Title
Translation Services - Avantpage Contract - RFA-24-0366 Request for Award (Ordinance S-51138)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Avantpage, Inc., to provide translation services for the City Manager's Office, Budget and Research Department, Communications Office, Law Department and other departments as necessary. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $189,000.
Report
Summary
This contract will provide written translation services for multiple City departments including translation of budget materials, FundPHX materials, the Budget Tabloid, annual budget books, and other written outreach materials for the Spanish-speaking community. This contract also provides technical translation of documents and interpretation services for videos. This contract is critical for accurate translation or City documents.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstances Without Competition. A change in translation contractors would require Budget and Research staff to train new contractors on the City's budget materials, formatting, financial vocabulary, and technical language, and would be difficult for staff from meeting critical budget process timelines. Similarly, other departments would also be impacted by the inability to receive interpretation/translation services on an expedited basis.
Contract Term
The contract will begin on or about July 1, 2024, for a five-year term with four one-year options to extend.
Financial Impact
The aggregate contract value for will not exceed $189,000 for the five-year aggregate term. Funding is available in the various department budgets.
Department
Responsible Department
This item is submitted by City Manager Jeffrey Barton and the City Manager's Office, Budget and Research Department, Communications, and Law departments.