RSC012279_Revised_Contract.pdf

Index No.: GDC024

Eff. Date: 02/01/23

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: TRANSLATION AND INTERPRETATION SERVICES

CONTRACT NUMBER: RSC012279 EFFECTIVE DATES: 02/01/23 TO 12/31/25

The Department of Administrative Services has accepted Proposals submitted in response to Request for Proposal (RFP) No.

SRC0000005964 that opened on 11/30/22. The evaluation of the Proposal responses has been completed. The Offeror listed herein has been determined to be the highest ranking Offeror and has been awarded a Contract for the services listed. The respective Proposal response including, Contract Terms & Conditions, any Proposal amendment, special Contract Terms & Conditions, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Services Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated, or cancelled in accordance with the Contract Terms and Conditions.

This Requirements Contract is available to all State Agencies, State institutions of higher education and properly registered members of the Cooperative Purchasing Program of the Department of Administrative Services as applicable.

The agency is eligible to make purchases of the contracted services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that department will purchase the volume of services as advertised in the Request for Proposal.

This Requirements Contract and any Amendments thereto are available from the DAS Web site at the following address:

https://procure.ohio.gov/

MUTUALLY AGREED-UPON CLARIFICATIONS

The State of Ohio and the Contractor have agreed to the following:

1) The State of Ohio accepts the Revised Document Translation alternative pricing offered by the Contractor that uses

“Revised Document Translation – Exact Match” and “Revised Document Translation – Fuzzy Match” for each language category. This pricing will replace the Revised Document Translation price structure requested in the RFP.

2) The following Optional Offerings will be accepted by the State for this Contract:

a. Video Remote Interpreting Services – American Sign Language (ASL)

b. On-Site Interpreting Services – American Sign Language (ASL)

c. PDF 508 Remediation

3) The following services, included in the Contractor’s Proposal, will not be part of the Contract:

a. Access for Agency-employed interpreters to use the Contractor’s platform to provide remote interpreting to their Agency’s clients.

b. Access to equipment provided by the Contractor free of charge to access audio and video remote interpreting services.

c. Access to the Contractor’s translation platform for Agency translators to translate documents on behalf of their Agency, described as a VU Platform User Seat.

4) The minimum charge for On-Site Interpretation appointments will be two (2) hours. An Agency can schedule an on-site interpretation appointment for less than a two (2) hour period, but the Agency will be charged for two (2) hours of service.

The language in Section C, Part 6 of the Scope of Work is revised to state the following:

6. For on-site interpretation appointments, the following attendance requirements will be applicable:

a. If a confirmed on-site interpretation appointment is cancelled by the Agency with less than twenty-four (24) hours’ notice, the Agency may be billed the minimum of two (2) hours.

b. If a confirmed on-site interpretation appointment needs to be rescheduled by the Agency with less than twenty-four (24) hours’ notice, the Agency will not be billed for both the rescheduled appointment and the new appointment.

c. If a confirmed on-site interpretation appointment is cancelled either by the Contractor or by the interpreter assigned to the appointment with less than twenty-four (24) hours’ notice, and a replacement interpreter cannot be assigned in the case of interpreter cancellation, the appointment will not be billable by the Contractor.

d. If an interpreter arrives to the requested location for the on-site interpretation appointment and the client does not appear within fifteen (15) minutes of the start of the appointment, the Agency will be billed the minimum of two (2) hours. The interpreter will not be required to stay at the appointment past this fifteen

(15) minute window.

e. If an interpreter does not arrive at the appointment within fifteen (15) minutes of the start of the appointment and does not utilize the contact number provided for the appointment to alert the Agency staff that they will be late, the Contractor will not bill the Agency for the appointment. If there is a circumstance where the interpreter arrives more than fifteen (15) minutes late but has notified the Agency staff and completes the interpretation appointment as scheduled, the Contractor will bill for the time of services as verified, minimum of two (2) hours as defined above. The interpreter must receive a signature verifying that services were provided as requested and the modified time period of the appointment.

The language in Section C, Part 8, section b of the Scope of Work is revised to state the following:

b. On-Site Interpretation: Billed as an hourly rate, with a minimum bill amount of two (2) hours. After two (2) hours, the Agency will be billed in fifteen (15) minute increments.

LANGUAGE BREAKDOWN

CATEGORY 1 – SPANISH: Spanish is the most prevalent written and spoken language for LEP individuals in the State of Ohio and is therefore considered an individual category of languages for this Contract. Spanish will be defined as including all iterations of Spanish language.

CATEGORY 2 – CORE LANGUAGES: After Spanish, the following languages will be considered Core Languages for this Contract:

Amharic French (Canada) Italian Nepali Swahili Arabic French (France) Japanese Pashto Thai Chinese (Simplified) German Karen Portuguese (Brazil) Tigrinya Chinese (Traditional) Haitian Creole Kinyarwanda Portuguese (Portugal) Turkish Dutch (Netherlands) Hindi Korean Russian Vietnamese English Hmong Mandarin Somali

CATEGORY 3 – NON-CORE LANGUAGES: The following languages will be considered Non-Core Languages for this Contract:

Acehnese Cape Verdean Kriolu Filipino/Tagalog Illonggo Kpelle Afar Castellano Finnish Ilocano Krahn Afghani (Dari) Cebuano Flemish (Belgian DT) Iloko Krio Afrikaans Chaldean Flemmish Indonesian Kunama Akan Chin (Lai) French Creole Iu Mien Kurdish (Bahdini) Akateko Chin Haka Fujian Ixil Kurdish Sorani

Albanian Chin Hakha Fukienese Jamaican Patois/Creole Kurdish

Algerian Chin Fulani Jamaican Patois Kurdish-Kurmanji Anuak Chin-Falam Fulani-Guinea Jarai Kurdish-Sorani Arabic (Sudanese) Chin-Hahka Fur Javanese Lao Arabic-Iraqi Chuj Fuzhou Jordanian Arabic Laotian Arabic-Lebanese Chuukese Fuzhounese Kanjobal Latvian Arabic-Moroccan Creole Ga Kannada Lebanese Arabic Arabic-Syrian Croatian Georgian Kaqchikel Liberian English Aramaic Czech Greek Karenni (Kayah) Lingala Armenian Danish Gujarati Karenni Lithuanian Asante Dari Haitian Kazakh Loma (Liberia) Assyrian Neo-Aramaic Dinka Hakha Chin Kekchí Loma Assyrian Diola Hakha Khmer Luganda Bahasa Egyptian (Arabic) Hakha-Chin K’iche’ (Quiche) Luo Bambara Estonian Hakka (Chinese) K’iche’ Maay Maay Bangla Ewe Hakka Chinese Kikongo / Kongo Maay Bassa Falam (Chin) Hakka Kikongo Macedonian Bengali Falam (Falam Chin) Hakka-Chinese Kikuyu Mai Mai Bosnian Falam Chin Hausa Kinyamulenge Malay Bulgarian Falam Hebrew Kirundi Malayalam Burmese Fante Hokkien Kisii Malinke / Mandingo Cambodian (Khmer) Farsi / Iranian Persian Housa / Hausa Kiswahili Malinke Cambodian Farsi / Parsi-Dari Hungarian Kiswahili,Swahili Mam Cantonese Farsi Ibo Kizigua Mandingo Cape Verde Creole Farsi-Iranian/Persian Igbo (Ibo) Kolokwa Mandinka Cape Verdean Creole Filipino Igbo Kosraean Marathi

LANGUAGE BREAKDOWN (continued)

CATEGORY 3 – NON-CORE LANGUAGES (continued):

Marshallese Northern Pashto Quechua Sri Lankan Tamil Toishanese Masalit Norwegian Quiche Standard Malay Tongan Matu Chin Nuer QUICHUA Sudanese (Arabic) Trukese Mende Oromo (Oromifa) Rohingya Sudanese Arabic Twi Mien Oromo Romanian Sudanese Ukrainian Mina Ouolof / Wolof Samoan Sundanese Urdu Mixtec Ouolof Sango Swedish Uyghur Mixteco Alto Persian Saraiki Sylheti Uzbek Mixteco Bajo Pidgin Sarikoli Tagalog Visaya Mixteco Pohnepeian Serbian Taishan Visayan Mixtepec Mixtec Pohnpeian Serbo-Croatian Taishanese Visayan-Cebuano Mizo (Chin) Polish Shanghainese Taiwanese Wolof

Mizo Ponapean (Pohnpeian) Sicilian Tajik Wu Shanghainese /

Wu Chinese Moldovan Portuguese Creole Sinhala Tamil Yemeni Arabic Moldovian Pulaar Sinhalese Teddim Yiddish Mongolian Pular Slovak Tedim (Chin) Yoruba Montenegrin Punjabi Slovenian Tedim Zomi Moroccan (Arabic) Qanjobal Soninke (Sarakhole) Telugu Zomi, Zou Moroccan Arabic Q’anjob’al Soninke Tibetan Zou (Zo, Zomi) Navajo Qeqchi Sorani Toisan Zulu Nigerian Pidgin English Q’eqchi’ Soranî Toisanese Zyphe

Nigerian Pidgin

Upon the specific prior written approval of DAS, the Contractor may substitute a different Non-Core Language or dialect for any of the ones listed in the Contract, provided DAS finds that at least the same level of demand exists for the proposed new language as the one being replaced.

CATEGORY 4 – AMERICAN SIGN LANGUAGE (ASL): As an optional service for this contract, American Sign Language (ASL) will be considered part of a separate category. Rates for optional services are defined on the Cost Summary page.

RSC012279

Translation and Interpretation Services

UNSPSC CATEGORY CODE: 82110000

COST SUMMARY

DESCRIPTION

UNIT OF

MEASURE UNIT COST

Audio Remote Interpreting Services – Spanish Per Minute $ 0.49

Audio Remote Interpreting Services – Core Languages Per Minute $ 0.73

Audio Remote Interpreting Services – Non-Core Languages Per Minute $ 0.73

Video Remote Interpreting Services – Spanish Per Minute $ 0.73

Video Remote Interpreting Services – Core Languages Per Minute $ 0.73

Video Remote Interpreting Services – Non-Core Languages Per Minute $ 0.73

On-Site Interpretation Services – Spanish Per Hour $ 40.00

On-Site Interpretation Services – Core Languages Per Hour $ 45.00

On-Site Interpretation Services – Non-Core Languages Per Hour $ 45.00

New Document Translation – Spanish Per Word $ 0.11

New Document Translation – Core Languages Per Word $ 0.21

New Document Translation – Non-Core Languages Per Word $ 0.26

Revised Document Translation, Exact Match – Spanish Per Word $ 0.027

Revised Document Translation, Exact Match – Core Languages Per Word $ 0.052

Revised Document Translation, Exact Match – Non-Core Languages Per Word $ 0.065

Revised Document Translation, Fuzzy Match – Spanish Per Word $ 0.055

Revised Document Translation, Fuzzy Match – Core Languages Per Word $ 0.105

Revised Document Translation, Fuzzy Match – Non-Core Languages Per Word $ 0.13

Document Translation Rush Service Charge – Spanish Each $ 25.00

Document Translation Rush Service Charge – Core Languages Each $ 45.00

Document Translation Rush Service Charge – Non-Core Languages Each $ 75.00 Document Translation Minimum Order Charge (documents under 150 words) Each $ 75.00

Document Setup Services – Spanish Per Hour $ 45.00

Document Setup Services – Core Languages Per Hour $ 45.00

Document Setup Services – Non-Core Languages Per Hour $ 45.00

Transcription Services – Spanish Per Hour $ 75.00

Transcription Services – Core Languages Per Hour $ 75.00

Transcription Services – Non-Core Languages Per Hour $ 75.00

Closed-Captioning Services Per Hour $ 75.00

COST SUMMARY – OPTIONAL OFFERINGS

DESCRIPTION

UNIT OF

MEASURE UNIT COST

Video Remote Interpreting Services – American Sign Language (ASL) Per Minute $ 1.24

On-Site Interpretation Services – American Sign Language (ASL) Per Hour $ 85.00

PDF 508 Remediation Per Page $ 3.75

Eff. Date: 05/12/25

CONTRACTOR INDEX

CONTRACTOR AND TERMS: CONTRACT NO.: RSC012279

281609 TERMS: Net 30 Propio LS LLC 10801 Mastin St Ste 580 Overland Park, KS 66210

Remit To Address:

Propio Language Services PO Box 12204 Overland Park, KS 66282-2204 payments@propio-ls.com

* Preferred Method of Receiving Purchase Orders: tom.schiffer@propio.com

CONTRACTOR'S CONTACTS:

Primary Contact:

* Tom Schiffer, Sr. Client Success Manager * Telephone: (913) 214-4368

* E-Mail: tom.schiffer@propio.com

Client Service Support Telephone: (888) 528-6692 E-Mail: clientservices@propio-ls.com

Interpreter Scheduling Customer Service:

Propio Scheduling Team Telephone: (877) 492-7754 E-Mail: scheduling@propio-ls.com

Lunilia Crespo, Sr. Manager of Scheduled Operations Telephone: (877) 492-7754 E-Mail: lcrespo@propio.com

Translation Support:

Linsey Albee, Translation/Localization Project Manager Telephone: (913) 305-5378 E-Mail: lalbee@propio.com

Mohamed Hassan, 2nd Level Translation Support Telephone: (937) 401-1479 E-Mail: mhassan@propio.com

Finance Department:

Finance Team Telephone: (913) 359-1700 E-Mail: accountsreceivable@propio-ls.com

Kier Stamp, 2nd Level Finance Support Telephone: (913) 359-1658 E-Mail: kstamp@propio.com

* Amended to update contact information, per Amendment 7, effective 05/12/25.

mailto:payments@propio-ls.com mailto:tom.schiffer@propio.com mailto:tom.schiffer@propio.com mailto:clientservices@propio-ls.com mailto:scheduling@propio-ls.com mailto:lcrespo@propio.com mailto:lalbee@propio.com mailto:mhassan@propio.com mailto:accountsreceivable@propio-ls.com mailto:kstamp@propio.com

Eff. Date: 05/12/25

SUMMARY OF AMENDMENTS

Amendment Number

Effective Date Description

7 05/12/25 This amendment is issued to update the contact information for Propio LS LLC, effective 05/12/25.

6 12/20/24 This amendment is issued to update the contact information for Propio LS LLC, effective 12/20/24.

5 09/11/24 This amendment is issued to update certain email addresses for Propio LS LLC, effective 09/11/24.

4 08/26/24 This amendment is issued to update the contact email addresses for Propio LS LLC, effective 08/26/24.

3 08/09/24 This amendment is issued to update the contact information for Propio LS LLC, effective 08/09/24.

2 02/05/24 This amendment is issued to update the contact information for Propio LS LLC, effective 02/05/24.

1 02/21/23 This amendment is issued to update the contact information for Propio LS LLC, to add contact information for purchase orders, and to add a Summary of Amendments page, effective 02/21/23.

CONTRACT FOR: TRANSLATION AND INTERPRETATION SERVICES