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
Continental Interpreting Services, Inc.
Interpreters Unlimited, Inc.
Orange, CA
Brea, CA
San Diego, CA
GOVERNMENT CODE §84308 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
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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
Propio 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
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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 Library
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
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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 Nuñez, City Manager