Interpreter Subcontractor Agreement

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Interpreter Subcontractor Agreement Powered By Docstoc
					                                                      State of Washington
                                                  Current Contract Information
                                                            Revision date: July 27, 2001

Contract number:                                  13000 (replaces 15398)                        Commodity code: 9747

Contract title:                                   INTERPRETER SERVICES, SPOKEN LANGUAGE
Purpose:                                          CONTRACTOR SUSPENSION LIFTED
                                                  Effective August 1, 2001, Polylang Translation Services 30-day
                                                  suspension has been withdrawn.

Present Term/Extension Period:                    January 1, 2001                 through:            December 31, 2002
For use by:                                       Department of Social & Health Services and State Purchasing
                                                  Cooperative Members. (See Special Conditions #2)
Contract type:                                    This contract is designated as mandatory use.
SCOPE OF CONTRACT                                 This contract is awarded to multiple contractor(s).
Contractors :                                     See Attachment “B”

Products available:                               Spoken Language Interpreter Services
Ordering information:                             See Specifications
Ordering procedures:                              See Specifications
Contract exclusions:                              Translation of written documents
Related product contracts:                        Contract 06800, Translation Services

Contract pricing:                                 See Attachment “A”

Estimated Term worth:                             $24,000,000/2-year

                                                  $840,000.00                $3,960,000.00                $19,200,000.00                 $0.00 EXEMPT
Current participation:
                                                  MBE 3.5%                   WBE 16.5%                    OTHER 80%                      EXEMPT 0%



This page contains key contract features. Find detailed information on succeeding pages. For more
information on this contract, or if you have any questions, please contact your local agency Purchasing
Office, or you may contact our office at the numbers listed below.

State Procurement Officer:                Sheila Mott                                 Office Assistant Senior:              Julie Hendricksen
           Phone Number:                  (360) 902-7438                                      Phone Number:                 (360) 902-7439
             Fax Number:                  (360) 586-2426                                        Fax Number:                 (360) 586-2426
                   Email:                 smott@ga.wa.gov                                              Email:               jhendri@ga.wa.gov

                                      Visit our Internet site: http://www.ga.wa.gov/purchase.htm


Washington State Department of General Administration
Office of State Procurement, PO Box 41017, Olympia, WA 98504-1017


The State of Washington is an equal opportunity employer. To request this information in alternative formats call (360) 902-7400, or TDD (360) 664-3799.
Current Contract Information
Contract No. 13000
Page 2

NOTES:
I.  Best Buy: The following provision applies to mandatory use contracts only. This contract is subject to
    RCW 43.19.190(2) & RCW 43.19.1905(7): which authorizes state agencies to purchase materials,
    supplies, services, and equipment of equal quantity and quality to those on state contract from non-
    contract suppliers. Provided that an agency subsequently notifies the Office of State Procurement (OSP)
    State Procurement Officer (SPO) that the pricing is less costly for such goods or services than the price
    from the state contractor.

        If the non-contract supplier's pricing is less, the state contractor shall be given the opportunity by the
        state agency to at least meet the non-contractor's price. If the state contractor cannot meet the price, then
        the state agency may purchase the item(s) from the non-contract supplier, document the transactions on
        the appropriate form developed by OSP and forwarded to the SPO administering the state contract.
        (Reference General Authorities document)

        If a lower price can be identified on a repeated basis, the state reserves the right to renegotiate the pricing
        structure of this agreement. In the event such negotiations fail, the state reserves the right to delete such
        item(s) from the contract.

II.     State Agencies: Submit Order directly to Contractor for processing. Political Subdivisions: Submit
        orders directly to Contractor referencing State of Washington contract. If you are unsure of your status
        in the State Purchasing Cooperative call (360) 902-7415.

III.    Only authorized purchasers included in the State of Washington Purchasing Cooperative (WSPC)
        listings published and updated periodically by OSP may purchase from this contract. It is the
        contractor’s responsibility to verify membership of these organizations prior to processing orders
        received under this contract.       A list of Washington members is available on the Internet
        http://www.ga.wa.gov/pca/cooplist.htm, contractors shall not process state contract orders from
        unauthorized users.

IV.     Contract Terms: This Document includes all terms and conditions published in the original RFP,
        including Standard Terms and Conditions, and Definitions, included in the Competitive Procurement
        Standards published by OSP (as Amended).

SPECIAL CONDITIONS
1.      Effective immediately, Polylang Translation Services 30-day suspension has been withdrawn.
2.      Regional contacts have been included herein for each of the contracted agencies. Contacts are defined as
        follows:
             Contract Administration: This contact is the person who deals directly with the Office of State
              Procurement, contract administrator for any contact regarding the contract administration.
             Customer Service Contact/Order Placement: The contact that would be called to order interpreter
              services. Regional Customer Services contact may be listed for contracted agencies.



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Current Contract Information
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           Regional Contract Contact (Contract Administration): The contact that would be called by field
            offices when there are questions, issues and/or problems regarding this contract at the regional
            level.

3.      All Terms, Conditions and Specifications have been included herein and are unchanged from the original
        RFP and amendments.

4.      Other eligible end users may be added to this contract. To be included on this contract, end users are to
        coordinate addition through the Office of State Procurement. Confirmation of addition will be via a
        written Current Contract Information.




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Current Contract Information
Contract No. 13000
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                                                     ATTACHMENT “A”
                                                         PRICING

                                           REGION      REGION    REGION   REGION      REGION       REGION
     CONTRACTORS                              1           2         3        4           5            6
COLUMBIA LANGUAGE                           $36.00      $36.00                                      $35.00
CROSS CULTURAL                                                            $34.00       $35.00       $36.00
DYNAMIC                                                          $37.00   $37.00       $37.00
FOREIGN LANGUAGE                                                 $36.00   $35.00       $36.00
LANGUAGE CONNECTION                                              $37.00   $35.80
LANGUAGE EXCHANGE                                                $37.25
MERINO                                      $39.00      $36.00   $37.00   $38.00       $37.00       $37.00
POLYLANG                                                         $35.00   $35.00       $35.00
The LANGUAGE BANK                                                                      $35.00
UNIVERSAL                                   $33.60      $33.60   $35.60   $35.60       $35.60       $33.60


Region 1
Chelan, Okanogan, Douglas, Grant, Ferry, Stevens, Pend Oreille, Spokane, Lincoln, Adams and Whitman
Region 2
Asotin, Benton, Columbia, Franklin, Garfield, Kittitas, Walla Walla and Yakima
Region 3
Island, San Juan, Skagit, Snohomish and Whatcom
Region 4
King County
Region 5
Kitsap and Pierce
Region 6
Thurston, Mason, Grays Harbor, Jefferson, Clallam, Klickitat, Pacific, Lewis, Wahkiakum, Cowlitz, Clark,




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Current Contract Information
Contract No. 13000
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                                               ATTACHMENT “B”
                                           CONTRACTOR INFORMATION

           Contractor: COLUMBIA LANGUAGE SERVICES, INC.

                            11818 Southeast Mill Plain Blvd., Suite 307
                    Vancouver, Washington 98684
  Regions Awarded: 1, 2 and 6
           Contract                                                Regional   Regions 1,2,6
    Administration: Svetlana Linchuk                               Contract   Yasema Tratz
                                                                   Contact:
                 Phone: 360-896-3881 ext. 10                        Phone:    360-896-3881 ext. 18
                   Fax: 360-896-4074 or                                Fax:   360-896-4074 or
                        toll free 888-334-3881                                toll free 888-334-3881
                 Email: Svetlana@columbia-                           Email: Yasema@columbia-

                            language.com                                      language.com
  Customer Service/
  Order Placement:          Customer Service Representatives
Region 1 & 2 Phone:         888-202-3301
    Region 6 phone:         360-896-3881
               Fax:         360-896-4074 or
                            toll free 888-334-3881
                 Email: services@columbia-

                      language.com
      Federal ID No.: 91-1943242
        Supplier No.: 4872
      Payment terms: Net 30 days

                      Contractor: CROSS CULTURAL COMMUNICATIONS, INC.

                                       515 South “M” Street, Suite 202
                                       Tacoma, Washington 98405


           Regions Awarded: 4, 5 and 6
      Contact Administration:                                  Regional Contract Contact
                              Linda Bidwell                              (Regions 4,5,6): Art Colvin
                      Phone: 253-272-5258                                         Phone: 253-446-1657
                        Fax: 253-272-8524                                           Fax: 253-845-3519
                      Email: Lindaccc@msn.com
  Region 4 Customer Service/                                         Region 5 Customer

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           Order Placement: Randy Bidwell         Service /Order Placement:   Sally Hernandez
                       Phone: 253-272-5258                           Phone:   253-272-5258
                          Fax: 253-272-8524                            Fax:   253-272-8524
                                                         Region 6 Customer
                                                   Service/ Order Placement   Lorraine Showalter
                 Federal ID No.: 91-1604904                          Phone:   360-666-7518
                   Supplier No.: 4924                                  Fax:   509-692-8036
                 Payment terms: Net 30 Days




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Current Contract Information
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                                               ATTACHMENT “B”
                                           CONTRACTOR INFORMATION

                 Contractor: DYNAMIC LANGUAGE CENTER LTD.

                                   15215 52nd Avenue South, Suite 100
                         Seattle, Washington 98188
      Regions Awarded: 3, 4 and 5
Contract Administration: Maria T. Antezana                       Regional Contract     Maria T. Antezana
                                                            Contact (Regions 3,4,5):   Sandy Dupleicha
                        Phone: 206-244-6709                                 Phone:     206-244-6709
                          Fax: 206-243-3795                                    Fax:    206-243-3795
                        Email: Maria@d-l-c.com                              Email:     Sandy@d-l-c.com
                                                                                       Maria@d-l-c.com
 Customer Service/ Order Interpreting Department
              Placement Shannon Cook
         (Regions 3,4,5): Eldin Jemenidzic
                          David Mowrey
                  Phone: 206-244-6709
                    Fax: 206-243-3795
                  Email: Interpreting@d-l-c.com
             Federal ID No.: 91-1311959
               Supplier No.: 30396
             Payment terms: Net 30 days

        Contractor: FOREIGN LANGUAGE SPECIALISTS, INC.

                          1145 12th Avenue Northwest, C-4A
                  Issaquah, Washington 98027-8989
Regions Awarded: 3, 4 and 5
         Contract                                  Regional Contract
  Administration: Olga Afonin                 Contact (Regions 3,4,5): Olga Afonin
          Phone: 425-369-3096, 206-824-1335                   Phone: 425-369-3096,
                  or toll free 800-567-0314                            206-824-1335 or toll free
                                                                       800-567-0314 (Reg. 3&5)
            Fax: 425-369-3098                                    Fax: 425-369-3098 or toll free
                  or toll free 800-581-5895                            800-581-5895
          Email: Flsincorp@qwest.net                          Email: Flsincorp@qwest.net
Customer Service/
 Order Placement Irene Borsuk
  (Regions 3,4,5):

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            Phone: 425-369-3096, 206-824-1335                        Payment terms: Net 30 Days
                      or toll free 800-567-0314
               Fax: 425-369-3098                                     Federal ID No.: 91-2033997
                      or toll free 800-581-5895
             Email: Flsincorp@qwest.net                                Supplier No.: 5033
                                               ATTACHMENT “B”
                                           CONTRACTOR INFORMATION

              Contractor: THE LANGUAGE BANK (TACOMA COMMUNITY HOUSE)

                               1314 South L Street
                        Tacoma, Washington 98405
      Regions Awarded: 5
               Contract                          Regional Contract
        Administration: Don Rennegarbe                     Contact Yana Cosme
                Phone: 253-383-3951                         Phone: 253-593-6101
                  Fax: 253-597-6687                           Fax: 253-593-7853
                Email: Drennegarbetch@uswest.n              Email: Ycosmetch@uswest.net

                        et
      Customer Service/ Yana Cosme or Azusa Deems
      Order placement:
                Phone: 253-593-6101
                  Fax: 253-593-7853
                Email: Ycosmetch@uswest.net
         Federal ID No.: 91-05700872
           Supplier No.: 5823
         Payment terms: Net 30 Days


                     Contractor: THE LANGUAGE CONNECTION L.L.C.

                                      16436 Southeast 128th Street
                            Renton, Washington 98059
         Regions Awarded: 3 and 4
   Contract Administration:                          Regional Contract
                            Jeanne L Benitez     Contact (Regions 3,4):              Janet G. Aguilar
                    Phone: 425-277-6678                        Phone:                425-277-9045
                      Fax: 425-277-0065                           Fax:               425-277-0065
                    Email: Yokiness@aol.com                    Email:                Yokiness@aol.com
    Customer Service/ Order
    Placement (Regions 3,4): Alfonso G. Benitez
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                      Phone: 425-277-9045
                         Fax: 425-277-0065
                       Email: Yokiness@aol.com
             Federal ID No.: 91-1826865
                Supplier No.: 3585
             Payment terms: Net 30 Days




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                                               ATTACHMENT “B”
                                           CONTRACTOR INFORMATION

   Contractor:                 THE LANGUAGE EXCHANGE, INC.
                               P.O. Box 750
                               Burlington, Washington 98233
      Regions Awarded:         3
               Contract        Connie Price                    Regional       Connie Price, Office Manager
        Administration:        Jaye Stover             Contract Contact       Melisa Camacho, Billing Specialist
                Phone:         360-755-9910                      Phone:       360-755-9910
                  Fax:         360-755-9919                        Fax:       360-755-9919
                Email:         Langex@langex.com                 Email:       Langex@langex.com
      Customer Service/ Julie Scerbik, Manager
      Order Placement: Linda Lennon
                        Carleen Shehan
                        Shannon Brooks
                Phone: 360-755-9910
                  Fax: 360-755-9919
                Email: Langex@langex.com
         Federal ID No.: 91-1663564
           Supplier No.: 4835
         Payment terms: Net 30 Days


 Contractor:                     MERINO LANGUAGELINK
                                 911 Main Street, Suite 201
                         Vancouver, Washington 98660
       Regions Awarded: 1, 2, 3, 4, 5, and 6
                Contract                         Regional Contract Contact
         Administration: Sarah Herndon                     (Regions 3,4,5):            Lori A. Dale
                 Phone: 800-798-5144 (toll free)                    Phone:             206-870-8089 ext. 12
                   Fax: 800-513-7273 (toll free)                      Fax:             206-870-8272
                 Email: Sarah@ctsv.com                              Email:             Lori@ctsv.com
      Customer Service/                                     Regional Contract Contact
       Order Placement                                                (Regions 1,2,6): Sarah Herndon
    (Regions 1,2,3,4,5,6):       Sarah Herndon
                  Phone:         800-798-5144 (toll free)                     Phone: 800-798-5144 (toll free)
                     Fax:        800-513-7273 (toll free)                       Fax: 800-513-7273 (toll free)
                  Email:         Sarah@ctsv.com                               Email: Sarah@ctsv.com

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         Federal ID No.: 91-1506430
           Supplier No.: 4486
         Payment terms: Net 30 Days




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                                               ATTACHMENT “B”
                                           CONTRACTOR INFORMATION

   Contractor:                 POLYLANG TRANSLATION SERVICES
                               1200 112th Avenue Northeast #C 178
                               Bellevue, Washington 98004


      Regions Awarded: 3, 4 and 5
               Contract                                     Regional Contract
        Administration: Aleksandr Grushkovskiy                        Contact    Ina Ides
                                                              (Regions 3,4,5):
                    Phone: 425-455-5158                                Phone:    425-455-5158
                      Fax: 425-455-4946                                  Fax:    425-455-4946
                    Email: polylang@polylangpts.com                    Email:    polylang@polylangpts.co
                                                                              m
      Customer Service/                                       Toll free Phone 800-715-7293
       Order Placement
        (Regions 3,4,5):       Regina Frank
                Phone:         425-455-5158                      Toll free Fax 866-455-4946
                   Fax:        425-455-4946
                Email:   polylang@polylangpts.com
         Federal ID No.: 91-1746244
           Supplier No.: 4833
         Payment terms: Net 30 Days




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                                               ATTACHMENT “B”
                                           CONTRACTOR INFORMATION

   Contractor:                 UNIVERSAL LANGUAGE SERVICE, INC.
                               780 6th Street South
                               Kirkland, Washington 98033


      Regions Awarded: 1, 2, 3, 4, 5 and 6
               Contract                                       Regional Contract 1st Elena Vasiliev (ext. 16)
        Administration: Elena Vasiliev                                   Contact 2nd Lyamen Savvy (Ext. 12)
                                                            (Regions 1,2,3,4,5,6):
                    Phone: 206-233-0288 Ext. 16 or                        Phone: 206-233-0288 or toll free
                           toll free 888-462-0500                                  888-462-0500
                           Ext. 16
                      Fax: 206-233-0866 or toll free                      Fax: 206-233-0866 or toll free
                           877-516-4347                                         877-516-4347
                    Email: Unilang@gte.net                               Email: Unilang@gte.net
        Region 1, 2 & 6                                               Region 3
      Customer Service/ Lyamen Savy                           Customer Service/ Lina Jansen
      Order Placement:                                         Order Placement
                Phone: 206-233-0288 Ext. 12 or                          Phone: 206-233-0288 Ext. 14 or toll
                        toll free 888-462-0500,                                 free 888-462-0500, Ext. 14
                        Ext. 12
                   Fax: 206-233-0866 or toll free                         Fax: 206-233-0866 or toll free
                        877-516-4347                                            877-516-4347
                Email: Unilang@gte.net                                   Email: Unilang@gte.net
           Region 4 & 5
      Customer Service/ Ilyana Khanlarova
       Order Placement
                Phone: 206-233-0288 Ext. 13 or
                        toll free 888-462-0500,
                        Ext. 13
                   Fax: 206-233-0866 or toll free
                        877-516-4347
                Email: Unilang@gte.net
         Federal ID No.: 91-1806838
           Supplier No.: 5030
         Payment terms: Net 30 Days


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        CONTRACT DEFINITIONS
        In conjunction with the Competitive Procurement Standards, Standard Definitions, the following definitions will
        apply to this contract:

        1.       CLIENT
                 Any person applying, been determined eligible for, and/or receiving services from the department.


        2.       CODE OF PROFESSIONAL CONDUCT
                 DSHS established performance standards to be met by interpreters and translators when providing
                 language services to DSHS programs and clients. Any violation of the Code of Professional Conduct
                 may be cause for termination of this contract. (Exhibit E)


        3.       CONSECUTIVE APPOINTMENTS
                 Appointments beginning, or scheduled to begin, within fifteen minutes of the last completed
                 appointment.

        4.       CONTRACT PERFORMANCE MONITORING
                 Evaluation of the quality of services provided by the contractor(s), monitoring the accuracy of billing for
                 services and the overall performance of the contractor(s). The quality of services will be determined by
                 DSHS as to whether or not it is acceptable. (Reference Section III. Paragraph 10, Contractor
                 Performance and Paragraph 24, Invoicing).


        5.       CONTRACT SERVICE PROVIDER
                 An individual, company, corporation, firm, or combination thereof, with whom DSHS has a
                 contract to provide services to those beneficiaries individually determined to be eligible and to
                 receive payment from the department. (WAC 388-500-0005)


        6.       CONTRACTED AGENCY
                 An interpreter agency awarded a contract by General Administration to serve DSHS clients at the request
                 of DSHS staff, DSHS contract service providers, or medical providers.

        7.       DSHS AUTHORIZED INTERPRETER
                 Interpreter who has passed the language fluency test of a DSHS recognized interpreter testing body such
                 as, but not limited to, The State of Washington Administrator for the Courts test, or the Federal Court
                 test.


        8.       DSHS CERTIFIED INTERPRETER
                 Interpreter who has passed the DSHS language fluency examination in one of the seven DSHS
                 certificated languages (Spanish, Chinese, Vietnamese, Korean, Russian, Cambodian, Loatian). This
                 includes DSHS certified social service and medical interpreters.


        9.       DSHS QUALIFIED INTERPRETER

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                 Interpreter who has passed the DSHS screening test in languages other than the seven DSHS certificated
                 languages or another DSHS recognized qualification process.

        10.      EMPLOYEE
                 A person hired to perform specific and as needed tasks based on employer pre-established criteria, in
                 return for financial or other compensation.




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        11.      EXPLANATION OF BENEFITS (EOB)
                 A coded message on the Medical Assistance Remittance and Status Report that gives detailed
                 information about the claim associated with that report.

        12.      FAMILY MEMBER
                 Any person who is related to the client and/or DSHS employee or provider of services: a spouse, child,
                 grandmother, grandfather, grandchild, mother, father, sister, brother, cousin, niece, nephew, aunt, uncle,
                 step relations and/or in-laws.

        13.      FEDERALLY QUALIFIED HEALTH CENTER (FQHC)
                 (1) A facility that is receiving grants under section 329,330, or 340 of the Public Health Services Act; or
                 (2) receiving such grants based on the recommendation of the Health Resources and Services
                 Administration within the Public Health Services as determined by the Secretary to meet the
                 requirements for receiving such a grant; or (3) a tribe or tribal organization operating outpatient health
                 programs or facilities under the Indian Self Determination Act (PL93-638). Only Health Care Financing
                 Administration-designated FQHCs are allowed to participate in MAA's Medicaid program.

        14.      HOURLY SERVICE RATE
                 The hourly service rate is defined as a flat hourly rate for Social Services Interpreter and
                 Medical Interpreter encounters. This rate shall include the costs of proposal preparation,
                 servicing of accounts, all contractual requirements and no shows by DSHS client, employee or
                 service provider.

        15.      INTERPRETATION
                 The oral transfer of a message from one language to another.


        16.      LANGUAGE INTERPRETER SERVICES & TRANSLATIONS (LIST)
                 The support center for language services in the Department of Social & Health Services.

        17.      LIMITED ENGLISH PROFICIENT (LEP)
                 A limited ability or an inability to speak, read, or write English well enough to understand and
                 communicate effectively in normal daily activities. The client decides whether he/she is limited in
                 his/her ability to speak, read, or write English.

        18.      MEDICAID
                 The federal aid program (under Title XIX of the Social Security Act) under which medical care is
                 provided to:

                         Categorically needy as defined in WAC 388-505-0110, 388-505-0210 and 388-5050220;
                          or
                         Medically needy as defined in WAC 388-505-0110, 388-505-0210 and 388-505-0100.

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        19.      MEDICAL INTERPRETERS
                 For the purpose of this contract, medical interpreters are individuals who are certified, qualified or
                 authorized by LIST as medical interpreters.




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        20.      MEDICALLY NECESSARY
                 A term for describing requested services which is reasonably calculated to prevent, diagnose, correct,
                 cure, alleviate or prevent the worsening of conditions that endanger life, or cause suffering or pain, or
                 result in illness or infirmity, or threaten to cause or aggravate a handicap, or cause physical deformity or
                 malfunction, and there is no other equally effective, more conservative, or substantially less costly course
                 of treatment available or suitable for the client requesting the service. For the purpose of this section,
                 'course of treatment' may include mere observation or, where appropriate no treatment at all. (WAC 388-
                 500-0005)

        21.      NECESSARY ON-SITE TRANSLATION
                 Translations generated from an on-site interview and/or requiring translation completion (e.g., fill-in,
                 short document, client basic mail-in information, etc.).

        22.      NO SHOW
                 The result of a DSHS client, employee or medical provider not keeping an appointment and failing to
                 cancel the appointment.

        23.      PERFORMING PROVIDER NUMBER (PPN)
                 A seven digit number beginning with an “8” and assigned by MAA to a certified, authorized or qualified
                 interpreter employed by or contracted with an interpreter agency.

        24.      PRIMARY LANGUAGE
                 The language identified by the client as the language in which he/she wishes to communicate. This is
                 also referred to as the preferred language. Primary language information is used to compile estimated
                 total LEP population by language.

        25.      PROGRAM
                 Any distinct service unit of the department usually designated as a division or institution which designs,
                 schedules, administers or plans the services.

        26.      PROPOSAL
                 An offer to provide goods and/or services to the state in response to a formal solicitation.

        27.      PROVIDER NUMBER
                 A seven-digit identification number issued to service providers for the purpose of billing on the HCFA
                 1500 or electronically.

        28.      REMITTANCE AND STATUS REPORT
                 A report produced by the claims processing system in the MAA Division of Program Support that
                 provides detailed information concerning submitted claims and other financial transactions.

        29.      REQUESTER
                 A DSHS staffperson, DSHS contract service provider, or medical provider who is seeking an interpreter
                 for a DSHS client through a contracted agency.

        30.      SOCIAL SERVICES INTERPRETERS

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                 For the purpose of this contract, social services interpreters are individuals who are certified, qualified or
                 authorized by LIST as social services interpreters.




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        31.      SUBCONTRACTOR
                 An individual, company, corporation, firm, or combination thereof with whom the contracted agency
                 develops sub-contracts.

        32.      TRAVEL TIME
                 The time spent commuting to and/or between interpreter services assignments.

        33.      UNBIASED INTERPRETER SERVICES
                 Interpreter services provided by contractor and/or contractor's employees or subcontractors to DSHS
                 Limited English Proficient clients, are independent of political, cultural, social, economic, personal, and
                 any other bias. Providing unbiased interpreter services to DSHS clients is required of any agency or
                 individual that contracts with DSHS.




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        SPECIAL TERMS AND CONDITIONS
        1.   INSURANCE
               General Requirements: Contractor shall, at their own expense, obtain and keep in force
               insurance as follows until completion of the contract. Within fifteen (15) calendar days of receipt
               of notice of award, the Contractor shall furnish evidence in the form of a Certificate of Insurance
               satisfactory to the state that insurance, in the following kinds and minimum amounts has been
               secured. Failure to provide proof of insurance, as required, will result in contract cancellation.


               Contractor shall include all subcontractors as insureds under all required insurance policies, or
               shall furnish separate Certificates of Insurance and endorsements for each subcontractor.
               Subcontractor(s) must comply fully with all insurance requirements stated herein.                 Failure of
               subcontractor(s) to comply with insurance requirements does not limit Contractor’s liability or
               responsibility.


               All insurance provided in compliance with this contract shall be primary as to any other insurance
               or self-insurance programs afforded to or maintained by State.


               A.    Specific Requirements:
                     1.     Compensation Coverage: The Contractor will at all times comply with all applicable
                            workers’ compensation, occupational disease, and occupational health and safety
                            laws, statutes, and regulations to the full extent applicable. The state will not be held
                            responsible in any way for claims filed by the Contractor or their employees for
                            services performed under the terms of this contract.


                     2.     Commercial General Liability Insurance: The Contractor shall at all times during the
                            term of this contract, carry and maintain commercial general liability (CGL) insurance,
                            and if necessary, commercial umbrella insurance arising out of services provided
                            under this contract. This insurance shall cover such claims as may be caused by any
                            act, omission, or negligence of the Contractor or its officers, agents, representatives,
                            assigns, or servants.

                            CGL insurance shall be written on ISO occurrence form CG 00 01 (or substitute form
                            providing equivalent coverage). All insurance shall cover liability arising out of premises,
                            operation, independent contractors, products-completed operations, personal injury and
                            advertising injury, and liability assumed under an insured contract (including the tort liability
                            of another assumed in a business contract), and contain separation of insured (cross liability)
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                            conditions. Exclusion B.2.a. (4) shall be deleted from the CGL to allow coverage of
                            contractual liability, personal injury and advertising injury losses.

                            Contractor waives all rights against the State for the recovery of damages to the extent they are
                            covered by general liability or umbrella insurance.
                            The limits of liability insurance shall not be less than as follows:

                                   Each Occurrence                                         $1,000,000
                                   General Aggregate Limits
                                   (other than products-completed operations)              $2,000,000
                                   Products-Completed Operations Limit                     $2,000,000
                                   Personal and Advertising Injury Limit                   $1,000,000
                                   Fire Damage Limit (any one fire)                        $    50,000
                                   Medical Expense Limit (any one person)                  $    5,000


                     3.     Business Auto Policy (BAP): In the event that services delivered pursuant to this
                            contract involve the use of vehicles, or the transportation of clients, automobile liability
                            insurance shall be required. The coverage provided shall protect against claims for
                            bodily injury, including illness, disease and death; and property damage caused by an
                            occurrence arising out of or in consequence of the performance of this service by the
                            Contractor, subcontractor, or anyone employed by either.

                            Contractor shall maintain business auto liability and, if necessary, commercial
                            umbrella liability insurance with a limit not less than $1,000,000 per occurrence. It is
                            preferred that such insurance shall cover liability arising out of “Any Auto” (Symbol 1)
                            or if Contractor’s vehicles are used, coverage at least shall be “Owned Autos” (Symbol
                            2). However, if the insured does not own any autos and if Contractor employee’s
                            vehicles are used, coverage shall be secured for “Non-owned Autos” (Symbol 9), and,
                            “Hired Autos” (Symbol 8) which includes autos leased, hired, rented or borrowed.

                            Business auto coverage shall be written on ISO form CA 00 01, or substitute liability
                            form providing equivalent coverage.         If necessary the policy shall be endorsed to
                            provide contractual liability coverage and cover a “covered pollution cost or expense”
                            as provided in the 1990 or later editions of CA 00 01.

                     4.     Errors and Omissions:
                            The state will not be responsible for any mistakes or omissions by any contractor
                            under this agreement in performance of services provided under contract. Limitation
                            of liability includes, but is not limited to, unintentional, negligent, willful or intentional
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                            mistakes or omissions by any contractor, employee of contractor, or sub-contractor.
                            Further, the state will not be responsible for any acts of the contractor that occur
                            during the course of the performance of this contract, but are not related to interpreter
                            services. These acts include all criminal and civil acts that may give rise to liability.

                            The contractor and subcontractor(s) shall at all times during the term of this contract, carry and
                            maintain Errors and Omissions Liability insurance with minimum limits of $1,000,000 per
                            incident, loss or person, as applicable. If defense costs are paid within limit of liability,
                            Contractor shall maintain limits of $2,000,000 per incident, loss or person as applicable.

                     5.     Additional Provisions: Above insurance policies shall include the following provisions:
                            A.       Additional Insured: The State of Washington and all authorized contract users
                                   must be named as an additional insured on all general liability, umbrella, excess,
                                   and property insurance policies. All policies shall be primary over any other valid
                                   and collectable insurance.

                                   Notice of policy(ies) cancellation/non-renewal: For insurers subject to RCW
                                   48.18   (Admitted     and    regulated    by    the   Washington      State    Insurance
                                   Commissioner) a written notice shall be given to the State forty-five (45) calendar
                                   days prior to cancellation or any material change to the policy(ies) as it relates to
                                   this contract.

                                   For insurers subject to RCW 48.15 (Surplus Lines) a written notice shall be given
                                   to the State twenty (20) calendar days prior to cancellation or any material
                                   change to the policy(ies) as it relates to this contract.

                                   If cancellation on any policy is due to non-payment of premium, the State shall
                                   be given a written notice ten (10) calendar days prior to cancellation.

                            B.       Identification: Policy(ies) and Certificates of Insurance must reference the
                                   state’s Proposal/contract number.

                            C.       Insurance Carrier Rating: The insurance required above shall be issued by an
                                   insurance company authorized to do business within the State of Washington.
                                   Insurance is to be placed with a carrier that has a rating of A- Class VII or better
                                   in the most recently published edition of Best’s Reports. Any exception must be
                                   reviewed and approved by General Administration’s Risk Manager, or the Risk
                                   Manager for the State of Washington, by submitting a copy of the contract and
                                   evidence of insurance before contract commencement.                If an insurer is not


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                                   admitted, all insurance policies and procedures for issuing the insurance policies
                                   must comply with Chapter 48.15 RCW and 284-15 WAC.

                          Excess Coverage: The limits of all insurance required to be provided by the Contractor
                          shall be no less than the minimum amounts specified.              However, coverage in the
                          amounts of these minimum limits shall not be construed to relieve the Contractor from
                          liability in excess of such limits.


        2.       SUBCONTRACTING
                 Agency to include in their response a listing of subcontractors that will be utilized to comply with the
                 requirements of this RFP. Agency to provide a written policy describing how you will communicate
                 requirements of the contract to subcontractors. Agency subcontracts and written policy will be reviewed
                 to ensure all requirements of this contract have been met; and to ensure there is no conflict of interest.
                 Failure to submit agency subcontracts and written policy may be grounds for finding response to RFP
                 nonresponsive.


        3.       CRIMINAL HISTORY BACKGROUND CHECK
                 At time of the site visit, the proposer shall have completed and have on hand for review Washington
                 State Patrol for criminal history background checks (within the last two years) on all employee, volunteer
                 or subcontractor who will be providing services under this contract. Any changes in criminal history
                 after contract award shall be reported immediately to the Department of General Administration, Office
                 of State Procurement. All criminal history background checks must be kept on file with the agency.


        4. DSHS SELF-DISCLOSURE FORM
             As described in RCW 43.43.834(2)(a) through (g); agency interpreters will complete, sign, and date an
             Interpreter Self Disclosure form (see Exhibit F), disclosing whether the interpreter has been:
             (a)     Convicted of any crime against children or other persons;
                 (b)      Convicted of crimes relating to financial exploitation if the victim was a vulnerable adult;
                 (c)      Convicted of crimes related to drugs: (“Crimes relating to drugs” means a conviction of a
                          crime to manufacture, delivery, or possession with intent to manufacture or deliver a
                          controlled substance.);
                 (d)      Found in any dependency action under RCW 13.34.040 to have sexually assaulted or
                          exploited any minor or to have physically abused any minor;
                 (e)      Found by a court in a domestic relations proceeding under Title 26 RCW to have
                          sexually abused or exploited any minor or to have physically abused any minor;
                 (f)      Found in any disciplinary board final decision to have sexually or physically abused or
                          exploited any minor or developmentally disabled person or to have abused or financially
                          exploited any vulnerable adult;



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                 (g)      Found by a court in a protection proceeding under Chapter 74.34 RCW, to have abused
                          or financially exploited a vulnerable adult.


                It shall be the responsibility of the agency to assure this requirement has been fulfilled for
                employees and subcontractors that may provide interpreter services under this contract. The
                disclosure shall be made in writing and signed by the interpreter to be a true and sworn
                statement.     Any convictions resulting after award shall be reported within one week to the
                Department of General Administration, Office of State Procurement. All self-disclosure forms
                must be kept on file.

        5. PRICING AND ADJUSTMENT
              Unless otherwise stipulated, all proposals must include pricing where applicable and be otherwise in the
              format requested.

                 All pricing shall include the costs of Proposal preparation, servicing of accounts, and all
                 contractual requirements. During contract period pricing shall remain firm and fixed for the
                 initial two (2) years contract term after effective date of contract.


                 Adjustments in pricing will be considered after the firm fixed price period on a pass through
                 basis only. A minimum of 60 calendar days advance written notice of price increase is required
                 which is to be accompanied by sufficient documentation to justify the requested increase.
                 Documentation must be based on United States published indices such as the Producer Price
                 Index. Acceptance will be at the discretion of the State Procurement Officer and shall not
                 produce a higher profit margin than that established on the original contract pricing. Approved
                 price adjustments shall remain unchanged for at least 365 calendar days thereafter.


                 During the term of this contract, should the contractor enter into pricing agreements with other customers
                 providing better benefits or pricing, contractor shall immediately amend the state contract to provide
                 similar pricing to the state if the contract with other customers offers similar usage quantities, and similar
                 conditions impacting pricing. Contractor shall immediately notify the state of any such contracts entered
                 into by contractor.

        6.       STATE ETHICS LAW
                 Any current or former state officers or employees must comply with the Ethics in Public Service Law,
                 RCW 42.52, and may wish to consult with an attorney to determine eligibility to submit a proposal.
        7.       DRUG FREE WORKPLACE ACT
                 After Award of contract, Contractor will provide evidence of or proof of a comprehensive drug
                 free workplace program. Contractor will:


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                 a)       Publish policy statement, specifying standards of conduct and sanctions for violations.
                          The policy statement will establish the standards of conduct regarding the use,
                          possession, and distribution of alcohol and other drugs, and/or impairment as the result
                          of such conduct; sanctions for violations of the policy; and opportunities to obtain
                          assistance for employees with drug/alcohol problems.

                 b)       Furnish a copy of the policy statement to each employee and subcontractor.

                 c)       Establish an employee awareness program, which includes, but is not limited to, an
                          explanation of the policy statement to all employees along with information on local
                          drug/alcohol resources.

                 d)       Notify the appropriate federal agency when an employee is convicted for violation of a
                          criminal drug statute occurring at the work site.

                 e)       Provide referrals to employees of recovery programs when the employee's use of
                          alcohol or mood-altering substances has produced a dependency harmful to the
                          employee's work performance.




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        8.       OVERPAYMENT AND ASSERTION OF LIEN
                 In the event the state establishes overpayment or erroneous payments made to the contractor under this
                 contract, the state may secure repayment, plus interest, if any, through the filing of a lien against the
                 contractor's real property, or against future payments from the state to the contractor, or by requiring the
                 posting of a bond, assignment of deposit, or some other form of security acceptable to DSHS, or by doing
                 both.


                 If contractor(s) fails to provide required payment documents, DSHS will not pay for services
                 invoiced. DSHS will consider such claims as an overpayment, if payment has been made.


        10.      SAFEGUARD OF CLIENT INFORMATION
                 DSHS is prohibited from permitting the disclosure of the contents of any records, files, papers, software,
                 or other communications connected with the administration of its programs for purposes not connected
                 with official business. Official business shall include purposes connected with the administration of
                 DSHS programs.

                 Contractor will take measures to prudently safeguard and protect from unauthorized disclosure all such
                 DSHS records, files, papers, or other communications, which come into its possession in the performance
                 of services, provided in the contract.

                 Requests for disclosure of the contents of contract files, papers, etc., or portions thereof, from members
                 of the public shall immediately be transmitted or otherwise communicated to the State Procurement
                 Officer for appropriate action.
                 Breaches of confidentiality will not be tolerated and may cause termination of this contract. The
                 contractor must take discipline measures as appropriate. Contractor and DSHS shall mutually agree upon
                 the level of discipline.
        10.      SMOKING IN STATE FACILITIES
                 Pursuant to RCW 70.160.030, no person may smoke in a public place except in designated smoking
                 areas. All state facilities are non-smoking facilities; therefore, contractor and/or contractor's
                 representative(s) will not smoke in state facilities.


        11.      CONTRACTOR PERFORMANCE
                 A.       General Requirements: The state, in conjunction with purchasers, monitors and
                          maintains records of Contractor performance. Said performance shall be a factor in
                          evaluation and award of this and all future contracts. Purchasers will be provided with
                          service performance report forms to forward reports of superior or poor performance to
                          the State Procurement Officer.

                 B.       Liquidated damages will be assessed in the amount of actual damages incurred by the
                          state as a result of Contractor’s failure to perform herein.

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        12.      RETENTION OF RECORDS
                 The contractor shall maintain all records relating to this contract for at least six years, following date of
                 final payment or completion of any required audit, whichever is earlier. This shall include, but not be
                 limited to, all records pertaining to actual contract performance from the date of contract award. It shall
                 also include information necessary to document the level of utilization of MWBE’s and other businesses
                 as subcontractors and suppliers in this contract as well as any efforts the contractor makes to increase the
                 participation of MWBE’s. The contractor shall also maintain, for at least three years after completion of
                 this contract, a record of all quotes, bids, estimates, or proposals submitted to the Contractor by all
                 businesses seeking to participate as subcontractors or suppliers in this contract. The State shall have the
                 right to inspect and copy such records. If this contract involves federal funds, Contractor shall comply
                 with all record keeping requirements set forth in any federal rules, regulations, or statutes included or
                 referenced in the contract documents. Failure to produce a requested record will result in reproducing
                 the record at contractor’s expense.


        13.      REPORTS
                 The contractor(s) must provide the following report(s) to Office of State Procurement:
                 Sales and Subcontractor Report
                 A quarterly Sales and Subcontractor Report (attached) shall be submitted in the format
                 provided by the Office of State Procurement.               Total purchases for each State Agency,
                 University, Community and Technical Colleges must be shown separately. Total purchases for
                 all political subdivisions and non-profit organizations may be summarized as one customer.
                 Additionally, all purchases by the State of Oregon or other purchasers must be reported as an
                 aggregate total.


                 The report shall include sales information (Section A) and amounts paid to each subcontractor during the
                 reporting period (Section B).


                 Reports should be rounded to nearest dollar. Contractors will be provided with all necessary
                 sample forms, instructions, and lists. Reports are due thirty (30) days after the end of the
                 calendar quarter, i.e., April 30th, July 31st, October 31st and January 31st.


                 SPO Required Report
                 This report will be designed by the SPO to obtain information needed for proposal design, contract
                 negotiation, or any other SPO determined need.

                 Contractor(s) will provide the State Procurement Officer with annual customer expenditure/usage reports
                 based on the contract year, not the calendar year. Reports are due 30 days prior to contract expiration
                 (the first report submitted will contain only 11 months history). Total purchases for each state agency
                 shall be listed separately by line item and total dollar amount. Total purchases for political subdivisions


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                 must be summarized as one customer by line item and total dollar amount. Reports may be rounded to
                 the nearest dollar.


        14.      PURCHASES BY NONPROFIT CORPORATIONS
                 Recently enacted legislation allows nonprofit corporations to participate in state contracts for purchases
                 administered by OSP. By mutual agreement with OSP, the contractor may sell goods or services at
                 contract pricing awarded under this contract to self certified nonprofit corporations. Such organizations
                 purchasing under this contract shall do so only to the extent they retain eligibility and comply with other
                 contract and statutory provisions. The contractor may make reasonable inquiry of credit worthiness prior
                 to accepting orders or delivering goods or services on contract. The state accepts no responsibility for
                 payments by nonprofit corporations. Contractor may not change contracted payment terms for nonprofit
                 orders.


        15.      CONTRACTOR’S REPRESENTATIVE
                 A.       Designation: Proposer shall provide name, address, phone number, fax number and
                          email address of contractor(s) representative as required in proposal documents.

                 B.       Responsibility: Contractor’s representative shall function as the primary point of contact,
                          shall ensure supervision and coordination and shall take corrective action as necessary
                          to meet contractual requirements.

                 C.       Availability:    Contractor’s representative, or designee, shall be available at all times
                          during normal working hours (8:00 a.m. to 5:00 p.m. Pacific Standard Time or Pacific
                          Daylight Time, which ever is in effect) throughout the term of the contract.


        16.      AUDIT PRIVILEGES
                 The State Procurement Officer, one or more employees from DSHS or any other designated
                 representative(s) reserve the right to audit, examine or review all Contractor’s records directly
                 or indirectly relating to this contract. With reasonable prior notification, the state shall have
                 access to all buildings, records, and other information relating to this contract.                 These
                 representatives shall be given access to these records within 48 hours of notification.                  If
                 deemed by the department for cause, no notice is required.               Contractors must provide an
                 environmentally safe work area for the audit and examination of these records.


        17.      PAYMENT TERMS
                 Payment will be made by the state agency or political subdivision no more than thirty (30) days
                 after services provided and receipt of accurate, legible and complete invoice/billing document.
                 Any proposal that requires payment in less than thirty (30) calendar days need not be
                 considered.

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        18.      TRAVEL TIME
                 Travel time will not be authorized under the terms of this contract.


        19.      MILEAGE
                 Mileage will be reimbursed in accordance with the Office of Financial Management Policy & Guidelines
                 rate. Current reimbursement is $.325 per mile. This rate will remain firm and fixed for at least 2 years
                 after the effective beginning date of the contract. Mileage will be reimbursed if outside a 30 mile radius
                 beyond interpreter’s place of business, home or last appointment, which ever is the actual beginning
                 point of departure to an appointment.

                 The contractor must maintain backup documentation for all mileage claims. The contractor may not
                 submit a claim for payment for mileage unless street addresses for origin and destination are established,
                 and listed on the Appointment Scheduling and Confirmation Record. Claims lacking this information
                 will not be paid, or will be considered an overpayment. Mileage will be reimbursed only for the point to
                 point most direct route. The contractor may not submit a claim for payment unless the accuracy of the
                 mileage claim has been verified and documented, e.g. via Mapquest or some other reputable method.




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II.     SPECIFICATIONS
        1.    To be eligible to submit a proposal for Social Services and Medical interpreting for this contract,
              Proposer must:
                    Be currently providing services of this scope for a minimum of two years consistantly.

                    Be able to meet DSHS service requests for the entire LEP population of the region for which
                     services are proposed.

                    Be able to provide DSHS certified, qualified, or authorized interpreters on a daily, 24-hour
                     basis, 365-days per year.

                    Have the ability to electronically schedule, track and report services provided.

                    Have the ability to communicate with DSHS via telephone and/or facsimile 24 hours per
                     day.

                    Have the ability to provide three-way telephone interpreting services.

                    Have the ability to provide on-site interpreting.

                    Have the ability to provide advance confirmation of scheduled interpreter services.

        2.       Interpreter services must be available 24 hours a day, 7 days a week, 365 days a year. Most dshs services
                 are provided by appointment and interpreter services are coordinated in advance. The contracted agency
                 must respond to the requester within 24 hours of the request for service, confirming whether or not the
                 interpreter appointment can be filled.

        3.       The requester must request the interpreter through the contracted agency, and schedule the interpreter
                 appointment with the contracted agency. If an individual interpreter schedules an interpreter
                 appointment, it will be considered a material breach of this contract, and payment will be denied. If
                 payment has been made, it will be considered an overpayment. See also specification # 8.

        4.       The contracted agency will provide three-way phone interpreting services if an on-site interpreter is not
                 available, and/or DSHS determines it is appropriate. Three-way phone interpreting is not reimbursable
                 for MAA clients. DSHS will ultimately determine the appropriateness of the service mode for interpreter
                 availability especially where previously documented concerns are involved.

        5.       DSHS and contracted service providers reserve the right to cancel interpreter appointments without
                 penalty or charge.

        6.       The contracted agency will track language trends to identify languages needing additional recruitment.
                 This is especially crucial where interpreter availability is low, and where three-way phone interpreting is
                 the only available mode to provide interpreter services.

        7.       Contracted agencies will ensure all interpreters providing service under this contract are DSHS certified,
                 authorized, or qualified; receive the required orientation; meet state and federal safety requirements (TB

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                 Screening, Airborne Pathogens orientation, etc.); comply with the Code of Professional Conduct (Exhibit
                 E); and present picture identification at all interpreter service appointments.

        8.       Services described herein will be ordered by specific DSHS personnel, contracted service providers and
                 medical providers as needed, based on program policy and other client requirements. (Reference Exhibit
                 D). It is agreed that services called for in this contract will be ordered from the contracted agency(s).
                 The contracted agency must use an appointment scheduling database that specifies each interpreter’s
                 appointment schedule and availability to accept appointments. Each contractor must have a written
                 process of policies and procedures for completion of timely updates to the database reflecting scheduled
                 appointments for interpreters. Each contracted agency must have a written process of policies and
                 procedures to determine priorities for assigning interpreters to appointments, e.g. specific gender,
                 cultural, or age requirements; and the requester’s preference for a specific interpreter.

        9.       During interpreter appointment downtime, interpreters (if they and their employers/contractors have no
                 objections) may perform necessary on-site translations and other language-related tasks. Examples of
                 language-related tasks include assisting staff with language needs on the phone, sight-translating
                 documents from and into the target language, etc. Interpreters shall not perform any non-language
                 related tasks, such as answering or responding to general phone inquiries, filing, copying, cleaning,
                 organizing or arranging things, or running errands.

        10.      DSHS Required Report
                 Contractor Monthly Assessment Reports must be submitted electronically to DSHS by the last working
                 day of the following month. Successful proposers will receive the required report template from DSHS.
                 Reports must be as follows:
                 A.      For each division/program
                         Aging and Adult Services Administration (AASA)

                          Children’s Administration (CA)
                                  Division of Children & Family Services (DCFS)
                                  Division of Licensed Resources (DLR)
                                  Office of Child Care Policy (OCCP)

                          Economic Services Administration (ESA)
                                  Community Services Division (CSD)
                                  Division of Child Support (DCS)
                                  Division of Assistance Program (DAP)
                                  WorkFirst Division (WFD)
                          Health and Rehabilitation Services Administration (HRSA)
                                 Division of Alcohol and Substance Abuse (DASA)
                                  Division of Developmental Disabilities (DDD)
                                  Division of Vocational Rehabilitation (DVR)
                                  Mental Health Division (MHD)

                          Juvenile Rehabilitation Administration (JRA)

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                          Medical Assistance Administration (MAA)
                                  Division of Disability Determination Services (DDDS)
                                  Division of Client Support/Interpreter Services Section


                 B.       Office location/institution/provider (DCS/ISS)

                 C.       Reporting Period (Month and Year)

                 D.       The following must be listed by Language:
                          Total number of requests.

                          Total number of requests filled with less than twenty-four (24) hours notice.

                          Total number of requests filled with more than twenty-four (24) hours notice.
                          Total number of requests unfilled with less than twenty-four (24) hours notice.

                          Total number of requests unfilled with more than twenty-four (24) hours notice.
                          Total number of client, provider or DSHS employee no shows.
                          Total number of interpreter no shows.
                          Total number of on-site interpretation encounters.

                          Total number of telephone interpretation encounters.

                          Total number of interpreting hours performed during this time period.

                          Total number of interpreting hours billed during this time period.
                          Total number of encounters over thirty (30) miles and total miles.
                          (Reference Exhibit C)


        11.      Contractor rosters of all interpreters providing services under this contract (DSHS certified,
                 authorized or qualified) must be submitted electronically to the DSHS contract administrator and
                 all DSHS LEP cluster coordinators at the end of each calendar quarter, i.e. March 31, June 30,
                 September 30, and December 31. Should any of these dates fall on a weekend or holiday, then
                 rosters must be submitted the first business day following.


         12.    DSHS and/or GA staff will meet regularly with contracted agencies to review their contract
                compliance, service performance and to assist them as necessary. Much of this assistance will
                evolve from user and contractor(s) feedback.


        13.      INVOICING
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                 Contractor shall provide an original invoice and original signed copy of the “Appointment Scheduling
                 and Confirmation Record”. (Reference Exhibit D, Appointment Scheduling and Confirmation Record)
                 Each invoice/bill shall be submitted for payment no later than ninety (90) days from the date of service
                 rendered. Each invoice/bill shall reference the contract number.

                 To support and justify spoken interpreter services provided to a client, the records must be maintained in
                 an accurate, legible, and complete manner.


                 Other authorized contract users: Each invoice/bill shall be submitted for payment no later than
                 sixty (60) days from date of service rendered. Each invoice/bill shall reference the contract
                 number.


                 The state does not pay for the following under this contract:
                     Interpreter early arrivals
                     Interpreter late arrivals
                     Interpreter travel time


        14.      DSHS BILLING INSTRUCTIONS
                 Contractors may not bill DSHS for the cost of no shows; except when, by prior agreement,
                 select DSHS programs agree to pay for no shows under certain circumstances.
                 A.       SOCIAL SERVICES
                          Contractor shall attach the original Appointment Scheduling and Confirmation Record
                          document to invoice. Each invoice shall be submitted as required by the contract and
                          shall reference the contract number. Contractor(s) will bill DSHS:

                              The agreed hourly rate, for interpreter service requested and provided.

                              Beginning from that time scheduled by DSHS employees and or service providers,
                               through the time of service completion, if time runs longer than scheduled, excluding
                               early arrival or travel time.

                              Bill in fifteen (15) minute increments (rounding up) and one (1) hour minimum.
                 B.       MEDICAL ASSISTANCE ADMINISTRATION
                          a.   Contractor must bill MAA electronically, except where circumstances require a
                                   paper claim (HCFA-1500), e.g. a claim adjustment.

                          b.       The Appointment Scheduling and Confirmation Record (reference Exhibit D) will
                                   be used as additional documentation for possible review/audit. Backup
                                   documentation must be maintained by the contractor for any claim of 2 hours (8

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                                                               34
                                   units) or more. The backup documentation must include a breakdown of how
                                   the interpreter’s time was spent during the encounter (See following examples).

                          c.       Contractors will bill MAA in fifteen (15) minute increments (units) which equals
                                   one-fourth the contracted agreed hourly rate for interpreter service requested
                                   and provided.

                          d.       Use the following procedure codes for interpreter services:

                                                                Spoken Language
                                        Procedure Code                                        Maximum
                                                            Description of Service            Allowable
                                    0991M thru 0996M        Agency Spoken                Contracted Amount
                                                            Language Interpreter
                                                            (15 minutes = 1 unit)
                                            0998M           Mileage                      Contracted Amount


                                   Bill actual time providing interpreter services when the appointments are
                                   consecutive and:

                                   1)       The interpreter interprets for more than one client, in the same medical
                                            provider’s office, on the same day; or

                                   2)       the interpreter interprets for one client, for multiple medical providers, in
                                            the same medical facility, on the same day; or

                                   3)       the interpreter interprets for more than one client, for multiple medical
                                            providers, in the same medical facility, on the same day.


                               e. When appointments do not meet the criteria given in number “d” above,
                                   Contractor may bill MAA a minimum of four units per encounter. Under no other
                                   circumstances may the total number of units billed for a date of service exceed
                                   the number of units of service actually provided by the interpreter.


                               f. Billing units begin to accumulate at one of the following times, whichever is later:
                                   a)       The time the appointment is scheduled to begin; or
                                   b)       The time the interpreter arrives after the scheduled appointment time.


                 C.       MAA BILLING EXAMPLES
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                                                              35
                              a. Services for less than one hour in a single provider’s office:
                                   If you provide interpreter services for less than 1 hour in a single provider’s
                                   office, Contractor may bill for a total of four (4) units (1 hour).


                                   Mary Jones, interpreter for Contractor, provides 30 minutes of service for Joe Client.
                                   Contractor bills MAA for a minimum of one hour by billing 4 units.

                              b. Services for more than one client, for more than one hour, in the same provider’s
                                   office:
                                   If Contractor provides interpreter services for more than one client at the same provider’s
                                   office, Contractor bills in 15-minute increments for actual time spent interpreting.

                                   Mary Jones, interpreter for Contractor, provides services for Joe, Maria, Harold, and
                                   Inez, whose appointments are back-to-back at Dr. Smith’s office. The total time is 2
                                   hours and 45 minutes. The total number of units is eleven. Billing would be as follows:


                                   For Joe (30 min.) bill 2 units.
                                   For Maria (45 min.) bill 3 units.
                                   For Harold (1 hour) bill 4 units.
                                   For Inez (30 min.) bill 2 units.
                                   Total = 11 units


                              c.          Multiple providers
                                         4:30            Scheduled appointment time
                                   4:30 – 4:45           Waiting room
                                   4:45 – 6:00             Exam by Tech, Resident (Wright), and Attending (Larsen)
                                   6:00 – 6:30             Dilation
                                   6:30 – 6:50             Exam by Resident
                                   6:50 – 7:15             Exam and consult by Attending
                                   Total = 11 units


                              d.          Outpatient foot surgery including waiting time requested by provider
                                   8:30 – 9:20            Check in and admit
                                   9:20 – 9:50            Pre-op instructions
                                   9:50 – 10:10            Anesthetic instructions
                                   10:10 – 11:30           Foot surgery (requested to wait by Dr. Gantz)
                                   11:30 – 1:00            Recovery, post-surgery instructions, discharge
                                   Total = 18 units


                              e. Two appointments same day, same client, different facility
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                                                              36
                                   8:00 – 8:45            Dr. Jones, change dressing (4 unit minimum)
                                   9:30 – 10:45           Dr. Smith, x-rays and blood sample
                                   Total = 9 units


        15.      DSHS clients are entitled to:
                         Be provided with effective communications as established by the Civil Rights Act of
                          1964.

                         Be notified that interpreter services are available at no cost to client.

                         Decide, with DSHS personnel and contracted service provider, to use an interpreter.

                         Unbiased interpretation; and

                         Be assured of confidentiality, as follows:
                          Interpreters may, with client written consent, share information from the client’s records only
                          with appropriate medical professionals and agencies working on the client’s behalf. Interpreters
                          must ensure that this shared information is similarly safeguarded.

                          The contracted agency and its subcontractors shall maintain information concerning ALL
                          individuals receiving chemical dependency treatment services in strictest confidence and
                          safeguard ALL information, electronic and hard copy. The contracted agency and its
                          subcontractors shall not disclose ANY information on individuals directly or indirectly except in
                          compliance with state and federal law and department policy. The contracted agency and its
                          subcontractors shall comply with the Federal Confidentiality of Alcohol and Drug Abuse Patient
                          Records, 42 CFR, Part 2.

                          Contracted agencies and their subcontractors will adhere to the above DSHS client entitlements.

        16.      Contracted agencies, their employees and/or subcontractors are prohibited from applying undue influence
                 on DSHS clients, employees, and service providers by:
                       Marketing interpreter services to DSHS clients.

                         Arranging services for clients in order to create business.

                         Contacting the client other than at the request of the medical provider or DSHS
                          employee.

                         Providing transportation for the client to, or from, medical or social services
                          appointments.

                         Requiring a DSHS client to obtain interpreter services exclusive of other interpreters or
                          contractors holding valid contracts with the department.

                         Billing DSHS for interpreter services provided to the interpreter’s own family members.
                         Accepting any compensation from clients or others on behalf of clients.


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                                                            37
                         Denying DSHS clients for any services DSHS deems appropriate (example; HIV/AIDS
                          treatment, abortions, domestic violence services, child/adult protection services, etc.)
        17.      The contracted agency will cooperate with DSHS in the resolution of any complaint made against the
                 contracted agency. This will include any complaint made against a subcontractor or employee of the
                 contracted agency, including violations of the interpreter and translator code of professional conduct.


        18.      Conduct Orientation for all interpreters providing services for DSHS clients. The orientation will
                 consist of the following:
                         Codes of professional conduct and confidentiality for interpreters;

                         Completion of the Appointment Scheduling and Confirmation Record form;

                         Clarification of the billing process;

                         Other specific requirements covered under this contract.
                 Contractors must provide orientation and documentation that includes items 1 through 4 above. An
                 affidavit of completion of the checklist must be signed and dated (in ink) by the interpreter after
                 completion of the orientation. The completed checklist must be included in each interpreter’s personnel
                 file.


        19.      MEDICAL ASSISTANCE ADMINISTRATION (MAA) SPECIFIC REQUIREMENTS
                 Contractor responsibilities:
                         Obtain a provider number by submitting a completed Contractor Billing Registration to
                          MAA. (Obtain these forms from MAA by writing to the Medical Assistance Program
                          Manager. Reference Exhibit A)
                         Obtain a performing provider number (PPN) for each interpreter. Provider Services
                          must assign a PPN to each interpreter prior to payment by MAA for services provided by
                          the interpreter. PPNs will be assigned to certified, authorized, and qualified interpreters.
                          Requests for a PPN will be submitted electronically to a designated MAA staffperson;
                          and must include the interpreter’s name, address, certification number, and effective
                          date of certification. MAA will deny payment on claims submitted without a PPN. PPN
                          assignment will not change if the interpreter begins work for a different contractor.
                         MAA will pay for interpreter services for LEP clients when all of the following conditions
                          are met:
                          1.     The LEP client is an eligible MAA client.
                          2.     The LEP client and the medical provider determine that an interpreter is necessary in
                                 order for the client to appropriately access necessary medical and health care services
                                 covered by the client’s medical assistance program.
                          3.     Interpreter services are provided for medical services covered by MAA.
                         MAA does not pay for the Interpreter Services under this contract:


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                                                            38
                          1.       Inpatient hospital services (for example, labor and delivery);

                          2.       Nursing facility services (covered by Aging and Adult Services rates);

                               3. Community mental health center, mental health clinic, or mental health institution
                                   services (covered by Regional Support Networks);

                               4. Services funded or paid for by other sources (e.g., alcohol or other drug related
                                   treatment);

                               5. Services provided by any other facility, agency, or provider that is required by
                                   state or federal law, regulation, or rules to provide those services (e.g., public
                                   health agencies, public hospitals and local health jurisdictions).


                 MAA does pay, under this contract, for services provided at a Federally Qualifie d Health
                 Center (FQHC).




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                                                            39
                                           OFFICE OF STATE PROCUREMENT
                                               PERFORMANCE REPORT

To OSP Customers:
Please take a moment to let us know how our services have measured up to your expectations on this contract.
Please copy this form locally as needed and forward to the Office of State Procurement Purchasing Manager.
For any comments marked unacceptable, please explain in remarks block.


            Procurement services provided:                       Excellent       Good   Acceptable   Unacceptable
    Timeliness of contract actions
    Professionalism and courtesy of staff
    Services provided met customer needs
    Knowledge of procurement rules and regulations
    Responsiveness/problem resolution
    Timely and effective communications

Comments:




Agency:                                                                 Prepared by:

                                                                        Title:

Contract No.: 13000,                                                    Date:

Contract Title:           INTERPRETER SERVICES                          Phone:




                                                 Send to:

                                                 Purchasing Manager
                                                 Office of State Procurement
                                                 PO Box 41017
                                                 Olympia, Washington 98504-1017




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                                                            40
                                    PRODUCT/SERVICE PERFORMANCE REPORT

Complete this form to report problems with suppliers or to report unsatisfactory product or services. You are also
encouraged to report superior performance. Agency personnel should contact suppliers in an effort to resolve problems
themselves prior to completion and submission of this report.

Contract number and title:          13000, INTERPRETER SERVICES, SPOKEN

Supplier’s name:                                                   Supplier’s representative:

                                                 PRODUCT/SERVICE:

       Contract item quality higher than required             Damaged goods delivered
       Contract item quality lower than required.             Item delivered does not meet P.O./contract specifications
       Other:
                                         SUPPLIER/CONTRACTOR PERFORMANCE:

       Late delivery                                                Slow response to problems and problem resolution
       Incorrect invoice pricing.                                   Superior performance
       Other:
                                               CONTRACT PROVISIONS:

       Terms and conditions inadequate                              Additional items or services are required.
       Specifications need to be revised                            Minimum order too high.
       Other:

Briefly describe situation:



                      Agency Name:                                                Delivery Location:
      Prepared By:              Phone Number:                         Date:                       Supervisor:




                                                        Send To:




                                           Name
                                           SHEILA MOTT, STATE PROCUREMENT OFFICER
                                           OFFICE OF STATE PROCUREMENT
                                           PO BOX 41017
                                           OLYMPIA WA 98504-1017




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                                                           41

				
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Description: Interpreter Subcontractor Agreement document sample