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CM-12-02-036Item Caption: C4M-17,--DAP RECEIVED City Manager Approval Form FEB 16 2012 Consider executing a agreement with Language Line Services, Inc. for Interpreter Services. Approval Date: February 17, 2012 Department Name: Transportation Department Project Manager: Caren Lee Assigned Attorney: Item Summary: The Demand Response Bus Service will require translation services for City staff to communicate with Limited English Proficiency (LEP) persons. Federal regulations dictate the City must provide information to LEP persons under Title VI of the Civil Rights Act. Language Line Services will be able to provide this service. They have a contract with the State, therefore all set-up and other fees are waived. The only charges associated with the service is for actual interpreter time and document translation. This service will be available to all Departments within the City. No. of Originals Submitted: 2 Project Name: Translation Services Cost: Varies, depends on usage Source of Funds: General Fund Source of Funds (if applicable): Select Source Fund Account Number. Varies, depends on which Department/Division uses the service Finance Director Approval: LO for C. Delaney Date: 02/15/2012 Department Director Approval: Gary Hudder Date: 2/10/12 **Electronic signature by the Director is acceptable. Please only submit ONE approval form per item. * * CIP t l I I Budget N/A OK N/A OK Purchasing o Accounting ❑❑ N/A OK N/A OK ITEMS WILL NOT BE PLACED ON THE COUNCIL OR CM AGENDA W/OUT PRIOR FINANCE AND/OR LEGAL APPROVAL REV. 6/20/11 Attachment A Interpreter Services Usage Charges and Schedule of Fees CUSTOMER NAME: (Parent company): State of Texas DIR (DIR-SDD-1618) CLIENT NAME: City of Round Rock Enterprise Contract: Yes CUSTOMER NUMBER 1027 INITIAL TERM: 1 yr ENROLLMENT FEE: • One time set up fee for each client identification number, which includes a detailed monthly electronic statement (Waived) $275 • Each subsequent client identification number with corresponding statement (Waived) $425 • Custom 800 line (Waived) $458 • Custom Greetings (Waived) $58 MONTHLY FEE: • Monthly minimum applied against usage per client identification number • Custom 800 line maintenance (Waived) $480 (Waived) $488 • Custom greeting maintenance (Waived) $40 PER MINUTE USAGE CHARGES/RATES: • Price per minute for Language Line Services is based on the language requested and time of day. TIERS LANGUAGES PEAK* NON -PEAK** Tier 1 Spanish $ 68 $.68 Tier 2 Chinese (Mandarin and Cantonese), French $.74 Japanese, Polish, Russian, Vietnamese $.74 Tier 3 Armenian, Cambodian, German, Haitian Creole, $.74 Italian, Korean, Portuguese $.74 Tier 4 Farsi, Tagalog, Thai, Urdu and all other languages. $.74 $.74 Medical and Court Certified .all languages $1.24 $1.24 * Peak = 8 a.m. - 5 p.m. Monday — Friday * * Non -Peak = 5 p.m. - 8 a.m. Monday - Friday, weekends, and holidays (New Year's Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Thanksgiving and Christmas). • There is no charge for standard toll-free access to Language Line Services. • Per minute rates do not include intemational calls. VOLUME SURGE: Language Line Services reserves the right to assess 15% surcharge for months in which defined surges in volume occur unless the customer has notified Language Line Services two weeks in advance of the anticipated increase. A volume surge is defined as a 10% increase in minutes of use from the previous day and the amount of increase is over 5,000 minutes per day. © 2008 Language Line Services 09 01 2010 V1 • Page 1 of 2 CM—IL-42 -�3u Client's Initials: anguage servicesine Attachment A Interpreter Services Usage Charges and Schedule of Fees BILLING FEE: • Paper Bill (Waived) $1.75 • Electronic Bill FREE • Hierarchical Bill / Month (Waived) $45 ■ Electronic Payment (Waived) $25 REPORTING/INVOICING FEE: • Historical Invoices up to 90 days FREE • Historical Invoices over 90 days (Waived) $25 CUSTOM REPORT FEE: • Monthly Fee to receive custom report (Waived) $25 • Creation Fee per hour (Waived) $250 TRAINING/AWARENESS ASSISTANCE AND MATERIALS (prices subject to change): • Training / Awareness assistance (telephone/per session) (Waived) $50 • Training / Awareness assistance (on site per day/per person) (Waived) $408 • Quick Reference Guides and Wallet Cards (0-50) FREE • Quick Reference Guides and Wallet Cards (each additional set of 50) (Waived) $30 • Language ID Cards (each set of 50) (Waived) $30 • Desk Top Displays (each) (Waived) $625 ■ Posters (each) (Waived) $6:25 • In language marketing tools and "hold please" training kits (Waived) $25 • Customized Reference and Support Materials Development (per hour) (Waived) $1-75 INTERPRETATION APPOINTMENT FEE (for languages other than the top nine scheduled languages): Applied per dial out (waived) $4-05 INTERPRETER APPOINTMENT CANCELLATION FEE: (Applicable if cancelled within 24 hours of the appointment time.): • Spanish (Waived) $200 • All other languages (Waived) $250 FCC SURCHARGE AND FEES: Fees to third party telecommunications service providers that LLS has or will pay to these third parties: surcharges, fees, taxes, payments to the Universal Service Administrative Company (USAC). FINANCE CHARGE: Applied to any past due balances. Interest will accrue from the date on which payment is due at a rate equal to the lesser of 1.5% per month or the maximum rate permitted by applicable law. Fee applied for each dial out request in the North American Dial Plan (NADP) (waived) $6:80 PLEASE NOTE: This document is the sole document that reflects pricing for your account. This document must be signed by an authorized representative from your company. Pricing is only final upon a signature by an authorized officer of Language Line Services. Pricing changes will be made on next full monthly billing cycle. Language Line Services, Inc. Customer Name: City of Round Rock Prepared by: Tom Costello Tel No: 877-735-9770 Accepted by (signatur Name (type or print): Steve Norwood Accepted by (signature): Name: Louis F. Provenzano, Jr. Title (type or print): City Manager Title: President and Chief Operating Officer Date 1 / Olt Date: © 2008 Language Line Services 09 01 2010 V1 • Page 2 of 2 language Lrvicesine se Attachment B Subscribed Interpretation Customer Contact and Profile Please complete both pages of this Attachment B and send a copy of it, the signed Interpreter Services Agreement, and if applicable a copy of your tax exempt certificate to Language Line Services, Attn: Contract Administration Department, One Lower Ragsdale Drive, Bldg. 2, Monterey, CA 93940. PARENT COMPANY State of Texas (1027) ORGANIZATION NAME/LOCATION FOR THIS ACCOUNT: City of Round Rock (If different than parent company for example ABC Bank, Monterey Branch) OPERATIONS CONTACT Name: Caren Lee Telephone 512-671-2869 E -Mail: clee@round-rock.tx.us Address: 2008 Enterprise Dr.. City Round Rock Title: Administrative Technician III Fax 512-218-5563 State/Province TX Zip/Postal 78664 BILLING CONTACT _..._................_.............................................................._. Name Telephone E -Mail Address City State/Province ® same as operations contact Title Fax Zip/Postal Code TRAINING CONTACT Name Telephone ................ E -Mail Address City State/Province ❑ same as billing contact Title Fax ® same as operations contact Zip/Postal Code PUBLIC RELATIONS CONTACT 0 Internal PR Contact 0 PR Firm Company Telephone ....................... _....................... E -Mail ................................................ Address .............._...._......................_ City State/Province 0 same as billing contact Name Fax Zip/Postal Code Title ® same as operations contact © 2009 Language Line Services 03 31 2009 1 Lower Ragsdale Drive, Bldg. 2 • Monterey, CA 93940 • www.LanguageLine.cori) The following information is requested to create a customer profile of your organization. Under your industry, please check all activities that best describe your operations requiring language interpretation. The profile information is very important and will be used to better serve your interpretation needs. All the information that you provide is kept strictly confidential. FINANCIAL ❑ Bank ❑ Branch & Telephone Bankin ❑ Online/Interactive Banking ❑ Collections ❑ Consumer Credit ❑ Auto Finance ❑ Credit Card ❑ Mortgage/Home Equity ❑ Personal Loans/Credit ❑ Fraud/Loss/Stolen ❑ Personal Investment (retirement annuities) ❑ Telesales ❑ Technical Support ❑ Trust/Asset (benefit/retirement plan ❑ Other: GOVERNMENT ❑ Corrections ® Court ❑ Disaster Relief ❑ Employment ❑ Health and Human Services (Medical) ❑ Immigration ❑ Insurance ❑ Labor ❑ Military (Coast Guard, etc.) ❑ Postal Services ❑ Poison Control ❑ Public Safety ❑ 311 Non -Emergency ❑ 911 Emergency ❑ Police/EMS ❑ Tax Services ® Transit (public transportation, vehicle services, etc.) ® Utilities (water, gas, electricity) ❑ Other: Education 9 INSURANCE ❑ Claims Handling ❑ Commercial Property/Auto ❑ Group Health ❑ Group Life ❑ Homeowner ❑ Personal Auto ❑ Personal Health ❑ Personal Life ❑ Worker's Compensation ❑ Customer Service ❑ Sales ❑ Underwriting ❑ Other: MANUFACTURING ❑ Consumer ❑ Market Research ❑ Product Registration ❑ Purchase/Resale of Equipment ❑ Sales Call ❑ Technical/Product Support ❑ Technician ❑ Telemarketing/Catalog ❑ Warranties/Service Calls ❑ Other: MEDICAUHEALTH CARE ❑ Appointments ❑ Call Center ❑ Emergency Room ❑ General Patient Care ❑ HMO ❑ Information Surveys ❑ Pharmacy ❑ Professional Consultation ❑ Medical Claims/Billing ❑ Social Services ❑ Telemarketing ❑ Other: PUBLIC UTILITIES 0 Billing/Collections 0 Customer Service ❑ Telemarketing ❑ Other: TELECOMMUNICATIONS ❑ Billing (credit/collections, etc.) ❑ Card Service (phone, calling card, credit card) ❑ Customer Service (post -sales activities) ❑ Fraud (fraudulent or annoyance investigation) ❑ Operator Service ❑ Repair ❑ Sales (sales support, activation) ❑ Technical Support ❑ Telemarketing ❑ Other: TRANSPORTATIONIrRAVEUHOSPITALITY ❑Customer Service ❑ Operations ❑ Reservation ❑ Other: MISCELLANEOUS ❑ Consulting ❑ Entertainment ❑ Legal ❑ Private Law Finn ❑ Private Paralegal Services ❑ Non-profit Organization ❑ Real Estate ❑ Retail ® Other: Receptionist for the main City phone number 24-HOUR CALL BACK NUMBER: 512-218-5400 The number you provide will be called to reach your agent directly in the event you accidentally hang up on your limited English-speaking customer. We will make every attempt to provide excellent customer service on your behalf. The number of employees who will be trained to use the interpreter service (estimated): 4 ........_._ Standard Industry Classification (SIC Code), if known: Tax Exempt: ® Yes 0 No If yes, please include a copy of tax exempt letter or certificate with application. If applicable please include a copy of your Purchase Order. Your prompt return of this form and the signed Service Agreement (if applicable) will ensure a speedy activation of your account. Thank You. If you have questions about this form: Customer Name:_City of Round R Approver Signat E-mail: customerservice@languageline.com Call: 1 800 752-6096 Fax: 1 800 821-9040 anguage Line Services, Inc. Approver Signature: Approver Name: _Steve Norwood Approver Name: Louis F. Provenzano, it Approver Ti e: City Manager Approver Title: President/Chief Operating Officer Date: Z of Z Date: © 2009 Lan ag Line Services 03 31 2009 1 Lower Ragsdale Drive, Bldg. 2 • Monterey, CA 93940 • www.LanguageLine.cora 01-339 (Back) (Rev. 12-02/4) TEXAS SALES AND USE TAX EXEMPTION CERTIFICATION Name of purchaser, firm or agency City of Round Rock Address (Street & number, P.O. Box or Route number) 221 East Main St. City, State, ZIP code Round Rock, Texas 78664 Phone (Area code and number) 512-218-5400 I, the purchaser named above, claim an exemption from payment of sales and use taxes (for the purchase of taxable items described below or on the attached order or invoice) from: Seller: Language Line Services Street address. 1 Lower Ragsdale Drive, BIdg. 2 City, State, ZIP code• Monterey, CA 93940 Description of items to be purchased or on the attached order or invoice: Interpreter Services and Document Translation Purchaser claims this exemption for the following reason: The City of Round Rock, Texas is a tax-exempt municipality. Tax ID #74-6017485 I understand that I will be liable for payment of sales or use taxes which may become due for failure to comply with the provisions of the Tax Code: Limited Sales, Excise, and Use Tax Act; Municipal Sales and Use Tax Act; Sales and Use Taxes for Special Purpose Taxing Authorities; County Sales and Use Tax Act; County Health Services Sales and Use Tax; The Texas Health and Safety Code; Special Provisions Relating to Hospital Districts, Emergency Services Districts, and Emergency Services Districts in counties with a population of 125,000 or less. I understand that it is a criminal offense to give an exemption certificate to the seller for taxable items that l know, at the time of purchase, will be used in a manner other than that expressed in this certificate and, depending on the amount of tax evaded, the offense may range from a Class C misdemeanor to a felony of the second degree. Purchaser sign here Title For the City of Round Rock Date,-.5? NOTE: This certificate cannot be issued for the purchase, lease, or rental of a motor vehicle. THIS CERTIFICATE DOES NOT REQUIRE A NUMBER TO BE VALID. Sales and Use Tax "Exemption Numbers" or "Tax Exempt' Numbers do not exist. This certificate should be furnished to the supplier. Do not send the completed certificate to the Comptroller of Public Accounts. 5-1