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Language Interpreter of Contract document sample
Document Sample
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suspension has been withdrawn.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.
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.
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Current Contract Information
Contract No. 13000
Page 3
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
Page 4
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
Page 5
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-language.com Email: Yasema@columbia-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
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
Contract No. 13000
Page 6
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):
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”
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Current Contract Information
Contract No. 13000
Page 7
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.net Email: Ycosmetch@uswest.net
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
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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Current Contract Information
Contract No. 13000
Page 8
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
Federal ID No.: 91-1506430
Supplier No.: 4486
Payment terms: Net 30 Days
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Current Contract Information
Contract No. 13000
Page 9
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.com
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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Current Contract Information
Contract No. 13000
Page 10
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
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.
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
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)
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
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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 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
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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 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;
(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
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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:
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.
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
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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
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
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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.
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
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
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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)
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.
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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
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
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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 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
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.
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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
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.
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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.
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
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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:
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 Qualified Health Center
(FQHC).
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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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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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