Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: April 13, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or their designee, to execute a contract with Universe Technical Translation,
Inc., through the Buy Board Cooperative Purchasing Network Contract # 614-20, for the purchase of
telephone interpreter services for Customer Service; providing for the expenditure of funds therefor; and
providing an effective date (File 7524 – awarded to Universe Technical Translation, Inc., for one (1) year,
with the option for two (2) additional one (1) year renewals, in the total three (3) year not-to-exceed amount
of $300,000.00).
INFORMATION/BACKGROUND
The purpose of this agenda item is to request Council’s approval for language interpretation services which
will be utilized city-wide. Universe Technical Translation is a full-service translation and interpretation
provider for telephone, in-person, video remote, and written services.
The primary user of the contract will be the Customer Service Department, which is dedicated to improving
its quality of service to all residents of the community. The City of Denton has two universities and a
culturally diverse population. Frequently, customers must attempt to find family or friends who may be able
to assist with translation unless we have staff available who speak that language. The use of telephone
interpreters is necessary to have access to all languages encountered, allow all customer service
representatives the ability to have meaningful discourse with any customer, and meet the diverse needs of
our many international residents.
The Municipal Court is required by the Code of Criminal Procedure (Chapter 38) and Government Code
(Chapters 57 and 157) to provide an interpreter for defendants or witnesses that are non-English speaking,
hard of hearing, or deaf. The Court must also reasonably accommodate jurors who are hard of hearing or
deaf. Universal Technical Translation, Inc. has confirmed the ability to provide interpreters that meet basic
requirements as well as licensing and certification requirements outlined in the aforementioned statutes.
Telephone, in-person, and remote services are offered, which will adequately cover the Court’s anticipated
needs for the current virtual court hearing format and eventually in-person court hearings, once they are
permitted. The Court currently has a clerk on staff that is a certified interpreter for Spanish translation needs.
While other language translation services are seldomly needed, the availability of contracted services will
ensure the Court can provide timely and fair justice.
Additional departments have communicated an increased need for written and video remote services. Based
on the historical spend and future projections the recommended contract NTE is $300,000 for a total three
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
(3) year contract. This contract offered the most competitive price and provides the expertise required by
our business.
Pricing obtained through the Buy Board Cooperative Purchasing Network has been competitively bid and
meets the statutory requirements of Texas Local Government Code 271.102.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 1, 2005, Council approved the interlocal agreement with the Buy Board Cooperative
Purchasing Network (Ordinance 2005-034).
RECOMMENDATION
Award a contract with Universe Technical Translation, Inc., for the purchase of telephone interpreter
services for Customer Service, for a term ending on May 31, 2023, in the not-to-exceed amount of $300,000.
PRINCIPAL PLACE OF BUSINESS
Universe Technical Translation, Inc.
Katy, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for two (2) additional one (1) year
periods, with all terms and conditions remaining the same.
This Buy Board contract expires on May 31, 2023.
FISCAL INFORMATION
These products and services will be funded through the using department’s budget on an as-needed basis.
The City will only pay for services rendered and is not obligated to pay the full contract amount unless
needed.
Department
Estimated Annual
Projections
Library 4,000
Human Resources 4,000
Public Affairs 1,000
Internal Audit 1,000
Water/ Wastewater 1,500
Capital Projects 500
Development Services 500
Solid Waste 500
Finance 250
City Manager's Office 1,000
Tech Services 1,250
Facilities 1,500
Procurement/Compliance 1,000
Municipal Court 7,000
Customer Service 75,000
Total $ 100,000
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Christa Foster: 940-349-7412.
Legal point of contact: Marcella Lunn at 940-349-8333.