Title
a. Authorize the County Purchasing Agent or designee to execute Countywide Service Agreements based on the criteria set forth in Request For Proposal #10989. The agreements are between the County of Monterey and the eight (8) named vendors as follows: Language Line Services, Inc; International Translation Company LLC, Lionbridge Technologies, LLC; TransPerfect Translations International Inc; Daniel Shamebo Sabore, DBA Languages Translation Services; Avantpage, Inc; Piedmont Global, LLC; Hanna Interpreting Services LLC; to provide Language Translation and/or Interpretation services on an as-needed basis for the initial term of three (3) years from November 2, 2026, through and including November 1, 2029. The aggregate amount over the term of all Agreements shall not exceed $2,200,000 in accordance with the terms and conditions set within each Agreement; and,
b. Authorize the County Purchasing Agent or designee to exercise the option to extend the Countywide Service Agreements for two (2) additional one (1) year periods in accordance with the terms and conditions set within each Agreement; and
c. Authorize the County Purchasing Agent or designee to execute after one-year, similar additional Agreements to provide Language Translation and/or Interpretation services with qualified contractors who meet the minimum requirements and comply with the County of Monterey standard terms and conditions, where each individual agreement does not affect the total aggregate amount authorized. Any additional Agreements shall terminate November 1, 2029; and
d. Authorize the County Purchasing Agent or designee to execute future amendments that do not exceed 10% ($220,000) of the original aggregate amount and do not significantly alter the scope of services, for a total maximum not to exceed amount of $2,420,000 for all of the Agreements.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the County Purchasing Agent or designee to execute Countywide Service Agreements based on the criteria set forth in Request For Proposal #10989. The agreements are between the County of Monterey and the eight (8) named vendors as follows: Language Line Services, Inc; International Translation Company LLC, Lionbridge Technologies, LLC; TransPerfect Translations International Inc; Daniel Shamebo Sabore, DBA Languages Translation Services; Avantpage, Inc; Piedmont Global, LLC; Hanna Interpreting Services LLC; to provide Language Translation and/or Interpretation services on an as-needed basis for the initial term of three (3) years from November 2, 2026, through and including November 1, 2029. The aggregate amount over the term of all Agreements shall not exceed $2,200,000 in accordance with the terms and conditions set within each Agreement; and,
b. Authorize the County Purchasing Agent or designee to exercise the option to extend the Countywide Service Agreements for two (2) additional one (1) year periods in accordance with the terms and conditions set within each Agreement; and
c. Authorize the County Purchasing Agent or designee to execute after one-year, similar additional Agreements to provide Language Translation and/or Interpretation services with qualified contractors who meet the minimum requirements and comply with the County of Monterey standard terms and conditions, where each individual agreement does not affect the total aggregate amount authorized. Any additional Agreements shall terminate November 1, 2029; and
d. Authorize the County Purchasing Agent or designee to execute future amendments that do not exceed 10% ($220,000) of the original aggregate amount and do not significantly alter the scope of services, for a total maximum not to exceed amount of $2,420,000 for all of the Agreements.
SUMMARY :
The County of Monterey needs Language Translation and/or Interpretation services that accommodate 28 County Departments and locations throughout the County of Monterey to ensure reliable Language Translation and/or Interpretation services for all County buildings and working locations. Services shall include but are not limited to interpretation which includes both verbal and interpretation via the telephone, video, or on-site, translation of written publications, manuals, business and government documents and sign language, which is not just verbatim, but also conveys significance and implications as determined by the County. Each Agreement will be included on the Countywide Service Agreement schedule, so that departments can see these resources are available, eliminating the need for individual agreements with each County department.
The initial term of the Agreement will commence as of the last date opposite the respective signatures, with the County Purchasing Agent or designee signing last following the Board of Supervisors authorization through and including November 2, 2026, with the option to extend the Agreement or any subsequent Additional Agreement for two additional one-year periods through and including November 2, 2031. Services will be provided on an as needed basis under a delivery order process between each requesting County department and the Contractor, in accordance with each individual Contractor’s pricing sheet. Language Translation and/or Interpretation services shall include but are not limited to Provide Language Translation and/or Interpretation services throughout the fiscal year following the specifications detailed in the corresponding Countywide Service Agreement. Each Agreement is based upon County requirements as set forth in the terms and conditions of the Request for Proposals (RFP #10989).
Various County departments need Language Translation and/or Interpretation services throughout the fiscal year. The service needs that are required from County departments are beyond the capabilities of County resources. The Language Translation and/or Interpretation services requirements of the County vary on a case-by-case basis, departments will determine the need for these services and initiate services with an approved contractor on the Countywide Service Agreement List. The County of Monterey does not guarantee a minimum of maximum dollar value to any of the Agreements.
DISCUSSION:
The services will include to Provide Language Translation and/or Interpretation services following the specifications and schedules detailed in the Countywide Service Agreements. Each Agreement is based on the County requirements as set forth in the terms and conditions of RFP #10989. Each Agreement will be included in the County Service Agreement List, eliminating the need for each County department to execute separate agreements. Copies of the Agreements are on file with the Clerk of the Board.
It is also recommended that the County Purchasing Agent or designee be authorized to increase the cumulative not to exceed amount by up to 10% of the original aggregate amount, regardless if or not additional Agreements are entered into. The aggregate amount to be spent over the five (5) year term, with the 10% increase above the not to exceed amount shall not exceed $2,420,000 for all of the Agreements.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller’s Office have reviewed and approved the proposed Agreements as to form and fiscal provisions, respectively.
FINANCING:
Funds for these services are contained within the approved budget allocations of the departments utilizing the services. Expenditures will depend on the actual services requested by individual County departments. Based upon historical usage, the aggregate amount to be spent for all Agreements issued under RFP #10989 is not anticipated to exceed $2,200,000 over the five (5) year term.
BOARD OF SUPERVISORS STRATEGIC PLAN GOALS:
The Board’s approval of the recommended agreements will allow the County to continue with existing services to Provide Language Translation and/or Interpretation Services to fit the County’s operational needs.
Mark a check next to the related Board of Supervisors Strategic Plan Goals:
____ Well- Being and Quality of Life
__X Sustainable Infrastructure for the Present and Future
____ Safe and Resilient Communities
____ Diverse and Thriving Economy
____ Dynamic Organization and Employer of Choice
Prepared by: Angelica Ruelas, Senior Deputy Contracts and Procurement Officer
Approved by: Michael Beaton, Assistant County Administrator Officer
Attachments:
Attachment A- Board Report
Attachment B- Avantpage, Inc
Attachment C- Piedmont Global, LLC
Attachment D- Hanna Interpreting Services, LLC
Attachment E- Language Line Services, Inc
Attachment F- International Translation Company LLC
Attachment G- Lionbridge Technologies, LLC
Attachment H- TransPerfect Translations International Inc
Attachment I- Daniel Shamebo Sabore, DBA L