TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Nicole Tibbet, Community Engagement Manager
DATE: September 10, 2025
SUBJECT: AWARD OF A 1-YEAR AGREEMENT, WITH UP TO TWO
ADDITIONAL 1-YEAR OPTIONAL EXTENSIONS, FOR
WRITTEN TRANSLATION SERVICES TO AVANTPAGE INC.
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Engaged and Connected Residents
Fiscally Responsible and Transparent City Government
BACKGROUND
The City of San Marino has a large Asian American and Pacific Islander (AAPI) population, comprising approximately 60% of our community. Furthermore, the Chinese Club of San Marino and the Chinese School of San Marino are some of the oldest proponents and centers for Mandarin learning on the West Coast and pillars of the San Marino Community.
The City adopted a budget line item for Chinese Language Translation and Engagement in the FY 2020-21 Budget in order to deliver the most important City information in both English and Chinese to serve our large population of Mandarin-speaking residents.
Staff then worked with the Chinese Club of San Marino as a community liaison to establish the preferred translated form of Chinese, the preferred areas of information to translate, and preferred vendors for written translation and spoken interpreters for community meetings. The last time a review of the City’s written translation services was four (4) years ago. In order to comply with procurement policy for the City and ensure we are receiving best quality to price ratio for written translation services; staff conducted a Request for Proposals process to solicit bids for these services.
Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
DISCUSSION
The Request for Proposals called for companies to submit a translation sample, methodology for completing translation requests, pricing for various turnaround times needed by the City, and proof that they could fulfill the City’s insurance requirements.
After conducting the Request for Proposals, a total of 16 companies submitted responsive proposals. All submissions were reviewed first based on (1) submission of a full proposal as required by the RFP, (2) whether they could meet the deadlines required by the City, and (3) whether their cost was in alignment with the market prices submitted. A summary of that review can be found in Attachment 1.
Following an initial screening, eight (8) proposals were sent to three (3) volunteer reviewers who checked the translation against the original material and submitted evaluations of whether it contained errors or clarity issues. A summary of that review can also be found in Attachment 1.
Based upon the combination of reviews, Universe Technical and Avantpage Inc. were the two top-scoring submissions. Avantpage did submit both a lower per-word translation cost and a lower rush fee. Avantpage quoted 14c per word with a 25% rush fee, while Universe Technical quoted 17c per word and a 30% rush fee. The rush fee calculation is particularly important as a majority of our translation requests rely on tight turnaround times that are often subject to rush fees.
Furthermore, staff reached out to the references provided by both companies and so far, has only received responses from Avantpage’s references, who gave them positive reviews. Avantpage’s references were also cities or government agencies in California, whereas Universe Technical provided larger county entities outside of California and one larger city within California.
Due to the combination of review factors, staff is recommending that Avantpage be awarded the 1-year agreement, with options to extend for up to two (2) more 1-year periods, for written translation services. Staff will exercise extensions based upon the first-year performance and availability of budget in future years.
FISCAL IMPACT & PROCUREMENT REVIEW
The fiscal impact of this contract is a not-to-exceed amount of $120,000 over three (3) possible contract years. This item is budgeted for FY 2025-26 in Account #101-09-4150-0000, and the renewal of the contract would also be contingent upon future budget years.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council (1) award the professional services agreement for translation services to Avantpage Inc.; (2) approve the attached agreement; and (3) authorize the City Manager to sign up to two (2) 1-year extensions. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to (1) award the professional services agreement for translation services to Avantpage Inc.; (2) approve the attached agreement; and (3) authorize the City Manager to sign up to two (2) 1-year extensions.”
ATTACHMENTS
1. Scoring Summary of the RFP Proposals
2. Professional Services Agreement between the City of San Marino and Avantpage Inc.