Explanation
BACKGROUND:
Earlier this year, the Board of Health entered into three contracts for interpretation and translation services for persons with limited English proficiency who receives public health services from Columbus Public Health. These services are being provided at Columbus Public Health’s facility located at 240 Parsons Avenue, nearby health clinics, and throughout the City of Columbus provided in conjunction with public health services when required. The contract period is from April 1, 2017 through March 31, 2018 with the option to renew for four additional one-year periods.
This ordinance is needed to modify and increase three contracts: Access 2 Interpreters, LLC in the amount of $30,000.00 for a total contract amount of $180,000.00, Vocalink Inc. in the amount of $5,000.00 for a total contract amount of $25,000.00, and Universe Technical Translation Inc. in the amount of $15,000.00 for a total contract amount of $30,000.00. Additional funding is needed because the projected expenditures for the contract period exceed the initial contracted amounts. Ordinance# 0537-2017 authorized the original contract with Access 2Interpreters, LLC in the amount of $150,000.00.
These contracts were awarded to the lowest, responsive, responsible, and best bidders in accordance with City Code, Chapter 329 for RFQ004221 In-Person Interpretation Services, RFQ004222 Telephone Interpretation Services, and RFQ004223 Document Translation Services.
This ordinance is submitted as an emergency so as to allow for the immediate availability of funds to increase contracts to continue to provide required interpretation and translation services to public clients.
FISCAL IMPACT: The total fiscal impact of these contract modifications is $50,000.00. Funding for this project is budgeted within the Health Special Revenue Fund, Fund No. 2250.
Title
To authorize and direct the Board of Health to modify and increase existing contracts with Access 2 Interpreters, LLC, Vocalink Inc., and Universe Technical Translation Inc. for interpretation and translation services; to authorize the expenditure of $50,000.00 from the Health Special Revenue Fund to pay the costs thereof; and to declare an emergency. ($50,000.00)
Body
WHEREAS, a need exists for interpretation and translation services for persons with limited English proficiency who receive services from Columbus Public Health; and,
WHEREAS, $50,000.00 in additional funds are needed to modify current contracts to pay for projected expenditures relating to interpretation and translation services; and,
WHEREAS, it is necessary to modify and increase contract PO055302 with Access 2 Interpreters, LLC for in-person interpretation services by $30,000.00; and
WHEREAS, it is necessary to modify and increase contract PO050406 with Vocalink, Inc. for telephone interpretation services by $5,000.00; and
WHEREAS, it is necessary to modify and increase contract PO050409 with Universe Technical Translation, Inc. for document translation services by $15,000.00; and
WHEREAS, Columbus Public Health evaluated all bid proposals and recommended Access 2 Interpreters, LLC, Vocalink, Inc., and Universe Technical Translation, Inc. as the lowest, responsive, responsible, and best bidders according to the specifications for in-person interpretation services, telephone interpretation services, and document translation services respectively; and,
WHEREAS, an emergency exists in the usual daily operation of Columbus Public Health in that it is immediately necessary to modify these contracts to provide interpretation and translation services for the immediate preservation of the public health, peace, property, safety, and welfare; Now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Board of Health is hereby authorized and directed to modify and increase contracts: PO055302 with Access 2 Interpreters, LLC for a new total contract amount not to exceed $180,000.00 for In-Person Interpretation Services, PO050406 with Vocalink, Inc. for a new total contract amount not to exceed $25,000.00 for Telephone Interpretation Services, and PO050409 with Universe Technical Translation, Inc. for a new total contract amount not to exceed $30,000.00 for Document Translation Services.
SECTION 2. That to pay the cost of said contract modification, the expenditure of $50,000.00 or so much thereof as may be needed, is hereby authorized in Fund 2250 Health Special Revenue Fund in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 3. That these contracts were awarded in accordance with the competitive bidding provisions of the Columbus City Code, Chapter 329.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That the City Auditor is authorized to make any accounting changes necessary to ensure that this contract is properly accounted for and recorded accurately on the City’s financial reports.
SECTION 6. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.