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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Cassey Ogden DATE: February 20, 2024 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Universe Technical Translation, Inc., through the Buy Board Cooperative Purchasing Network Contract # 699-23, for the purchase of telephone interpreter services for the Customer Service Department; providing for the expenditure of funds therefor; and providing an effective date (File 8435 – awarded to Universe Technical Translation, Inc., for one (1) year, with the option for two (2) additional one (1) year extensions, in the total three (3) year in the not-to-exceed amount of $300,000.00). STRATEGIC ALIGNMENT This action supports Key Focus Area: Pursue Organizational Excellence and Collaborative and Respectful Leadership and Strengthen Community and Quality of Life. INFORMATION/BACKGROUND The proposed contract is 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 staff is available to speak the 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 the City’s many international residents. Additionally, 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 who 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 statutes. Telephone, in-person, and remote services are offered, which will adequately cover the Court’s anticipated needs for virtual court and in-person court hearings. The Court currently has a clerk on staff who is a certified interpreter for Spanish translation needs. While other language translation service is City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com seldom needed, the availability of contracted services will ensure the Court can provide timely and fair justice. This contract offered the most competitive price and provided the expertise required for business. Utilizing the Buy Board contracts provides for volume discount pricing. 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, City Council approved the interlocal agreement with the Buy Board Cooperative Purchasing Network (Ordinance 2005-034). This item will be presented to the Public Utilities Board (PUB) on February 26, 2024, retroactively, due to the February 12, 2024 meeting not having a quorum. RECOMMENDATION Award a contract with Universe Technical Translation, Inc., for the purchase of telephone interpreter services for the Customer Service Department, for one (1) year, with the option for two (2) additional one (1) year extensions, in the total three (3) year 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. FISCAL INFORMATION These products and services will be funded through the user 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. 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.