EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: February 15, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Jaime M. Fontes, City Manager
BY: Patrick Heisinger, Assistant City Manager
Greg Henry, Senior Management Analyst
SUBJECT: Update on Spanish Translation Services and Language Access Plan Recommendation
Receive report and direct staff to write a Request for Proposals or Request for Qualifications for support developing a Language Access Plan.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 5: Improve Communication and Enhance Community Engagement Background
On November 2, 2021, staff presented the Council with a report on simultaneous Spanish translation over Zoom. The first Council meeting with simultaneous translation was October 19, 2021. The current plan is to maintain simultaneous Spanish translation for City Council meetings and other meetings with significant importance.
On January 8, 2022, the City Council hosted their annual Strategic Planning Retreat to discuss the City’s priorities and objectives. During the retreat, the City Council confirmed that the City’s creation of a Language Access Plan (LAP) is a key priority for the City in FY 22-23.
The purpose of this staff report is to: 1) provide the City Council with an update on simultaneous Spanish translation services the City has been providing for City Council and other key public meetings and to 2) provide staff with direction to issue a Request for Proposals/Qualifications (RFP/RFQ) to identity a consultant to assist the City with drafting a comprehensive LAP.
Analysis
Translation Services
Since November 2021, the City has partnered with Cultural Bridges LLC to provide simultaneous Spanish translation services for all City Council and other community meetings.
The City has received a lot of positive feedback regarding the City’s translation consultant and is committed to providing this service moving forward.
Language Access Plan (LAP)
A language access plan is a document that stipulates how an entity will provide services to individuals who are non-English speaking or have limited English proficiency. Language access plans should be tailored to individual organizations, but may include similar sections, such as a needs assessment, language services offered, notices, training for staff, and evaluation, as described below.
Staff Recommendation for the LAP
Direct the City Manager to:
1) Draft an RFP to identify an eligible firm to work with and complete the LAP on behalf of the City.
2) Return to the City Council in May with a recommendation on a consultant and contract for the LAP services.
3) Work with the Agenda Setting Committee to identify a future date when the City Council could host a Study Session regarding the City’s LAP process.
Fiscal Impact
There is Fiscal Impact to this item.
Environmental
The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline section 15378 (b)(5), in that it is a government administrative activity that will not result in direct or indirect changes in the environment.