City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JULY 19, 2022 FROM: FINANCE DEPARTMENT WARDS: ALL
SUBJECT: FIRST AMENDMENT TO THE PROFESSIONAL CONSULTANT SERVICES AGREEMENT WITH RISE INTERPRETING, INC FOR CITYWIDE INTERPRETING SERVICES FOR A TOTAL AMOUNT OF $58,400, AND EXTENDING THE TERM TO JUNE 30, 2023, WITH THE OPTION TO EXTEND FOR THREE ADDITIONAL ONE-YEAR TERMS NOT TO EXCEED A TOTAL CONTRACT AMOUNT OF $292,000 ISSUE:
Approve the First Amendment to the Professional Consultant Services Agreement with Rise Interpreting, Inc. of Riverside, CA for citywide interpreting services extending the term from June 30, 2022 to June 30, 2023 in the amount of $58,400 with the option to extend for three additional one-year terms not to exceed a total contract amount of $292,000.
RECOMMENDATIONS:
That the City Council:
Approve the First Amendment to the Professional Consultant Services Agreement with Rise Interpreting, Inc of Riverside, CA for Citywide Interpreting Services extending the term from June 30, 2022 to June 30, 2023 in the amount of $58,400, and the option to extend for three additional one-year terms not to exceed a total contract amount of $292,000; and Authorize the City Manager, or his designee, to execute the First Amendment to the Professional Consultant Services Agreement with Rise Interpreting, Inc, including making minor and non-substantive changes, including term extensions up to three additional one-year terms, subject to the availability of budgeted funds.
BACKGROUND:
The City has utilized various vendors throughout the years for different types of Interpreting services, including American Sign Language and translation services. The services range depending on a department’s need. Interpretation services are used for in person or virtual meetings, as well as in person or virtual language translation needs. The City historically spent under $50,000 annually for Citywide interpreting services, and was informally bid by each department for individual needs. To provide leverage for competitive pricing, the needed services for each department were combined into one informal procurement. This ensures that all departments obtain all services needed in accordance with procurement policies and procedures.
DISCUSSION:
On June 30, 2021, an Informal Request for Bids was released. At the bid closing on July 14, 2021, four responses were received, and all were found to be responsive and responsible. Based on evaluation of hourly rates, travel time, and service fees, Rise Interpreting, Inc. was found to be the lowest responsive bidder.
On November 18, 2021, a Professional Consultant Services Agreement was executed for Citywide services for a contract total of $33,600 for a one-year term, with the option to extend for four additional one-year terms. As in person meetings have increased after offices have reopened and COVID-19 restrictions eased, the need for interpreting services for various departments has increased.
Purchasing Resolution No. 23812, Section 1104(b) states, “Modifications to a Purchase Order shall be made only by Change Order…Unless otherwise specifically authorized by the Awarding Entity, Change Orders which cumulatively exceed the following will require Awarding Entity approval:…b) Any Change Order which causes the contract price to exceed $50,000, if the Contract and/or Purchase Order was not previously approved by the Awarding Entity.” The Purchasing Manager concurs that this recommendation is compliant with Purchasing Resolution No. 23812, Section 1104(b).
STRATEGIC PLAN ALIGNMENT:
The agreement contributes to Strategic Priority 5 – High Performing Government and goal 5.3, Enhance communication and collaboration with community members to improve transparency, build public trust, and encourage shared decision-making.
The services provided in the agreement are aligned with each of the Cross-Cutting Threads as follows:
Community Trust – The services provided will ensure that the City departments have resources for print communication with the community. The agreement approval process is during public meetings that allow for public comment.
Equity – The services provided in the agreement will help support the City’s efforts to provide a variety of resources for interpretation/communication to the public. Having various options to communicate with the community ensures that all residents receive information in the manner most helpful to them.
Fiscal Responsibility – The procurement process allows for an opportunity to ensure that costs for this service are aligned with the department budgets and services are most cost effective.
Innovation – The interpreting services will allow communication to all residents for multiple types of meetings, outreach programs, notifications, and alerts.
Sustainability & Resiliency – The Interpreting Services will provide non-verbal communication and language translation services to residents during meetings or for other announcement requirements.
FISCAL IMPACT:
The total fiscal impact of the one-year agreement is $58,400 and will be allocated to each Department’s approved and available budgeted funds as the services are utilized.
Prepared by: Jennifer McCoy CPPO, Purchasing Manager
Certified as to
availability of funds: Kristie Thomas, Assistant Chief Financial Officer Approved by: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/Treasurer
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
First Amendment
Original Rise Interpreting Contract
Rise Interpreting 1st Amendment ● Page 2