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Home My WebLink AboutBOARD STANDING COMMITTEES - 09092019 - Internal Ops Agenda PktINTERNAL OPERATIONS COMMITTEE September 9, 2019 1:00 P.M. 651 Pine Street, Room 101, Martinez Supervisor Diane Burgis,Chair Supervisor Candace Andersen, Vice Chair Agenda Items: Items may be taken out of order based on the business of the day and preference of the Committee 1.Introductions 2.Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to three minutes). 3.RECEIVE and APPROVE the Record of Action for the June 10, 2019 IOC meeting. (Timothy Ewell, County Administrator's Office) 4.CONSIDER recommending to the Board of Supervisors the appointment of Vincent Moita to the County 1 seat and Lisa Caronna to the Community 3 seat on the Affordable Housing Finance Committee (Kristen Lackey, Conservation and Development Department) 5.CONSIDER accepting the Small Business Enterprise, Outreach, and Local Bid Preference Programs Report, reflecting departmental program data for the period January 1 through June 30, 2019. (David Gould, Purchasing Services Manager, Public Works Department) 6.CONSIDER accepting a report on language interpretation services at Board of Supervisors meetings and PROVIDE direction to staff regarding next steps. (Jami Napier, Chief Assistant Clerk of the Board of Supervisors) 7.The next meeting is currently scheduled for October 14, 2019. 8.Adjourn The Internal Operations Committee will provide reasonable accommodations for persons with disabilities planning to attend Internal Operations Committee meetings. Contact the staff person listed below at least 72 hours before the meeting. Any disclosable public records related to an open session item on a regular meeting agenda and distributed by the County to a majority of members of the Internal Operations Committee less than 1 96 hours prior to that meeting are available for public inspection at 651 Pine Street, 10th floor, during normal business hours. Staff reports related to items on the agenda are also accessible on line at www.co.contra-costa.ca.us. Public comment may be submitted via electronic mail on agenda items at least one full work day prior to the published meeting time. For Additional Information Contact: Julie DiMaggio Enea, Committee Staff Phone (925) 335-1077, Fax (925) 646-1353 julie.enea@cao.cccounty.us 2 INTERNAL OPERATIONS COMMITTEE 3. Meeting Date:09/09/2019 Subject:RECORD OF ACTION FOR THE JUNE 10, 2019 IOC MEETING Submitted For: David Twa, County Administrator Department:County Administrator Referral No.: N/A Referral Name: RECORD OF ACTION Presenter: Timothy Ewell Contact: Julie DiMaggio Enea (925) 335-1077 Referral History: County Ordinance requires that each County body keep a record of its meetings. Though the record need not be verbatim, it must accurately reflect the agenda and the decisions made in the meeting. Referral Update: Attached is the Record of Action for the June 10, 2019 IOC meeting. Recommendation(s)/Next Step(s): RECEIVE and APPROVE the Record of Action for the June 10, 2019 IOC meeting. Fiscal Impact (if any): None. Attachments DRAFT IOC Record of Action for June 10, 2019 3 D R A F T INTERNAL OPERATIONS COMMITTEE RECORD OF ACTION FOR JUNE 10, 2019 Supervisor Diane Burgis,Chair Supervisor Candace Andersen, Vice Chair Present: Diane Burgis, Chair Candace Andersen, Vice Chair Staff Present:Julie DiMaggio Enea, Staff Attendees:Brian Balbus, PW Director; Carrie Ricci, Deputy PW Director; David Gould, Purchasing Services Manager; Mark Goodwin, District III Chief of Staff; Kristen Lackey, DCD 1.Introductions Chair Burgis called the meeting to order at 1:05 p.m. and invited attendees to introduce themselves. 2.Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to three minutes). No one requested to speak during the public comment period. 3.RECEIVE and APPROVE the Record of Action for the May 13, 2019 IOC meeting. The Commitee approved the Record of Action for they May 13, 2019 meeting as presented. AYE: Chair Diane Burgis, Vice Chair Candace Andersen Passed 4.RECOMMEND to the Board of Supervisors the appointment of Warren Ritter to the County 3 seat on the Affordable Housing Finance Committee to a term that will expire on June 30, 2022. Approved as recommended. AYE: Chair Diane Burgis, Vice Chair Candace Andersen Passed 4 Passed 5.CONSIDER if it would be beneficial and appropriate to increase the purchasing agent's authority to engage independent contractors from the current limit of $100,000 to the new statutory limit of $200,000 and DETERMINE recommendation, if any, for Board of Supervisors consideration. Julie Enea presented the staff report. The Committee concurred with the staff recommendation to increase the purchasing agent's authority both to engage independent contracts and issue purchase orders, each up to amounts not to exceed $200,000, and directed staff to forward this recommendation to the Board of Supervisors for consideration. AYE: Chair Diane Burgis, Vice Chair Candace Andersen Passed 6.The next meeting is currently scheduled for July 8, 2019. The Committee confirmed the next meeting date as shown. 7.Adjourn Chair Burgis adjourned the meeting at 1:15 p.m. For Additional Information Contact: Julie DiMaggio Enea, Committee Staff Phone (925) 335-1077, Fax (925) 646-1353 julie.enea@cao.cccounty.us 5 INTERNAL OPERATIONS COMMITTEE 4. Meeting Date:09/09/2019 Subject:RECOMMENDATIONS FOR APPOINTMENT TO THE AFFORDABLE HOUSING FINANCE COMMITTEE Submitted For: John Kopchik, Director, Conservation & Development Department Department:Conservation & Development Referral No.: IOC 19/5 Referral Name: Advisory Body Recruitment Presenter: Kristen Lackey, Affordable Housing Program Manager Contact: Kristen Lackey 925.674.7205 Referral History: The Affordable Housing Finance Committee advises the Board of Supervisors on the annual allocation of approximately $3 million in HOME Investment Partnership Act (HOME) and $1.8 million in Community Development Block Grant (CDBG) funds for affordable housing development in Contra Costa County. These funds are allocated to the County on an annual basis by formula through the U.S. Department of Housing and Urban Development. The Committee consists of nine members, including: three city representatives (one each from East, Central and West County) three county representatives; and three community representatives. The three city representatives are nominated by the cities in each subregion of the County and approved by the Board of Supervisors. Nominations for county and community representatives are solicited by the Department of Conservation and Development. All county and community representative appointments to the AHFC are reviewed by the Internal Operations Committee (IOC) and referred to the Board of Supervisors for approval. AHFC terms are for three years. A current AHFC roster is attached. Referral Update: With the approval of the nominations, there will remain two vacancies on the committee: City 2/West and City 3/Central. Recommendation(s)/Next Step(s): RECOMMEND to the Board of Supervisors the appointment of Vincent Moita (Walnut Creek) to 6 RECOMMEND to the Board of Supervisors the appointment of Vincent Moita (Walnut Creek) to the County 1 seat to complete the unexpired term ending on June 30 2020, and Lisa Caronna (Kensington) to the Community 3 seat to a new term expiring on June 30, 2022, on the Affordable Housing Finance Committee, as recommended by the Affordable Housing Program Manager. Attachments Ltr of Recommendation_Affordable Housing Finance Cte AHFC Roster 2019 Candidate Application_Vincent Moita_AHFC Candidate Application_Lisa Caronna_AHFC 7 8 9 10 11 12 13 14 15 16 17 INTERNAL OPERATIONS COMMITTEE 5. Meeting Date:09/09/2019 Subject:Small Business Enterprise & Outreach Program and Local Bid Preference Program Reports for Jan-Jun 2019 Submitted For: Brian M. Balbas, Interim Public Works Director/Chief Engineer Department:Public Works Referral No.: IOC 19/1; 19/4 Referral Name: Small Business Enterprise and Outreach Programs; Local Bid Preference Program Presenter: David Gould, Purchasing Services Manager Contact: David Gould (925) 957-2491 Referral History: Contra Costa County values the contributions of small business in the County and has developed programs to assist in the solicitation and awarding of contracts. The Board of Supervisors has adopted these programs to enable small and local businesses to compete for a share of the County's purchasing transactions. SBE and Outreach Programs. The Board of Supervisors has set a goal of awarding at least 50% of eligible product and service dollars to small businesses. The Small Business Enterprise (SBE) Program applies to: (1) county-funded construction contracts of $100,000 or less; (2) purchasing transactions of $100,000 or less; and (3) professional/personal service contracts of $100,000 or less. The SBE Program's objective is to have at least 50% or more of the total eligible dollar base amounts be awarded to SBEs. A Small Business Enterprise, as defined by the California Government Code, Section 14837, Chapter 3.5 must be: Independently owned and operated business, which is not dominant in its field of operation Principal office of which is located in California Officers of which are domiciled in California, and which together with affiliates, has 100 or fewer employees Average annual gross receipts of fourteen million dollars ($15,000,000) or less over the previous three tax years, or a manufacturer with 100 or fewer employees. Local Bid Preference Program. On August 10, 2004, the Board of Supervisors referred to the Internal Operations Committee (IOC) the creation of a policy to grant a five percent preference to Contra Costa County vendors on all sealed bids or proposals, except with respect to those contracts which state law requires to be granted to the lowest bidder, and review of an ordinance to be drafted by County Counsel to enact this policy. The 2005 IOC proposed a new ordinance to the Board of Supervisors, and the Board adopted the local bid preference ordinance to support small local business and stimulate the local economy at no additional cost to the County. The 18 small local business and stimulate the local economy at no additional cost to the County. The ordinance provides that if the low bid in a commodities purchase is not a local vendor, any responsive local vendor who submitted a bid over $25,000 that was within 5% percent of the lowest bid has the option to submit a new bid. The local vendor will be awarded if the new bid is in an amount less than or equal to the lowest responsive bid, allowing the County to favor the local vendor but not at the expense of obtaining the lowest offered price. The ordinance defines a local vendor as any business that has its headquarters, distribution point, or locally-owned franchise located within the county for at least six months immediately prior to the issuance of the request for bids, and holds a valid business license by a jurisdiction in Contra Costa County. Reporting Requirements It is the responsibility of each department to track and compile the data on purchasing and outreach activities so that a countywide report can be provided to the Board of Supervisors. It is the responsibility of the Purchasing Services Manager to comply with and report on the Local Bid Preference Program. The Board receives reports for six month increments, and the last report received by the Board was for the period ending December 2018. The attached report constitutes the next report due for the time period of January 1 through June 30, 2019. Since adoption, the IOC has continued to monitor the effects of these programs through annual reports, currently prepared and presented by the Purchasing Services Manager. Referral Update: Attached is the SBE, Outreach, and Local Bid Preference Programs report for the period January 1 through June 30, 2019. Recommendation(s)/Next Step(s): ACCEPT the Small Business Enterprise, Outreach, and Local Bid Preference Programs Report, reflecting departmental program data for the period January 1 through June 30, 2019. Fiscal Impact (if any): None. This is an informational report. Attachments 1 SBE, Outreach and Local Bid Programs Report for January-June 2019 SBE, Outreach and Local Bid Programs Report for January-June 2019- - Attachment A 19 “Accredited by the American Public Works Association” 255 Glacier Drive Martinez, CA 94553-4825 TEL: (925) 313-2000  FAX: (925) 313-2333 www.cccpublicworks.org Brian M. Balbas, Director Deputy Directors Stephen Kowalewski, Chief Allison Knapp Warren Lai Carrie Ricci Joe Yee August 29, 2019 TO: Internal Operations Committee Supervisor Diane Burgis, District III, Chair Supervisor Candace Andersen, District II, Vice Chair FROM: David Gould, Procurement Services Manager SUBJECT: Small Business Enterprise, Outreach, and Local Program Report for January‐June 2019 RECOMMENDATION: ACCEPT the SBE, Outreach, and Local Programs Report, reflecting departmental program data for the period: January 1 through June 30, 2019. BACKGROUND: Contra Costa County values the contributions of small business in the County and has developed programs to assist in the solicitation and awarding of contracts. The Board of Supervisors has adopted these programs to enable small and local businesses to compete for a share of the County's purchasing transactions. The Board of Supervisors has set a goal of awarding at least 50% of eligible product and service dollars to small businesses. The Small Business Enterprise (SBE) Program applies to: (1) county-funded construction contracts of $100,000 or less; (2) purchasing transactions of $100,000 or less; and (3) professional/personal service contracts of $100,000 or less. The SBE Programs objective is to have at least 50% or more of the total eligible dollar base amounts be awarded to SBEs. A Small Business Enterprise, as defined by the California Government Code, Section 14837, Chapter 3.5 must be: •Independently owned and operated business, which is not dominant in its field of operation •Principal office of which is located in California •Officers of which are domiciled in California, and which together with affiliates, has 100 or fewer employees •Average annual gross receipts of fifteen million dollars ($15,000,000) or less over the previous three tax years, or a manufacturer with 100 or fewer employees. 20 SBE, Outreach, and Local Business Report August 29, 2019 Page 2 of 4 Reporting Requirements It is the responsibility of each department to track and compile the data on these purchasing activities so that a countywide report can be provided to the Board of Supervisors. The Board receives reports for six month increments, and the last report received by the Board was for the period ending December 2018. Attachment A constitutes the report due for the time period of January 1- June 30, 2019. Summary Findings The table below summarizes the attached department activity on a countywide basis. January - June 2019 ACTIVITY TYPE: Total # of ALL Contracts Total # of SBE Contracts SBE Percent of Total Total Dollar Value of ALL Contracts Total Dollar Value of SBE Contracts SBE Percent of Total Professional/Personal Services 245 124 50.2 $12,532,206 $6,289,241 50.2% Purchasing Transactions 1366 490 35.9% $28,597,932 $8,272,693 28.9% Construction Contracts 0 0 0% $0 $0 0% This information shows the County is directing a large volume of qualifying activity to SBE firms. For professional/personal services contracts, this activity exceeded the 50% goal for the dollar value and number of contracts. While the activity for purchasing transactions did not achieve the 50% goal, the dollar value of contracts awarded to SBE businesses exceeded $8 million for the reporting period. No construction contracts were reported. It is worth noting that the SBE participation goals of surrounding agencies are typically in the 20-25% range. By that measure, Contra Costa County’s reported activity is above that threshold in every reporting category. The Department of Conservation and Development, and the Library are commended for exceeding their goals in both professional services contracts and purchasing transactions. Department/Activity Total # of ALL Contracts Total # of SBE Contracts SBE Percent of Total Total Dollar Value of ALL Contracts Total Dollar Value of SBE Contracts SBE Percent of Total Department of Conservation & Development Professional/Personal Services 9 5 55.6% $433,955 $269,595 62.1% Purchasing Transactions 18 16 88.9% $270,396 $150,397 55.6% Library Professional/Personal Services 3 1 33.3% $61,500 $55,000 89.4% Purchasing Transactions 46 29 63.0% $237,375 $165,895 69.9% 21 SBE, Outreach, and Local Business Report August 29, 2019 Page 3 of 4 E-Outreach Report In order to encourage the use of small, local, and disadvantaged businesses, the County's E- Outreach Program requires bids and Request for Proposals of $10,000 or more to be solicited online. For this period there were 48 bids totaling $20,823,971 that fell within the County's E-Outreach Program. In addition, outreach data for all electronic solicitations is maintained and provided through the Purchasing Division of the Public Works Department reflecting outreach to small, women, minority-owned, local, disabled veteran, and disadvantaged business enterprises. During the reporting period, 48 bids were conducted using the BidSync e- outreach site. Notifications were sent to 276,222 businesses of which 39% are considered a small, local, or disadvantaged business enterprise. E-Outreach January 1, 2019 - June 30, 2019 Number of Solicitations 48 Total Notifications 276,222 Dollar Value $ 20,823,971 BUSINESS CATEGORY Notifications Percentage of Total MBE - Minority Business Enterprise 18,022 6.5% WBE - Women Business Enterprise 17,700 6.4% SBE - Small Business Enterprise 53,949 19.5% LBE - Local Business Enterprise 2,781 1.0% DVBE - Disabled Veteran Business Enterprise 681 0.2% DBE – Disadvantaged Business Enterprise 13,454 4.9% Total 106,587 39% Local Business Preference The Local Bid Preference Program allows a bidder in a commodity bid exceeding $25,000, who is a low bidder, to submit a new bid if they are within 5% of the low bidder. There were no instances of the Bid Preference being utilized for this reporting period. 22 SBE, Outreach, and Local Business Report August 29, 2019 Page 4 of 4 Dollar Value Awarded to Local and Bay Area Businesses The dollar value of Purchase Orders issued for the period was $99.7 million. The dollar value awarded to Contra Costa County businesses was $9.45 million. The value awarded to other Bay Area businesses was 19% or $18.4 million. This represents a significant contribution to the local economy. Contra Costa County $9,450,327 9% Other Bay Area Counties $18,461,968 19% Other $71,784,762 72% Total $99,697,057 100% Conclusion The County demonstrates continued commitment to achieving the 50% goal for participation by SBE firms in contract and purchasing activity. While the data for some departments is below this threshold, departments are showing greater interest in increasing the percentage of awarded contracts. Instruction is being provided on the search features of the purchasing system which identifies businesses in the small, local, women, minority, veteran and disadvantaged business categories. Attachment A 0 5 10 15 20 25 30 35 40 1/1 to 6/30 2017 7/1 to 12/31 2017 1/1 to 6/30 2018 7/1 to 12/31 2018 1/1 to 6/30/19 PO Value by Area in Millions of Dollars Contra Costa County Other Bay Area Counties 23 ATTACHMENT ASMALL BUSINESS ENTERPRISE ‐ Program Activity reportReporting Period: January ‐ June 2019Total # of Total # of SBE percent ofTotal dollar value Total dollar value SBE percent ofALLcontractsSBEcontractsTotal # of contractsof ALL contractsof SBEcontractsTotal contracts valueAgricultureProfessional/Personal services contracts 2 0 0.0% $6,000 $0 0.0%Purchasing Transactions 21 1 4.8% $94,491 $1,520 1.6%Construction contracts 0 0 0.0% $0 $0 0.0%Animal Services Professional/Personal services contracts 3 3 100.0% $32,200 $32,200 100.0%Purchasing Transactions17423.5%$165,846 $10,9726.6%Construction contracts000.0%$0$00.0%AssessorProfessional/Personal services contracts 0 0 0.0% $0 $0 0.0%Purchasing Transactions 21 4 83.30% $341,552 $28,576 8.4%Construction contracts 0 0 0 $0 $0 0.0%Auditor‐ControllerProfessional/Personal services contracts 1 0 0.0% $596 $0 0.0%Purchasing Transactions 1 0 0.0% $437 $0 0.0%Construction contracts 0 0 0.0% $0 $0 0.0%Clerk‐Recorder‐ElectionsProfessional/Personal services contracts 13 2 15.4% $278,563 $6,141 2.2%Purchasing Transactions11545.5%$163,861 $110,68967.6%Construction contracts000.0%$0$00.0%Conservation and DevelopmentProfessional/Personal services contracts 9555.6%$433,955 $269,59562.1%Purchasing Transactions181688.9%$270,396 $150,39755.6%Construction contracts000.0%$0$00.0%County Administrator's Office ‐ AdministrationProfessional/Personal services contracts 200.0%$600,000$00.0%Purchasing Transactions2150.0%$4,900$1,40028.6%Construction contracts000.0%$0$00.0%Page 1 of 424 ATTACHMENT ASMALL BUSINESS ENTERPRISE ‐ Program Activity reportReporting Period: January ‐ June 2019Total # of Total # of SBE percent ofTotal dollar value Total dollar value SBE percent ofALLcontractsSBEcontractsTotal # of contractsof ALL contractsof SBEcontractsTotal contracts valueCounty Administrator's Office ‐ Clerk of the BoardProfessional/Personal services contracts 0 0 0.0% $0 $0 0.0%Purchasing Transactions 5 3 60.0% $109,313 $100,713 92.1%Construction contracts 0 0 0.0% $0 $0 0.0%County Administrator's Office ‐ Communications and MediaProfessional/Personal services contracts 2 0 0.0% $99,000 $0 0.0%Purchasing Transactions 12 6 50.0% $102,015 $74,104 72.6%Construction contracts 0 0 0.0% $0 $0 0.0%County Administrator's Office ‐ Dept. of Information Technology (DoIT)Professional/Personal services contracts 0 0 0.0% $0 $0 0.0%Purchasing Transactions 54 19 35.2% $806,510 $548,936 68.1%Construction contracts 0 0 0.0% $0 $0 0.0%County Administrator's Office ‐ Office of Reentry & JusticeProfessional/Personal services contracts 0 0 0.0% $0 $0 0.0%Purchasing Transactions 3 19 633.3% $2,388 $0 0.0%Construction contracts 0 0 0.0% $0 $0 0.0%Dept. Child Support Services (DCSS)Professional/Personal services contracts 5 1 20.0% $181,000 $99,000 54.7%Purchasing Transactions 33 9 27.3% $706,732 $172,270 24.4%Construction contracts 0 0 0.0% $0 $0 0.0%County CounselProfessional/Personal services contracts 0 0 0.0% $0 $0 0.0%Purchasing Transactions 0 0 0.0% $0 $0 0.0%Construction contracts 0 0 0.0% $0 $0 0.0%District AttorneyProfessional/Personal services contracts 5 5 100.0% $62,434 $62,434 100.0%Purchasing Transactions 39 17 43.6% $588,502 $275,380 46.8%Construction contracts 0 0 0.0% $0 $0 0.0%Page 2 of 425 ATTACHMENT ASMALL BUSINESS ENTERPRISE ‐ Program Activity reportReporting Period: January ‐ June 2019Total # of Total # of SBE percent ofTotal dollar value Total dollar value SBE percent ofALLcontractsSBEcontractsTotal # of contractsof ALL contractsof SBEcontractsTotal contracts valueEmployment and Human ServicesProfessional/Personal services contracts 27 13 48.1% $1,022,461 $497,89948.7%Purchasing Transactions152 5737.5% $2,297,692 $767,73833.4%Construction contracts000.0%$0$00.0%Fire Protection DistrictProfessional/Personal services contracts 3133.3%$99,400$8,2808.3%Purchasing Transactions15320.0%$397,991 $99,29524.9%Construction contracts000.0%$0$00.0%Health ServicesProfessional/Personal services contracts 108 6257.4% $6,037,596 $3,582,428 59.3%Purchasing Transactions442 8018.1% $10,047,878 $1,821,054 18.1%Construction contracts000.0%$0$00.0%Human ResourcesProfessional/Personal services contracts 55100.0% $286,900 $286,900100.0%Purchasing Transactions900.0%$132,340$00.0%Construction contracts000.0%$0$00.0%LibraryProfessional/Personal services contracts 3133.3%$61,500 $55,00089.4%Purchasing Transactions462963.0%$237,375 $165,89569.9%Construction contracts000.0%$0$00.0%ProbationProfessional/Personal services contracts 21942.9%$308,377 $189,47161.4%Purchasing Transactions532343.4%$394,890 $180,04645.6%Construction contracts100.0%$7,290$00.0%Page 3 of 426 ATTACHMENT ASMALL BUSINESS ENTERPRISE ‐ Program Activity reportReporting Period: January ‐ June 2019Total # of Total # of SBE percent ofTotal dollar value Total dollar value SBE percent ofALLcontractsSBEcontractsTotal # of contractsof ALL contractsof SBEcontractsTotal contracts valuePublic DefenderProfessional/Personal services contracts 0 0 0.0% $0 $0 0.0%Purchasing Transactions 9 1 11.1% $101,050 $6,667 6.6%Construction contracts 0 0 0.0% $0 $0 0.0%Public WorksProfessional/Personal services contracts 26 15 57.7% $1,289,725 $744,89357.8%Purchasing Transactions227 15769.2% $6,335,347 $2,273,055 35.9%Construction contracts000.0%$0$00.0%Office of the SheriffProfessional/Personal services contracts 12216.7% $1,732,499 $455,00026.3%Purchasing Transactions 168 5331.5% $5,245,220 $1,475,986 28.1%Construction contracts000.0%$0$00.0%Treasurer ‐ Tax CollectorProfessional/Personal services contracts 000.0%$0$00.0%Purchasing Transactions11218.2%$53,594$8,00014.9%Construction contracts000.0%$0$00.0%Veterans Services OfficeProfessional/Personal services contracts 000.0%$0$00.0%Purchasing Transactions000.0%$0$00.0%Construction contracts000.0%$0$00.0%Total Activity ReportedProfessional/Personal services contracts 247 12450.2%$12,532,206 $6,289,24150.2%Purchasing Transactions1366 49035.9%$28,597,932 $8,272,69328.9%Construction contracts000.0%$0$00.0%Page 4 of 427 INTERNAL OPERATIONS COMMITTEE 6. Meeting Date:09/09/2019 Subject:Policy Regarding Policy Regarding Language Interpretation Services at Board of Supervisors Meetings Submitted For: David Twa, County Administrator Department:County Administrator Referral No.: IOC 19/13 Referral Name: Policy Regarding Language Interpretation Services at Board of Supervisors Meetings Presenter: Jami Napier, Chief Asst Clerk of the Board Contact: Jami Napier, 925-335-1908 Referral History: Currently, there is no formal process for providing language interpretation services at the Contra Costa County Board of Supervisors meetings. If a member of the public speaks at public comment and they are more comfortable speaking a language other than English, they historically have brought a language interpreter with them for assistance. Upon approaching the podium to address the Board of Supervisors, the Clerk doubles the speaker’s time in order to allow both the speaker, in their preferred language, and the English interpreter to address the Board of Supervisors. This method of interpretation is referred to as “consecutive interpretation”. In Contra Costa County, several departments utilize language translation and interpretation services from one vendor (Language Line). For example, the Employment and Human Services Department has a contract for up to $1,250,000 to provide telephone interpretation, on-site interpretation, and document translation services. Additionally, other county departments, including the District Attorney, Health Services, and the Clerk-Recorder-Elections Department also use language interpretation services from Language Line. To better serve the residents of Contra Costa County and encourage public participation in Board meetings, the Chair of the Board of Supervisors requested a study and report on language accommodations for Board of Supervisors meetings in the other Bay Area Counties. Referral Update: The Chief Assistant Clerk of the Board conducted a survey of Bay Area counties and received responses from four local counties: Alameda, Marin, Santa Clara, and Solano. The four responding counties request a 72-hour advance notice for language interpretation services from individuals planning to attend a Board of Supervisors meeting. All four counties currently provide language accommodations in varying degrees, as summarized below. 28 Contracts with Neighboring Counties: Overview and Administration Alameda County Clerk of the Board, through administration, has contracts with two vendors and provides services in both American Sign Language and Spanish upon a 72-hour advance request. Marin County Clerk of the Board has one contract through their administration office and can provide translation services in both Spanish and other languages, also with a 72-hour advance request. Santa Clara County Clerk of the Board through their executive office has multiples contracts with translation vendors. The Clerk of the Board uses Mandarin, Spanish and other language translators. Solano County Clerk of the Board reports that they do not have a contract to provide language translation services, but citizens can request a Spanish translator with a 72-hour advance request. Vendor Services and Pricing The costs for services will vary with the breadth of the contract. Costs tend to be on an hourly or as-needed basis. Among the counties surveyed, there is a consensus that in person interpretation services have a two-hour minimum time length. All counties evaluated, with the exception of Santa Clara, have limited experience with translation services. The costs provided below are based on information provided by customers of other existing service contracts, rather than by the vendors. The costs are provided only for benchmarking and discussion purposes, and do not constitute a bid or proposal from the vendors discussed below. In-Person and On-Site Interpretation Language Line, the vendor Contra Costa County Employment and Human Services uses for interpretation services has a 2-hour minimum for on-site services. Language Line On-Site Service Prices Tier 1 – Spanish $60/hour Tier 2 – Standard Languages $60/hour Tier 3 – American Sign Language $70/hour Tier 4 – Rare Languages $80/hour A few examples of standard languages are Cantonese, Mandarin and Tagalog. Rare languages include Burmese, Mongolian and Tongan. Linguistica, the vendor that Marin County Clerk of the Board uses for interpretation services also has a 2-hour minimum for on-site interpretations/in-person services. Linguistica On-Site Service Prices Spanish $65/hour All other languages $75/hour Telephone Interpretation Voiance is utilized by Santa Clara County to provide over-the-phone interpretation. Voiance contractors charge a rate of $0.59 per minute and list over 60 languages in the contract. 29 Voiance Telephone Service Prices 60 languages $0.59/minute (equivalent to $35.40/hour) Written Materials Translation Language Line, the vendor the Contra Costa Employment and Human Services uses has written materials translation fees in their contract. With a $60 minimum, the charges are per word. Language Line Written Materials Prices Spanish $.19/word Cantonese & Mandarin $.24/word Tagalog $.25/word As an example, a Board of Supervisors meeting agenda is on average 26 pages. There are approximately 300 words per page for an agenda. The cost for a Spanish translation of a 7,800 words is $1,482.00 A discussion item board report can be from one to one-hundred pages long with 400-500 words on a page. A ten-page board report with 400 words on a page would cost $960.00 to translate. Recommendation(s)/Next Step(s): ACCEPT report regarding the use of translation and interpretation services by other counties;1. DETERMINE whether or not the County should adopt a policy related to interpretation and/or translation services; 2. DIRECT staff to draft a policy on language interpretation services for Board of Supervisors meetings, if the Internal Operations Committee determines that a policy is needed. 3. Fiscal Impact (if any): Unknown fiscal impact. Attachments No file(s) attached. 30