Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Colleen Chawla, Chief, San Mateo County Health
CJ Kunnappilly, MD, Chief Executive Officer, San Mateo Medical Center
Kimberlee Kimura, Director, Health Administration
Subject: Amendment to the Agreement with Excel Interpreting, LLC for Language Interpretation Services
RECOMMENDATION:
title
Adopt a resolution authorizing an amendment to the agreement with Excel Interpreting, LLC for language interpretation services, increasing the amount by $600,000, to a new not to exceed amount of $1,250,000 with no change to the term.
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BACKGROUND:
Since 2010, County Health has contracted with various agencies to provide in-person interpretation services to various Health divisions, bridging the language gap between County staff and the County’s Limited English Proficient residents to support the provision of high-quality and timely care to its most vulnerable clients. By bridging the language gap, County Health can better connect with and serve its culturally, ethnically, and linguistically diverse communities. The County’s success in this arena is evidenced by the fact that it was recognized as a Certified Welcoming Place by Welcoming America in January 2024, becoming the first county in California and one of only 21 cities and counties in the United States to achieve the distinction for its commitment to immigrant inclusion and belonging.
Staff utilize these services throughout the County in various settings, such as one-on-one clinic appointments, group counseling sessions, home visits, training sessions, and community meetings.
In January 2023, San Mateo County Health released a Request for Proposals for qualified contractors to provide interpretation and translation services for all divisions of County Health. Excel Interpreting, LLC (Excel) was elevated to provide in-person interpretation services based on its over 10 years of experience in the industry, online capacity to reserve and track interpretation requests, strong vetting process for its interpreters, and understanding of the County’s service needs. On June 11, 2024, this Board approved an agreement with Excel to provide language interpreting services for the term of July 1, 2024 through June 30, 2027, in an amount not to exceed $650,000.
DISCUSSION:
San Mateo Medical Center (SMMC), one of Health’s divisions, has been utilizing this agreement with Excel for in-person interpretation services. Earlier this year, SMMC experienced significant technical issues with their video interpretation devices, necessitating increased reliance on Excel’s in-person interpretation services. As a result, usage has increased unexpectedly by up to 1,219% year-over-year in recent months. This amendment will increase the amount of the agreement by $600,000, to a new not to exceed amount of $1,250,000, to accommodate the unforeseen surge in utilization. We currently have an active RFP for video remote interpretation services and are working to have a new solution in place by the end of 2025. We estimate that costs for May will be approximately $188,000, $60,000 in June, and $75,000 for July through December 2025, returning us back to our usual utilization rate.
The County Attorney has reviewed and approved the resolution and amendment as to form.
The resolution contains the County’s standard provisions allowing amendment of the County fiscal obligations by a maximum of $25,000 (in aggregate).
It is anticipated that a minimum of 98% of all interpretation requests will be filled.
PERFORMANCE MEASURE:
|
Measure |
FY 2024-25 Estimated |
FY 2025-26 Projected |
|
Percentage of interpretation requests filled |
≥98% |
≥98% |
COMMUNITY IMPACT:
Continuity with Excel will positively impact the County’s diverse population of over 750,000 residents because it allows for healthcare services and appointments with clients to be interpreted in over 225 languages, which serve the County’s target audience. Having this contract with Excel allows access to in-person interpreters who are trained and certified in areas of health, medical, and mental health terminology, overcoming not only language barriers but also bridging the gap for individuals
who are deaf and require American Sign Language. This provider is committed to continuing to break linguistic communication barriers through high-quality language access services and is aligned with making a positive equitable impact to the County.
FISCAL IMPACT:
The term of the amended agreement is July 1, 2024 through June 30, 2027. The amendment increases the amount payable under the agreement by $600,000 to an amount not to exceed $1,250,000 for the three-year term. Funds in the amount of $300,000 are included in the SMMC FY 2025-26 Recommended Budget. Funds in the amount of $300,000 are included in the SMMC FY 2026-27 Recommended Budget.