, operation or use of Permit equipment leased to you. The following is added to SECTION II - b. The insurance afforded to such additional LIABILITY, C. Who Is An Insured: insured described above: Additional Insured by Contract, Agreement or (1) Only applies to the extent permitted by Permit law; and a. Any person or organization with whom you (2) Will not be broader than the insurance agreed in a written contract, written which you are required by the contract, agreement or permit to add such person or agreement or permit to provide for such organization as an additional insured on additional insured. your policy is an additional insured only with (3) Applies on a primary basis if that is respect to liability for "bodily injury", "property "personal required by the written contract, written damage", or and agreement or permit. advertising injury caused, in whole or in part, by your acts or omissions, or the acts (4) Will not be broader than coverage or omissions of those acting on your behalf, provided to any other insured. but only with respect to: (5) Does not apply if the "bodily injury", (1) "Your work" for the additional insured(s) "property damaqe" or "personal and designated in the contract, agreement or advertising injur, permit; from coverage ui „. Ra E Risk MwaganentDMsion including any en( y' REVIEWED&APPROVED BY. - Risk Management Specialist 391-1006 08 16 Includes copyrighted materials of Insurance Services Offices, Inc., with its permit c. This provision does not apply: (1) Unless the written contract or written agreement was executed or permit was issued prior to the "bodily injury", "property damage", or "personal injury and advertising injury". (2) To any person or organization included as an insured by another endorsement issued by us and made part of this Coverage Part. (3) To any lessor of equipment: (a) After the equipment lease expires; or (b) If the "bodily injury", "property damage", "personal and advertising injury" arises out of sole negligence of the lessor. (4) To any: r ,, Hanover Insurance Group.. OBF H940265 5701588 The most we will pay on behalf of the additional insured for a covered claim is the lesser of the amount of insurance: 1. Required by the contract, agreement or permit described in Paragraph a.; or 2. Available under the applicable Limits of Insurance shown in the Declarations. This endorsement shall not increase the applicable Limits of Insurance shown in the Declarations e. All other insuring agreements, exclusions, and conditions of the policy apply. 2. Additional Insured - Broad Form Vendors The following is added to SECTION II - LIABILITY, C. Who Is An Insured: Additional Insured - Broad Form Vendors (a) Owners or other interests from whom a. land has been leased if the "occurrence" takes place or the offense is committed after the lease for the land expires; or (b) Managers or lessors of premises if: (i) The "occurrence" takes place or the offense is committed after you cease to be a tenant in that premises; or (ii) The "bodily injury", "property damage", "personal injury" or "advertising injury" arises out of structural alterations, new construction or demolition operations performed by or on behalf of the manager or lessor. (5) To "bodily injury", "property damage" or "personal and advertising injury" arising out of the rendering of or the failure to render any professional services. This exclusion applies even if the claims against any insured allege negligence or other wrongdoing in the supervision, hiring, employment, training or monitoring of others by that insured, if the "occurrence" which caused the "bodily injury" or "property damage" or the offense which caused the "personal and advertising injury" involved the rendering of or failure to render any professional services by or for you. d. With respect to the insurance afforded to these additional insureds, the following is added to SECTION II - LIABILITY, D. Liability and Medical Expense Limits of Insurance: 391-1006 08 16 Any person or organization that is a vendor with whom you agreed in a written contract or written agreement to include as an additional insured under this Coverage Part is an insured, but only with respect to liability for "bodily injury" or "property damage" arising out of "your products" which are distributed or sold in the regular course of the vendor's business. b. The insurance afforded to such vendor described above: (1) Only applies to the extent permitted by law; (2) Will not be broader than the insurance which you are required by the contract or agreement to provide for such vendor; (3) Will not be broader than coverage provided to any other insured; and (4) Does not apply if the "bodily injury", "property damage" or "personal and advertising injury" is otherwise excluded from coverage under this Coverage Part, including any endorsements thereto c. With respect to insurance afforded to such vendors, the following additional exclusions apply: The insurance afforded to the vendor does not apply to: (1) "Bodily injury" or "property damage" for which the vendor is obligated to pay damages by reasons of the assumption of liability in a contract or agreement. This exclusion does not apply to liability for damages that the insured would have in the absence of the contract or agreement; (2) Any express warranty unauthorized by you; N. aaN Risk ManaganadDlMsian E r° REVIEWED/& APPROVED BY. - Risk Management Specialist Includes copyrighted materials of Insurance Services Offices, Inc., with its pern (3) Any physical or chemical change in the product made intentionally by the vendor; (4) Repackaging, unless unpacked solely for the purpose of inspection, demonstration, testing, or the substitution of parts under instruction from the manufacturer, and then repackaged in the original container; (5) Any failure to make such inspection, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business in connection with the sale of the product; (6) Demonstration, installation, servicing or repair operations, except such operations performed at the vendor's premises in connection with the sale of the product; (7) Products which, after distribution or sale by you, have been labeled or relabeled or used as a container, part or ingredient of any other thing or substance by or for the vendor; (8) "Bodily injury" or "property damage" arising out of the sole negligence of the vendor for its own acts or omissions or those of its employees or anyone else acting on its behalf. However, this exclusion does not apply to: (a) The exceptions contained within the exclusion in subparagraphs (4) or (6) above; or (b) Such inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products. (9) "Bodily injury" or "property damage" arising out of an "occurrence" that took place before you have signed the contract or agreement with the vendor. (10)To any person or organization included as an insured by another endorsement issued by us and made part of this Coverage Part. (11)Any insured person or organization, from whom you have acquired such products, or any ingredient, part or container, entering into, accompanying or containing such products. The most we will pay on behalf of the vendor for a covered claim is the lesser of the amount of insurance: 1. Required by the contract or agreement described in Paragraph a.; or 2. Available under the applicable Limits of Insurance shown in the Declarations; This endorsement shall not increase the applicable Limits of Insurance shown in the Declarations. 3. Alienated Premises SECTION II - LIABILITY, B. Exclusions, 1. Applicable To Business Liability Coverage k. Damage to Property, paragraph (2) is replaced by the following: (2) Premises you sell, give away or abandon, if the "property damage" arises out of any part of those premises and occurred from hazards that were known by you, or should have reasonably been known by you, at the time the property was transferred or abandoned. 4. Broad Form Property Damage - Borrowed Equipment, Customers Goods, Use of Elevators a. The following is added to SECTION II - LIABILITY, B. Exclusions, 1. Applicable To Business Liability Coverage, k. Damage to Property: Paragraph (4) does not apply to "property damage" to borrowed equipment while at a jobsite and not being used to perform operations. Paragraph (3), (4) and (6) do not apply to "property damage" to "customers goods" while on your premises nor to the use of elevators. b. For the purposes of this endorsement, the following definition is added to SECTION II - LIABILITY, F. Liability and Medical Expenses Definitions: 1. "Customers goods" means property of your customer on your premises for the purpose of being: a. Worked on; or b. Used in your manufacturing process. c. The insurance afforded under this provision is excess over any other valid and collectible property insurance (including deductible) available to the insured whether primary, excess, contingent or on any other basis. 5. Incidental Malpractice - Employed Nurses, EMT's and Paramedics d. With respect to the insurance afforded to SECTION II - LIABILITY, C. Who Is An Insured, these vendors, the following is added to paragraph 2.a.(1)(d) does not apply to a nurse, SECTION II - LIABILITY, D. Liability and Medical Expense Limits of Insurance: Risk MmaganadDl isian . - REVIEWED & APPROVED BY: r•I� �IGell� ® Risk Management Specialist 391-1006 08 16 Includes copyrighted materials of Insurance Services Offices, Inc., with its permit r ,, Hanover Insurance Group.. OBF H940265 5701588 emergency medical technician or paramedic o. Recall of Products, Work or Impaired employed by you if you are not engaged in the Property is replaced by the following: business or occupation of providing medical, o. Recall of Products, Work or Impaired paramedical, surgical, dental, x-ray or nursing Property services. 6. Personal Injury - Broad Form Damages claimed for any loss, cost or expense incurred by you or others for a. SECTION II - LIABILITY, B. Exclusions, 2. the loss of use, withdrawal, recall, Additional Exclusions Applicable only to inspection, repair, replacement, "Personal and Advertising Injury", paragraph adjustment, removal or disposal of: e. is deleted. (1) "Your product"; b. SECTION II - LIABILITY, F. Liability and "Personal (2) "Your work"; or Medical Expenses Definitions, 14. and advertising injury", paragraph b. is (3) "Impaired property"; replaced by the following: If such product, work or property is b. Malicious prosecution or abuse of withdrawn or recalled from the market or process. from use by any person or organization c. The following is added to SECTION II - because of a known or suspected defect, LIABILITY, F. Liability and Medical Expenses deficiency, inadequacy or dangerous condition in it, but this exclusion does Definitions, Definition 14. "Personal and not aply to "product recall advertising injury": that yorhe "coveredexpenses" u incurfoof "Discrimination" (unless insurance thereof is "your product". prohibited by law) that results in injury to the However, the exception to the exclusion feelings or reputation of a natural person, "discrimination" does not apply to product recall but only if such is: expenses resulting from: (1) Not done intentionally by or at the (4) Failure of any products to accomplish direction of: their intended purpose; (a) The insured; (5) Breach of warranties of fitness, (b) Any officer of the corporation, quality, durability or performance; director, stockholder, partner or (6) Loss of customer approval, or any member of the insured; and cost incurred to regain customer (2) Not directly or indirectly related to an approval; "employee", not to the employment, (7) Redistribution or replacement of prospective employment or termination "your product" which has been of any person or persons by an insured. recalled by like products or d. For purposes of this endorsement, the substitutes; following definition is added to SECTION II - (8) Caprice or whim of the insured; LIABILITY, F. Liability and Medical Expenses Definitions: (9) A condition likely to cause loss of 1. "Discrimination" means the unlawful which any insured knew or had reason to know at the inception of treatment of individuals based upon race, this insurance; color, ethnic origin, gender, religion, age, or sexual preference. "Discrimination" (10)Asbestos, including loss, damage or does not include the unlawful treatment clean up resulting from asbestos or of individuals based upon developmental, asbestos containing materials; or physical, cognitive, mental, sensory or (11)Recall of "your products" that have emotional impairment or any no known or suspected defect solely combination of these. because a known or suspected e. This coverage does not apply if liability defect in another of "your products" coverage for "personal and advertising has been found. injury" is excluded either by the provisions of b. The following is added to SECTION II - the Coverage Form or any endorsement LIABILITY, C. Who Is An Insured, paragraph thereto. 3.b.: 7. Product Recall Expense "Product recall expense" arising out of any a. SECTION II - LIABILITY, B. Exclusions, 1. withdrawal or recall that occurred before you Applicable To Business Liability Coverage, acquired or formed & N. aaN Risk ManaganadUlMsian E r° REVIEWED/& APPROVED BY. - Risk Management Specialist 391-1006 08 16 Includes copyrighted materials of Insurance Services Offices, Inc., with its pern c. The following is added to SECTION II - LIABILITY, D. Liability and Medical Expenses Limits of Insurance: Product Recall Expense Limits of Insurance a. The Limits of Insurance shown in the SUMMARY OF COVERAGES of this endorsement and the rules stated below fix the most that we will pay under this Product Recall Expense Coverage regardless of the number of: (1) Insureds; (2) "Covered Recalls" initiated; or (3) Number of "your products" withdrawn. b. The Product Recall Expense Aggregate Limit is the most that we will reimburse you for the sum of all "product recall expenses" incurred for all "covered recalls" initiated during the policy period. c. The Product Recall Each Occurrence Limit is the most we will pay in connection with any one defect or deficiency. d. All "product recall expenses" in connection with substantially the same general harmful condition will be deemed to arise out of the same defect or deficiency and considered one "occurrence". e. Any amount reimbursed for "product recall expenses" in connection with any one "occurrence" will reduce the amount of the Product Recall Expense Aggregate Limit available for reimbursement of "product recall expenses" in connection with any other defect or deficiency. f. If the Product Recall Expense Aggregate Limit has been reduced by reimbursement of "product recall expenses" to an amount that is less than the Product Recall Expense Each Occurrence Limit, the remaining Aggregate Limit is the most that will be available for reimbursement of "product recall expenses" in connection with any other defect or deficiency. g. Product Recall Deductible We will only pay for the amount of "product recall expenses" which are in excess of the $500 Product Recall Deductible. The Product Recall Deductible applies separately to each "covered recall". The limits of insurance will not be reduced by the amount of this deductible. of a deductible amount, you shall promptly reimburse us for the part of the deductible amount we paid. The Product Recall Expense Limits of Insurance apply separately to each consecutive annual period and to any remaining period of less than 12 months, starting with the beginning of the policy period shown in the Declarations, unless the policy period is extended after issuance for an additional period of less than 12 months. In that case, the additional period will be deemed part of the last preceding period for the purposes of determining the Limits of Insurance. d. The following is added to SECTION II - LIABILITY, E. Liability and Medical Expense General Conditions, 2. Duties in the Event of Occurrence, Offense, Claim or Suit: You must see to it that the following are done in the event of an actual or anticipated "covered recall" that may result in "product recall expense": (1) Give us prompt notice of any discovery or notification that "your product" must be withdrawn or recalled. Include a description of "your product' and the reason for the withdrawal or recall; (2) Cease any further release, shipment, consignment or any other method of distribution of like or similar products until it has been determined that all such products are free from defects that could be a cause of loss under this insurance. e. For the purposs of this endorsement, the following definitions are added to SECTION II - LIABILITY, F. Liability and Medical Expenses Definitions: 1. "Covered recall" means a recall made necessary because you or a government body has determined that a known or suspected defect, deficiency, inadequacy, or dangerous condition in "your product" has resulted or will result in "bodily injury" or "property damage". 2. "Product recall expense(s)" means: a. Necessary and reasonable expenses for: (1) Communications, including radio or television announcements or printed advertisements including stationary, envelopes and postage; We may, or will if required by law, pay all or any part of any deductible amount, if „ as Risk nmaganadDi lion applicable. Upon notice of our payment REVIEWED&APPROVED BY: '--72m� Risk Management Specialist 391-1006 08 16 Includes copyrighted materials of Insurance Services Offices, Inc., with its permit (2) Shipping the recalled products from any purchaser, distributor or user to the place or places designated by you; (3) Remuneration paid to your regular "employees" for necessary overtime; (4) Hiring additional persons, other than your regular "employees"; (5) Expenses incurred by "employees" including transportation and accommodations; (6) Expenses to rent additional warehouse or storage space; (7) Disposal of "your product', but only to the extent that specific methods of destruction other than those employed for trash discarding or disposal are required to avoid "bodily injury" or "property damage" as a result of such disposal, you incur exclusively for the purpose of recalling "your product'; and b. Your lost profit resulting from such "covered recall". f. This Product Recall Expense Coverage does not apply: r ,, Hanover Insurance Group- OBF H940265 5701588 (1) If the "products - completed operations hazard" is excluded from coverage under this Coverage Part including any endorsement thereto; or (2) To "product recall expense" arising out of any of "your products" that are otherwise excluded from coverage under this Coverage Part including endorsements thereto. 8. Unintentional Failure to Disclose Hazards The following is added to SECTION II - LIABILITY, E. Liability and Medical Expenses General Conditions: Representations We will not disclaim coverage under this Coverage Part if you fail to disclose all hazards existing as of the inception date of the policy provided such failure is not intentional. 9. Unintentional Failure to Notify The following is added to SECTION II - LIABILITY, E. Liability and Medical Expenses General Conditions, 2. Duties in the Event of Occurrence, Offense, Claim or Suit: Your rights afforded under this Coverage Part shall not be prejudiced if you fail to give us notice of an 'occurrence", offense, claim or "suit', solely due to your reasonable and documented belief that the "bodily injury", "property damage" or "personal and advertising injury" is not covered under this Policy. ALL OTHER TERMS, CONDITIONS, AND EXCLUSIONS REMAIN UNCHANGED. „. Risk ManaganadDlMsian %' REVIEWED & APPROVED BY. - Risk Management Specialist 391-1006 08 16 Includes copyrighted materials of Insurance Services Offices, Inc., with its perry INSURED: Accent on Languages Inc. POLICY NUMBER: OBFH940265 EFFECTIVE DATE: 02/17/2024 to 02/17/2025 Hanover Insurance Croup.. OBF H940265 5701588 1. SECTION I - PROPERTY, if two or more of However, if you agree in a written this coverage part's coverages apply to contract, written agreement, or the same loss or damage, we will not pay written permit that the insurance more than the actual amount of the loss or provided to any person or damage. organization included as an 2. SECTION II - LIABILITY, it is our stated Additional Insured under this intent that the various Coverage Parts, Coverage Part is primary and forms, endorsements or policies issued to non-contributory, we will not seek the named insured by us, or any company contribution from any other affiliated with us, do not provide any insurance available to that Additional duplication or overlap of coverage for the Insured which covers the Additional same claim, "suit", "occurrence", offense, Insured as a Named Insured except: accident, "wrongful act" or loss. We will (1) For the sole negligence of the not pay more than the actual amount of Additional Insured; or the loss or damage. (2) When the Additional Insured is If this Coverage Part and any other an Additional Insured under Coverage Part, form, endorsement or another liability policy. policy issued to the named insured by us, b. Excess Insurance or any company affiliated with us, apply to the same claim, "suit", occurrence, This insurance is excess over: offense, accident, "wrongful act" or loss, (1) Any of the other insurance, the maximum Limit of Insurance under all whether primary, excess, such Coverage Parts, forms, contingent or on any other basis: endorsements or policies combined shall (a) That is Fire, Extended not exceed the highest applicable Limit of Coverage, Builder's Risk, Insurance under any one Coverage Part, Installation Risk or similar form, endorsement or policy. . coverage for your work"; This condition does not apply to any (b) That is Property Insurance for Excess or Umbrella Policy issued by us specifically to apply as excess insurance premises rented to you or over this policy. temporarily occupied by you with permission of the owner; G. Liberalization (c) That is insurance purchased If we adopt any revision that would broaden by you to cover your liability the coverage under this policy without as a tenant for "property additional premium within 45 days prior to or damage" to premises rented during the policy period, the broadened to you or temporarily coverage will immediately apply to this policy. occupied by you with H. Other Insurance permission of the owner; or 1. SECTION I - PROPERTY (d) If the loss arises out of the If there is other insurance covering the maintenance or use ofaircraft, "autos" or watercraft same loss or damage, we will pay only for to the extent not subject to the amount of covered loss or damage in SECTION II - LIABILITY, excess of the amount due from that other Exclusion g. Aircraft, Auto or insurance, whether you can collect on it or Watercraft; and not. But, we will not pay more than the applicable Limit of Insurance of SECTION 1 (2) Any other primary insurance - PROPERTY. available to you covering liability 2. SECTION II - LIABILITY for damages arising out of the premises or operations, or the If other valid and collectible insurance is products and completed available to the insured for a loss we operations, for which you have cover under SECTION II - LIABILITY, our been added as an additional obligations are limited as follows: insured by attachment of an a. Primary Insurance endorsement. This insurance is primary except when When this insurance is excess, we paragraph b. below applies. If this will have no duty under SECTION II - LIABILITY to defend the insured insurance is primary, our obligations against any "- '•" __.. _.�__ are not affected unless any of the insurer has a other insurance is also primary. Then, Risk MmaganadDMsion insured against s fdEVIEWED&RPPROVLDBY: we will share with all that other 3; insurer defend: insurance by the method described in do so, but we �'' , ' <, paragraph e. below. ®` Risk Management Specialist 391-1003 08 16 Includes copyrighted material of Insurance Services Office, Inc., with its perr insured's rights against all those other insurers. c. When this insurance is excess over other insurance, we will pay only our share of the amount of the loss, if any, that exceeds the sum of: (1) The total amount that all such other insurance would pay for the loss in the absence of this insurance; and (2) The total of all deductible and self -insured amounts under all that other insurance. d. We will share the remaining loss, if any, with any other insurance that is not described in this provision and was not bought specifically to apply in excess of the Limits of Insurance shown in the Declarations for this Coverage. e. Method of Sharing If all of the other insurance permits contribution by equal shares, we will follow this method also. Under this approach each insurer contributes equal amounts until it has paid its applicable Limit of Insurance or none of the loss remains, whichever comes first. If any of the other insurance does not permit contribution by equal shares, we will contribute by limits. Under this method, each insurer's share is based on the ratio of its applicable Limit of Insurance to the total applicable limits of insurance of all insurers. f. When this insurance is excess, we will have no duty under Business Liability Coverage to defend any claim or "suit" that any other insurer has a duty to defend. If no other insurer defends, we will undertake to do so; but we will be entitled to the insured's rights against all those other insurers. I. Premiums 1. The first Named Insured shown in the Declarations: a. Is responsible for the payment of all premiums; and b. Will be the payee for any return premiums we pay. 2. The premium shown in the Declarations was computed based on rates in effect at the time the policy was issued. On each renewal, continuation or anniversary of the effective date of this policy, we will compute the premium in accordance with our rates and rules then in effect. 3. With our consent, you may continue this policy in force by paying a continuation premium for each successive one-year period. The premium must be: a. Paid to us prior to the anniversary date; and b. Determined in accordance with paragraph 2. above. Our forms then in effect will apply. If you do not pay the continuation premium, this policy will expire on the first anniversary date that we have not received the premium. 4. Undeclared exposures or change in your business operation, acquisition or use of locations may occur during the policy period that is not shown in the Declarations. If so, we may require an additional premium. That premium will be determined in accordance with our rates and rules then in effect. J. Premium Audit 1. This policy is subject to audit if a premium designated as an advance premium is shown in the Declarations. We will compute the final premium due when we determine your actual exposures. 2. Premium shown in this policy as advance premium is a deposit premium only. At the close of each audit period, we will compute the earned premium for that period and send notice to the first Named Insured. The due date for audit premiums is the date shown as the due date on the bill. If the sum of the advance and audit premiums paid for the policy period is greater than the earned premium, we will return the excess to the first Named Insured. 3. The first Named Insured must keep records of the information we need for premium computation and send us copies at such times as we may request. K. Transfer of Rights of Recovery Against Others to Us 1. Applicable to SECTION I - PROPERTY Coverage: If any person or organization to or for whom we make payment under this policy has rights to recover damages from another, those rights are transferred to us to the extent of our payment. That person or organization must do everything necessary to secure nllr rinhts anri must do nothing after Ic RskMmaganadDl isian you may waive yot „�.��s party in writing: _ REVIEWED&APPROVED BY. - Risk Management Specialist 391-1003 08 16 Includes copyrighted material of Insurance Services Office, Inc., with its Hanauer Insurance Croup.. OBF H940265 5701588 a. Prior to a loss to your Covered We waive any right of recovery we may Property. have against any person or b. After a loss to your Covered Property organization with whom you have a only if, at time of loss, that party is written contract, permit or agreement one of the following: to waive any rights of recovery against such person or organization because of (1) Someone insured by this payments we make for injury or insurance; damage arising out of your ongoing (2) A business firm: operations or "your work" done under a (a) Owned or controlled by you; contract with that person or organization and included in the or "products -completed operations (b) That owns or controls you; or hazard". (3) Your tenant. This condition does not apply to You may also accept the usual bills of Medical Expenses Coverage. lading or shipping receipts limiting the L. Transfer of Your Rights and Duties Under liability of carriers. This Policy This will not restrict your insurance. Your rights and duties under this policy 2. Applicable to SECTION II - LIABILITY may not be transferred without our written Coverage: consent except in the case of death of an individual Named Insured. If you die, your If the insured has rights to recover all or rights and duties will be transferred to your part of any payment we have made legal representative but only while that under this Coverage Part, those rights legal representative is acting within the are transferred to us. The insured must scope of their duties as your legal do nothing after loss to impair such representative. Until your legal rights. At our request, the insured will representative is appointed, anyone with bring suit or transfer those rights to us proper temporary custody of your property and help us enforce them. will have your rights and duties but only with respect to that property. „. Risk ManaganadDlMsian ' REVIEWED & APPROVED BY: ® Risk Management Specialist 391-1003 08 16 Includes copyrighted material of Insurance Services Office, Inc., with its permis: ADDITIONAL INSURED ENDORSEMENT Policy Period: 22 September 2023 to 22 September 2024 at 12:01 a.m. standard time Insured: Accent on Languages, Inc Effective Date: 17 July 2024 at 12:01 a.m. standard time Policy Number: ATA-001562-0923 In consideration of the Insured's payment of the premium, it is hereby understood and agreed that the following: City of Santa Ana Retro: 17 July 2024 Risk Management Division 20 Civic Center Plaza Santa Ana, CA 92701 And their respective affiliates and all of their respective directors, officers, and employees as added as an additional insured(s), but only as respects the operations of the Named Insured and subject to the terms, conditions, limits, and exclusions of the policy of insurance. The coverage provided hereunder to the above -named Additional Insured shall be primary and non- contributory to any insurance or self-insurance maintained by the Additional Insured to include primary and non-contributory. Sexual abuse and molestation is excluded. All other terms and conditions remain unchanged. Authorized Representative: Barry Peters Countersignature: Date: 7/24/2024 Risk Managmiad UlMsI r� REVIEWED/^&APPROVED �� I.Risk Management Specia