STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: October 28, 2020
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for spoken language interpretation and associated equipment rental, American Sign Language interpretation, and translation services - MasterWord Services, Inc. in the estimated amount of $540,683.25, Language Line Services, Inc. in the estimated amount of $69,170.00, and Worldwide Languages & Communication, LLC in the estimated amount of $32,350.40, lowest responsible bidders of fifteen - Total estimated amount of $642,203.65 - Financing: General Fund
Body
BACKGROUND
This action does not encumber funds; the purpose of a service price agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement. We anticipate the following City departments will use this agreement:
• Budget and Management Services
• City Attorney's Office
• City Secretary’s Office
• Communications, Outreach, and Marketing
• Court & Detention Services
• Department of Human Resources
• Library
• Mayor and City Council Office
• Office of Risk Management
This service price agreement provides spoken language interpretation and associated equipment rental, American Sign Language (ASL) interpretation, and translation services. The City needs the ability to effectively communicate with the limited English speaking, deaf and hard of hearing community.
Chapter 57 of the Texas Government Code requires courts to provide an interpreter for all persons who do not understand or speak the English language. The local Government Code requires that a court shall appoint an ASL interpreter if a motion for the appointment of an interpreter is filed by a party or requested by a witness in a civil or criminal proceeding in the court. ASL and spoken language interpreters also assist City staff with scheduled interviews, monthly manager meetings, community meetings, training services and multifunctional learning centers. Written translation of legal and business documents are required for a wide variety of situations.
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors. Additionally, in an effort to secure more competition, the Office of Economic Development Business Workforce and Inclusion Division sent notifications to chambers of commerce and advocacy groups to ensure maximum vendor outreach.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The current calculated living wage during the solicitation process of this contract is $11.71; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 22, 2014, City Council authorized a three-year service contract for written and verbal translation services and American sign language services with Accento, The Language Company, Geneva Worldwide, Inc., and Language USA, Inc. by Resolution No. 14-0175.
FISCAL INFORMATION
|
Fund |
FY 2021 |
FY 2022 |
Future Years |
|
General Fund |
$73,840.46 |
$73,840.46 |
$494,522.73 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$642,203.65 |
Other Services |
23.80% |
89.00% |
$573,033.65 |
|
• This contract exceeds the M/WBE goal. |
|
• MasterWord Services, Inc. - Non-Local; Workforce - 0.00% Local |
|
• Worldwide Languages & Communication, LLC - Non-Local; Workforce - 20.00% Local |
|
• Language Line Services, Inc. - Non-Local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Low Bid |
• Recommended vendor is based on the lowest competitive quoted price, who is also technically and financially capable of performing and completing the contract, and otherwise meets all material specification requirements |
|
|
• Negotiations are not allowed |
The Office of Procurement Services received the following bids from solicitation number BQ20-00012931. We opened them on July 24, 2020. We recommend the City Council award this service price agreement to the lowest responsive and responsible bidders by group. Information related to this solicitation is available upon request.
*Denotes successful bidders
Bidders Address Amount
*MasterWord Services, Inc. 303 Strafford St. Multiple Groups
Houston, TX 77079
*Language Line 1 Lower Ragsdale Dr. Multiple Groups
Services, Inc. Building 2
Monterey, CA 93940
*Worldwide Languages 243 West Sunset Rd. Multiple Groups
& Communication, LLC San Antonio, TX 78209
Accento, The 1011 South Broadway St. Multiple Groups
Language Company Suite 220
Carrollton, TX 75006
Access Language 1221 West Campbell Rd. Multiple Groups
Center LLC Suite 261
Richardson, TX 75080
DAC Interpreting 3110 Cedar Plaza Ln. Multiple Groups
Dallas, TX 75235
Fox Translation Services 1152 Mae St. Multiple Groups
Suite 122
Hummelstown, PA 17036
Human Touch Translations 1010 Northern Blvd. Multiple Groups
Suite 208
Great Neck, NY 11021
Interpretek 315 Oakwood St. Multiple Groups
Rome, NY 13440
LanguageUSA 3267 Bee Caves Rd. Multiple Groups
#107-246
Austin, TX 78746
MILE HIGH MULTILINGUAL 5655 South Yosemite St. Multiple Groups
SERVICES, INC. Suite 207
Greenwood Village, CO 80111
Natural Languages, LLC 2407 South Congress Ave. Multiple Groups
Suite 482
Austin, TX 78704
SEPROTEC 11501 Alterra Pkwy. Multiple Groups
Suite 440
Austin, TX 78758
United Language Group 1600 Utica Ave. South Multiple Groups
Suite 750
Minneapolis, MN 55416
Final Graphic 3701 Shawnee Trl. Non-responsive
Lake Worth, TX 76135
OWNERS
MasterWord Services, Inc.
Ludmila Golovine, President
Worldwide Languages & Communication, LLC
Javier Roman, Chief Executive Officer
Language Line Services, Inc.
Scott W. Klein, President