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Meeting Date:
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6/28/2018 - 6:30 PM
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Category:
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Report of the Committee on Accountability, Finance, and Personnel
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Type:
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Action
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Subject:
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6. Action on a Request to Waive Administrative Policy 3.09(9)(e) and Extend Three Contracts for Translation and Interpretation Services
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Strategic Plan Compatibility Statement:
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Goal 3 Effective and Efficient Operations
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Attachments
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Action on a Request to Waive Administrative Policy 3.09(9)(e) and Extend Three Contracts for Translation and Interpretation Services: Proposed Extension and Supporting Documents
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File Attachment:
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Background:
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The Administration is requesting authorization to waive the three-year term limit of Administrative Policy 3.09(9)(e) and extend two contracts with Lakeside Ventures Inc. (“Lakeside”), for translation and interpretation services and one contract with Lingua Pros, LLC (“Linga Pros”), for translation services. These contractors provide written translation services in a variety of languages to schools and departments across the district. Lakeside also provides, as needed, oral interpretation for district and school events.
This one-year extension will allow services to continue effective July 1, 2018 to align with the beginning of the school year 2018-19, while a new RFP is issued for the following school year. The Administration is requesting authorization to extend the contracts with Lakeside for translation and interpretation services, and Lingua Pros for translation services.
These contracts provide critical translation and interpretation services required by the federal government. They are also required under a resolution agreement with the Department of Education, Office of Civil Rights, related to availability of information in the primary languages spoken by our families.
Last year, the Department of Communications and Outreach was responsible for maintaining the contracts and approving requests; however, the funding was located in Curriculum & Instruction. This disconnect did not give the department full access to be able to analyze the costs and make an informed decision regarding an RFP. This situation has been rectified for FY19 and the Administration is requesting an extension to review the findings over the first half of the year before an RFP. This will help ensure the best use of taxpayer money.
Contractors were chosen pursuant to RFP 885. The original contract provided for two one-year options to extend if certain performance metrics were met. Both contractors met the performance metrics codified in the contracts.
The waiver of Administrative Policy 3.09(9)(e) is being sought as a result of the three-year maximum contract term being surpassed by exercising a fourth, one-year option on each contract.
The contract extensions will run from July 1, 2018 through June 30, 2019. The total cost of the contracts in the extension year will not exceed $600,000 for Lakeside ($400,000 for translation services and $200,000 for interpretation services) and $400,000 for Lingua Pros (translation services).
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Fiscal Impact Statement:
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This item authorizes expenditures as indicated in the attachments.
000-0-0-000-BL-ECTS, (Contract Services) = $1,000,000
LAKESIDE VENTURES, INC.
HUB PARTICIPATION
Required ……………………………………………5%
Proposed ……………………………………………5%
$ Value …………………………………………….N/A
STUDENT ENGAGEMENT
Paid Student Employment Hour Commitment: 300 HOURS/12-mo contract
Student Career Awareness Commitment: 10 HOURS/12-mo contract
LINGUA PROS, LLC
HUB PARTICIPATION
Required ……………………………………………5%
Proposed ……………………………………………5%
$ Value …………………………………………….N/A
STUDENT ENGAGEMENT
Paid Student Employment Hour Commitment: 300 HOURS/12-mo contract
Student Career Awareness Commitment: 10 HOURS/12-mo contract
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Implementation and Assessment Plan
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Upon approval by the Board, the extensions will begin as indicated in the attachments.
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Recommendation:
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Your Committee recommends that the Board authorize the waiver of Administrative Policy 3.09(9)(e) and approve the extensions with Lakeside Ventures, Inc., and Lingua Pros as set forth in the attachments to this item.
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Approvals:
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Recommended By:
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Signed By:
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Jacqueline M. Mann, Ph.D. - Board Clerk/Chief Officer
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