C
OOPERATIVE PURCHASING MASTER CONTRACT
N
O. 02120
S
IGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES
For Use by Eligible Purchasers
By and Between
S
TATE OF WASHINGTON
D
EPARTMENT OF ENTERPRISE SERVICES
and
A
LL HANDS COMMUNITY INTERPRETING SERVICES, LLC.
Dated June 1, 2020
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 1
(Rev. 2019-12-20)
COOPERATIVE PURCHASING MASTER CONTRACT
N
O. 02120
S
IGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES
This Cooperative Purchasing Master Contract (“Master Contract”) is made and entered into by and
between the State of Washington acting by and through the Department of Enterprise Services, a
Washington State governmental agency (“Enterprise Services”) and All Hands Community Interpreting
Services, LLC, a Washington limited liability company (“Contractor”) and is dated and effective as of June
1, 2020.
R E C I T A L S
A. Pursuant to Legislative authorization codified in RCW 43.19.005, the State Legislature has
delegated state procurement authority for goods and services to Enterprise Services. In
addition, to enable cost-effective and efficient procurement of goods and services by
state agencies and, as desired, by certain other statutorily authorized eligible purchasers,
the State Legislature has authorized Enterprise Services, as the state’s central
procurement authority, to develop master contracts that may be used by state agencies
and certain other statutorily authorized eligible purchasers. See RCW 39.26.080(3). In
addition, the State Legislature has authorized Enterprise Services, on behalf of the State
of Washington to participate in, sponsor, conduct, or administer cooperative purchasing
agreements for the procurement of goods and services with certain statutorily defined
governmental entities. See RCW 39.26.060(1).
B. Pursuant to Legislative authorization, the Washington State Department of Social and
Health Services’ Office of Deaf and Hard of Hearing (ODHH) has served the Deaf,
Deafblind, Hard of Hearing, late Deafened, and Deaf Plus communities in the State of
Washington for over thirty years. ODHH provides equal access opportunities through
statewide interpreter services for Deaf, Deafblind, Hard of Hearing, late Deafened, and
Deaf Plus individuals to access state government activities. In particular, ODHH endeavors
to ensure that all Deaf, Deafblind, Hard of Hearing, late Deafened, and Deaf Plus
Washington residents and employees have equal access opportunities for effective
communication through face-to-face (F2F) sign language interpreting services and video
remote interpreting services (VRI) to access state government activities.
C. Enterprise Services has exercised its discretionary authority to enter into a cooperative
purchasing agreement with ODHH to create a cost-effective, efficient, value-added
procurement solution to enable authorized purchasers to procure Sign Language
Interpreter Services with Referral Agencies.
D. On behalf of the State of Washington, Enterprise Services, as part of a competitive
governmental procurement, issued Competitive Solicitation No. 02120 dated March 23,
2020 regarding Sign Language Interpreter Services with Referral Agencies.
E. Enterprise Services evaluated all responses to the Competitive Solicitation and identified
Contractor as the apparent successful bidder.
F. Enterprise Services has determined that entering into this Master Contract will meet the
identified needs and be in the best interest of the State of Washington.
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 2
(Rev. 2019-12-20)
G. The purpose of this Master Contract is to enable eligible purchasers to purchase the
services as set forth herein.
A G R E E M E N T
N
OW THEREFORE, in consideration of the mutual promises, covenants, and conditions set forth herein, the
parties hereto hereby agree as follows:
1. T
ERM. The term of this Master Contract is seventy-two (72) months, commencing June 1, 2020 and
ending May 31, 2026.
2. E
LIGIBLE PURCHASERS. This Master Contract may be utilized by any of the following types of entities
(“Purchaser”):
2.1. W
ASHINGTON STATE AGENCIES. All Washington state agencies, departments, offices, divisions,
boards, and commissions.
2.2. W
ASHINGTON STATE INSTITUTIONS OF HIGHER EDUCATION (COLLEGES). Any the following institutions
of higher education in Washington:
State universities – i.e., University of Washington & Washington State University;
Regional universities – i.e., Central Washington University, Eastern Washington
University, & Western Washington University
Evergreen State College;
Community colleges; and
Technical colleges.
2.3. MCUA
PARTIES. Any of the following types of entities that have executed a Master Contract
Usage Agreement with Enterprise Services:
Political subdivisions (e.g., counties, cities, school districts, public utility districts)
in the State of Washington;
Federal governmental agencies or entities;
Public-benefit nonprofit corporations (i.e., § 501(c)(3) nonprofit corporations
that receive federal, state, or local funding); and
Federally-recognized Indian Tribes located in the State of Washington.
3. S
COPE – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES AND PRICE
3.1. C
ONTRACT SCOPE. Pursuant to this Master Contract, Contractor is authorized to sell only those
services set forth in Exhibit A – Sign Language Interpreter Services with Referral Agencies
Statement of Work for the prices set forth in Exhibit B – Fees/Rates. Contractor must not
represent to any Purchaser under that the Master Contract authorizes Contractor to sell any
materials, supplies, equipment, or services beyond those specified in the Master Contract.
3.2. S
TATE’S ABILITY TO MODIFY SCOPE OF MASTER CONTRACT. Subject to mutual agreement between
the parties, Enterprise Services reserves the right to modify the services included in this
Master Contract; provided, however, that any such modification shall be effective only upon
thirty (30) days advance written notice; and provided further, that any such modification must
be within the scope of this Master Contract.
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 3
(Rev. 2019-12-20)
3.3. INTERPRETER HOURLY RATES. Contractor guarantees to provide the contracted services for the
hourly rates set forth in Exhibit B – Fees/Rates. The rates fees/rates set forth in Exhibit B are
firm and fixed for one year from the effective date of this Contract. ODHH, however, may
adjust such rates on July 1 of each calendar year and such adjusted rates shall be effective for
services performed thereafter.
3.4. P
RICE ADJUSTMENTS. The Contract prices are the maximum prices the Contractor may charge.
Pricing shall remain firm and fixed for one (1) year from the Contract’s effective date.
Contractor, however, may propose price increases on a semi-annual basis by written notice
to the Contract Administrator. Price increases are to be on a pass-through basis only and
must not produce a higher profit margin for Contractor than that established by original
Contract pricing. Requests must include supporting documentation such as price increases at
the manufacturer's level and/or other documentation of cost increases. Consideration of
price increases will be at the sole discretion of the Contract Administrator. If a price increase
is approved in part or in full, the resulting new Contract pricing will be implemented through
a Contract Amendment. Contractor may not make Contract extensions contingent on price
adjustments.
3.5. NON-EXCLUSIVE CONTRACT. Notwithstanding any provision to the Contrary, Enterprise Services
reserves the right throughout the term of this Contract to enter into additional contracts with
other parties to meet the needs of the State of Washington.
3.6. M
ASTER CONTRACT INFORMATION. Enterprise Services shall maintain and provide information
regarding this Master Contract, including scope and pricing, to eligible Purchasers.
4. C
ONTRACTOR REPRESENTATIONS AND WARRANTIES. Contractor makes each of the following
representations and warranties as of the effective date of this Master Contract and at the time any
order is placed pursuant to this Master Contract. If, at the time of any such order, Contractor cannot
make such representations and warranties, Contractor shall not process any orders and shall, within
three (3) business days notify Enterprise Services, in writing, of such breach.
4.1. Q
UALIFIED TO DO BUSINESS. Contractor represents and warrants that it is in good standing and
qualified to do business in the State of Washington, that it is registered with the Washington
State Department of Revenue and the Washington Secretary of State, that it possesses and
shall keep current all required licenses and/or approvals, and that it is current, in full
compliance, and has paid all applicable taxes owed to the State of Washington.
4.2. S
USPENSION & DEBARMENT. Contractor represents and warrants that neither it nor its principals
or affiliates presently are debarred, suspended, proposed for debarment, declared ineligible,
or voluntarily excluded from participation in any governmental contract by any governmental
department or agency within the United States.
4.3. P
ERFORMANCE & DELIVERY OF SERVICES. Contractor represents and warrants that in performing
this Contract, Contractor shall:
(a) Perform its obligations in a timely, professional, and workmanlike manner consistent
with standards in the profession;
(b) Meet or exceed the performance and operational standards, requirements, and
specifications set forth in this Master Contract;
(c) Provide all contractual requirements in good quality with no material defects;
(d) Not interfere with the State’s operations;
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 4
(Rev. 2019-12-20)
(e) Obtain and maintain in good status all necessary licenses, permits, or other
authorizations necessary for the performance of the Master Contract;
(f) Cooperate with the State and any third party to achieve the objectives of the Master
Contract;
(g) Return to State any State-furnished equipment or other resources in the same
condition as when provided when no longer required for the Master Contract;
(h) Comply with all State physical and IT security policies and standards which will be
made available upon request;
(i) Comply with all State fire, access, safety, and other security requirements while on
State premises; and
(j) Provide the State priority in performance of this Master Contract except as
mandated by federal disaster response requirements.
Notwithstanding any provision to the contrary, any breach under this paragraph is considered
a material breach.
4.4. W
AGE VIOLATIONS. Contractor represents and warrants that, during the term of this Master
Contract and the three (3) year period immediately preceding the award of the Master
Contract, it is not determined, by a final and binding citation and notice of assessment issued
by the Washington Department of Labor and Industries or through a civil judgment entered
by a court of limited or general jurisdiction, to be in willful violation of any provision of
Washington state wage laws set forth in RCW chapters 49.46, 49.48, or 49.52.
4.5. P
AY EQUALITY. Contractor represents and warrants that, among its workers, similarly employed
individuals are compensated as equals. For purposes of this provision, employees are
similarly employed if the individuals work for the same employer, the performance of the job
requires comparable skill, effort, and responsibility, and the jobs are performed under similar
working conditions. Job titles alone are not determinative of whether employees are similarly
employed. Contractor may allow differentials in compensation for its workers based in good
faith on any of the following: a seniority system; a merit system; a system that measures
earnings by quantity or quality of production; a bona fide job-related factor or factors; or a
bona fide regional difference in compensation levels. A bona fide job-related factor or factors
may include, but not be limited to, education, training, or experience that is: consistent with
business necessity; not based on or derived from a gender-based differential; and accounts
for the entire differential. A bona fide regional difference in compensation level must be
consistent with business necessity; not based on or derived from a gender-based differential;
and account for the entire differential. Notwithstanding any provision to the contrary, upon
breach of warranty and Contractor’s failure to provide satisfactory evidence of compliance
within thirty (30) days, Enterprise Services may suspend or terminate this Master Contract
and any Purchaser hereunder similarly may suspend or terminate its use of the Master
Contract and/or any agreement entered into pursuant to this Master Contract.
4.6. E
XECUTIVE ORDER 18-03. WORKERS’ RIGHTS (MANDATORY INDIVIDUAL ARBITRATION). Contractor
represents and warrants, as previously certified in Contractor’s Bidder Certification, that
Contractor does NOT
require its employees, as a condition of employment, to sign or agree
to mandatory individual arbitration clauses or class or collective action waivers. Contractor
further represents and warrants that, during the term of this Contract, Contractor shall not,
as a condition of employment, require its employees to sign or agree to mandatory individual
arbitration clauses or class or collective action waivers.
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 5
(Rev. 2019-12-20)
4.7. PROCUREMENT ETHICS & PROHIBITION ON GIFTS. Contractor represents and warrants that it
complies fully with all applicable procurement ethics restrictions including, but not limited to,
restrictions against Contractor providing gifts or anything of economic value, directly or
indirectly, to Purchasers’ employees.
4.8. W
ASHINGTON’S ELECTRONIC BUSINESS SOLUTION (WEBS). Contractor represents and warrants that
it is registered in Washington’s Electronic Business Solution (WEBS), Washington’s contract
registration system and that, all of its information therein is current and accurate and that
throughout the term of this Master Contract, Contractor shall maintain an accurate profile in
WEBS.
4.9. S
TATEWIDE PAYEE DESK. Contractor represents and warrants that it is registered with the
Statewide Payee Desk, which registration is a condition to payment.
4.10. M
ASTER CONTRACT PROMOTION; ADVERTISING AND ENDORSEMENT. Contractor represents and
warrants that it shall use commercially reasonable efforts both to promote and market the
use of this Master Contract with eligible Purchasers and to ensure that those entities that
utilize this Master Contract are eligible Purchasers. Contractor understands and
acknowledges that neither Enterprise Services nor Purchasers are endorsing Contractor’s
services or suggesting that such services are the best or only solution to their needs.
Accordingly, Contractor represents and warrants that it shall make no reference to Enterprise
Services, any Purchaser, or the State of Washington in any promotional material without the
prior written consent of Enterprise Services.
4.11. M
ASTER CONTRACT TRANSITION. Contractor represents and warrants that, in the event this
Master Contract or a similar contract, is transitioned to another contractor (e.g., Master
Contract expiration or termination), Contractor shall use commercially reasonable efforts to
assist Enterprise Services for a period of sixty (60) days to effectuate a smooth transition to
another contractor to minimize disruption of service and/or costs to the State of Washington.
5. U
SING THE MASTER CONTRACT – PURCHASES.
5.1. O
RDERING REQUIREMENTS. Eligible Purchasers shall order services from this Master Contract,
consistent with the terms hereof and by using any ordering mechanism agreeable both to
Contractor and Purchaser but, at a minimum, including the use of a purchase order. When
practicable, Contractor and Purchaser also shall use telephone orders, email orders, web-
based orders, and similar procurement methods (collectively “Purchaser Order”). All order
documents must reference the Master Contract number. The terms of this Master Contract
shall apply to any Purchase Order and, in the event of any conflict, the terms of this Master
Contract shall prevail. Notwithstanding any provision to the contrary, in no event shall any
‘click-agreement,’ software or web-based application terms and conditions, or other
agreement modify the terms and conditions of this Master Contract.
5.2. M
ONTHLY DATA REPORTS. Contractor must retain data on requests that are filled and unfilled.
The Contractor shall incorporate this data into the required Monthly Data Reports. ODHH
reserves the right to request backup details to verify data in the Monthly Data Reports.
(a) The Contractor shall submit each month’s Data Report to ODHH via email at the end
of each month.
1. Data Elements
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 6
(Rev. 2019-12-20)
i. Within the Monthly Data Report, requested and/or received services
shall be separated as shown on the report template or as requested
in subsequent communication from the Contract Administrator.
ii. Services requested and received must be separated by each State of
Washington Agency, Department, Administration, Division and
MCUA participant. An electronic version of the report template and
a list of each State of Washington state agency will be provided to
Contractors at the time of Contract execution.
iii. The Contractor’s Monthly Data Report must include a minimum of
the following data elements. Should the following data reporting
requirements change, ODHH shall give the Contractor a thirty (30)
days’ notice of the specific changes.
a. General Information
1. Name of the Contractor;
2. Report period (month and year); and
3. Purchaser Name (not the employee’s name, the
Department or Division name)
b. Appointment Information
1. Total number of Appointments with completed
service;
2. Total number of requests unable to fill with an
Interpreter;
3. Total number of No Shows by Clients, Employee
or Service Provider, and Interpreters; (employee
and service provider means the same thing)
4. Total number of Cancellations with 48 business
hours’ or more notice by Clients, Employee or
Service Provider, and Interpreters;
5. Total number of Cancellations without 48
business hours’ or more notice by Clients,
Employee or Service Provider, and Interpreters;
6. Total hours and cost billed for Interpreter
services (including No Shows/Cancellations);
7. Total hours and cost billed for Interpreter
services at Deafblind rates;
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 7
(Rev. 2019-12-20)
8. Total hours and cost billed for Deaf Interpreters
(including No Shows/Cancellations); and
9. Total amount of other fees billed such as
(mileage, tolls) Parking, lodging, meals?
2. Administrative Fee
(a) The Office of the Deaf and Hard of Hearing will reimburse the Contractor
for each monthly report within five (5) business days.
i. No payment will be made if there were no requests. However, the
contractor must submit a no service report.
ii. Reports are submitted using excel. One (1) report can include
unlimited worksheets (tabs). Each worksheet captures data for a
specific department or division requesting Interpreters. The
department and/or divisions are not separated by region, only by
King and non-King county.
iii. One (1) to Ten (10) worksheets will be reimbursed up to $15.00 each.
iv. The maximum amount of reimbursement is $300.00 per month.
(b) Data reports are electronically submitted to
signlanguageinterpreters@dshs.wa.gov. ODHH will then review the data
and approve or reject the report. Approved data reports will
automatically generate a reimbursement request.
(c) Total payment for late reports will have a 10% deduction per day the
report is delinquent.
6. I
NVOICING & PAYMENT.
6.1. C
ONTRACTOR INVOICE. Contractor shall submit to Purchaser’s designated invoicing contact
properly itemized invoices. Such invoices shall itemize the following:
(a) Master Contract No. 02120
(b) Contractor name, address, telephone number, and email address for billing
issues (i.e., Contractor Customer Service Representative)
(c) Contractor’s Federal Tax Identification Number
(d) Date(s) of delivery
(e) Invoice amount; and
(f) Payment terms, including any available prompt payment discounts.
Contractor’s invoices for payment shall reflect accurate Master Contract prices. Invoices will
not be processed for payment until receipt of a complete invoice as specified herein.
6.2. P
AYMENT. Payment is the sole responsibility of, and will be made by, the Purchaser. Payment
is due within thirty (30) days of invoice. If Purchaser fails to make timely payment(s),
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 8
(Rev. 2019-12-20)
Contractor may invoice Purchaser in the amount of one percent (1%) per month on the
amount overdue or a minimum of $1. Payment will not be considered late if a check or
warrant is mailed within the time specified.
6.3. O
VERPAYMENTS. Contractor promptly shall refund to Purchaser the full amount of any
erroneous payment or overpayment. Such refunds shall occur within thirty (30) days of
written notice to Contractor; Provided, however, that Purchaser shall have the right to elect
to have either direct payments or written credit memos issued. If Contractor fails to make
timely payment(s) or issuance of such credit memos, Purchaser may impose a one percent
(1%) per month on the amount overdue thirty (30) days after notice to the Contractor.
6.4. N
O ADVANCE PAYMENT. No advance payments shall be made for any services furnished by
Contractor pursuant to this Master Contract.
6.5. N
O ADDITIONAL CHARGES. Unless otherwise specified herein, Contractor shall not include or
impose any additional charges including, but not limited to, charges for shipping, handling, or
payment processing.
6.6. T
AXES/FEES. Contractor promptly shall pay all applicable taxes on its operations and activities
pertaining to this Master Contract. Failure to do so shall constitute breach of this Master
Contract. Unless otherwise agreed, Purchaser shall pay applicable sales tax imposed by the
State of Washington on purchased services. Contractor, however, shall not make any charge
for federal excise taxes and Purchaser agrees to furnish Contractor with an exemption
certificate where appropriate.
7. C
ONTRACT MANAGEMENT.
7.1. C
ONTRACT ADMINISTRATION & NOTICES. Except for legal notices, the parties hereby designate the
following contract administrators as the respective single points of contact for purposes of
this Master Contract. Enterprise Services’ contract administrator shall provide Master
Contract oversight. Contractor’s contract administrator shall be Contractor’s principal
contact for business activities under this Master Contract. The parties may change contractor
administrators by written notice as set forth below.
Any notices required or desired shall be in writing and sent by U.S. mail, postage prepaid, or
sent via email, and shall be sent to the respective addressee at the respective address or email
address set forth below or to such other address or email address as the parties may specify
in writing:
Enterprise Services
Contractor
Attn: Michellee Jemmott
Washington Dept. of Enterprise Services
PO Box 41411
Olympia, WA 98504-1411
Tel: (360) 407-9300
Email:
DESContractsTeamCypress@des.wa.gov
Attn: Ken Long
P.O. Box 458
Orting, WA 98360
Tel: (360) 897-8300
Email: [email protected]
Notices shall be deemed effective upon the earlier of receipt, if mailed, or, if emailed, upon
transmission to the designated email address of said addressee.
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 9
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7.2. CONTRACTOR CUSTOMER SERVICE REPRESENTATIVE. Contractor shall designate a customer service
representative (and inform Enterprise Services of the same) who shall be responsible for
addressing Purchaser issues pertaining to this Master Contract.
7.3. L
EGAL NOTICES. Any legal notices required or desired shall be in writing and delivered by U.S.
certified mail, return receipt requested, postage prepaid, or sent via email, and shall be sent
to the respective addressee at the respective address or email address set forth below or to
such other address or email address as the parties may specify in writing:
Enterprise Services
Contractor
Attn: Legal Services Manager
Washington Dept. of Enterprise Services
PO Box 41411
Olympia, WA 98504-1411
Email: greg.t[email protected].gov
Attn: Ken Long
P.O. Box 458
Orting, WA 98360
Email: [email protected]
Notices shall be deemed effective upon the earlier of receipt when delivered, or, if mailed,
upon return receipt, or, if emailed, upon transmission to the designated email address of said
addressee.
8. C
ONTRACTOR SALES REPORTING; VENDOR MANAGEMENT FEE; & CONTRACTOR REPORTS.
8.1. M
ASTER CONTRACT SALES REPORTING. Contractor shall report total Master Contract sales
quarterly to Enterprise Services, as set forth below.
(a) Master Contract Sales Reporting System. Contractor shall report quarterly
Master Contract sales in Enterprise Services’ Master Contract Sales Reporting
System. Enterprise Services will provide Contractor with a login password and a
vendor number. The password and vendor number will be provided to the Sales
Reporting Representative(s) listed on Contractor’s Bidder Profile.
(b) Data. Each sales report must identify every authorized Purchaser by name as it is
known to Enterprise Services and its total combined sales amount invoiced during
the reporting period (i.e., sales of an entire agency or political subdivision, not its
individual subsections). The “Miscellaneous” option may be used only with prior
approval by Enterprise Services. Upon request, Contractor shall provide contact
information for all authorized purchasers specified herein during the term of the
Master Contract. If there are no Master Contract sales during the reporting
period, Contractor must report zero sales.
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(c) Due dates for Master Contract Sales Reporting. Quarterly Master Contract Sales
Reports must be submitted electronically by the following deadlines for all sales
invoiced during the applicable calendar quarter:
FOR CALENDAR QUARTER ENDING
MASTER CONTRACT
SALES REPORT DUE
March 31: April 30
June 30: July 31
September 30: October 31
December 31: January 31
8.2. VENDOR MANAGEMENT FEE. Contractor shall pay to Enterprise Services a vendor management
fee (“VMF”) of 1 percent on the purchase price for all Master Contract sales (the purchase
price is the total invoice price less gas mileage, lodging, meals, supplemental fees and
applicable sales tax).
(a) The sum owed by Contractor to Enterprise Services as a result of the VMF is
calculated as follows:
Amount owed to Enterprise Services = Total Master Contract
sales invoiced (not including sales tax) x .01.
(b) The VMF must be rolled into Contractor’s current pricing. The VMF must not be
shown as a separate line item on any invoice unless specifically requested and
approved by Enterprise Services.
(c) Enterprise Services will invoice Contractor quarterly based on Master Contract
sales reported by Contractor. Contractors are not to remit payment until they
receive an invoice from Enterprise Services. Contractor’s VMF payment to
Enterprise Services must reference this Master Contract number, work request
number (if applicable), the year and quarter for which the VMF is being remitted,
and the Contractor’s name as set forth in this Master Contract, if not already
included on the face of the check.
(d) Failure to accurately report total net sales, to submit a timely usage report, or
remit timely payment of the VMF, may be cause for Master Contract suspension
or termination or the exercise of other remedies provided by law. Without
limiting any other available remedies, the Parties agree that Contractor’s failure
to remit to Enterprise Services timely payment of the VMF shall obligate
Contractor to pay to Enterprise Services, to offset the administrative and
transaction costs incurred by the State to identify, process, and collect such sums,
the sum of $200.00 or twenty-five percent (25%) of the outstanding amount,
whichever is greater, or the maximum allowed by law, if less.
(e) Enterprise Services reserves the right, upon thirty (30) days advance written
notice, to increase, reduce, or eliminate the VMF for subsequent purchases, and
reserves the right to renegotiate Master Contract pricing with Contractor when
any subsequent adjustment of the VMF might justify a change in pricing.
9. R
ECORDS RETENTION & AUDITS.
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 11
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9.1. RECORDS RETENTION. Contractor shall maintain books, records, documents, and other evidence
pertaining to this Master Contract and orders placed by Purchasers under it to the extent and
in such detail as shall adequately reflect performance and administration of payments and
fees. Contractor shall retain such records for a period of six (6) years following expiration or
termination of this Master Contract or final payment for any order placed by a Purchaser
against this Master Contract, whichever is later; Provided, however, that if any litigation,
claim, or audit is commenced prior to the expiration of this period, such period shall extend
until all such litigation, claims, or audits have been resolved.
9.2. A
UDIT. Enterprise Services reserves the right to audit, or have a designated third party audit,
applicable records to ensure that Contractor has properly invoiced Purchasers and that
Contractor has paid all applicable contract management fees. Accordingly, Contractor shall
permit Enterprise Services, any Purchaser, and any other duly authorized agent of a
governmental agency, to audit, inspect, examine, copy and/or transcribe Contractor’s books,
documents, papers and records directly pertinent to this Master Contract or orders placed by
a Purchaser under it for the purpose of making audits, examinations, excerpts, and
transcriptions. This right shall survive for a period of six (6) years following expiration or
termination of this Master Contract or final payment for any order placed by a Purchaser
against this Master Contract, whichever is later; Provided, however, that if any litigation,
claim, or audit is commenced prior to the expiration of this period, such period shall extend
until all such litigation, claims, or audits have been resolved.
9.3. O
VERPAYMENT OF PURCHASES OR UNDERPAYMENT OF FEES. Without limiting any other remedy
available to any Purchaser, Contractor shall (a) reimburse Purchasers for any overpayments
inconsistent with the terms of this Master Contract or orders, at a rate of 125% of such
overpayments, found as a result of the examination of the Contractor’s records; and
(b) reimburse Enterprise Services for any underpayment of fees, at a rate of 125% of such fees
found as a result of the examination of the Contractor’s records (e.g., if Contractor underpays
the Vendor Management Fee by $500, Contractor would be required to pay to Enterprise
Services $500 x 1.25 = $625).
10. I
NSURANCE.
10.1. R
EQUIRED INSURANCE. During the Term of this Master Contract, Contractor, at its expense, shall
maintain in full force and effect the insurance coverages set forth in Exhibit C – Insurance
Requirements. All costs for insurance, including any payments of deductible amounts, shall
be considered incidental to and included in the prices for services and no additional payment
shall be made.
10.2. W
ORKERS COMPENSATION. Contractor shall comply with applicable workers’ compensation
statutes and regulations (e.g., RCW Title 51, Industrial Insurance). If Contractor fails to
provide industrial insurance coverage or fails to pay premiums or penalties on behalf of its
employees as may be required by law, Enterprise Services may terminate this Master
Contract. This provision does not waive any of the Washington State Department of Labor
and Industries (L&I) rights to collect from Contractor. In addition, Contractor waives its
immunity under RCW Title 51 to the extent it is required to indemnify, defend, and hold
harmless the State of Washington and its agencies, officials, agents, or employees.
11. C
LAIMS.
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(Rev. 2019-12-20)
11.1. ASSUMPTION OF RISKS; CLAIMS BETWEEN THE PARTIES. Contractor assumes sole responsibility and
all risks of personal injury or property damage to itself and its employees and agents in
connection with its operations under this Master Contract. Enterprise Services has made no
representations regarding any factor affecting Contractor’s risks. Contractor shall pay for all
damage to any Purchaser’s property resulting directly or indirectly from its acts or omissions
under this Master Contract, even if not attributable to negligence by Contractor or its agents.
11.2. T
HIRD-PARTY CLAIMS; INDEMNITY. To the fullest extent permitted by law, Contractor shall defend,
indemnify, and hold harmless Enterprise Services and any Purchaser and their employees and
agents from and against all claims, demands, judgments, assessments, damages, penalties,
fines, costs, liabilities or losses including, without limitation, sums paid in settlement of claims,
attorneys’ fees, consultant fees, and expert fees (collectively “claims”) arising from any act or
omission of Contractor or its successors, agents, and subcontractors under this Master
Contract, except claims caused solely by Enterprise Services or any Purchasers’ negligence.
Contractor shall take all steps needed to keep Purchaser’s property free of liens arising from
Contractor’s activities, and promptly obtain or bond the release of any such liens that may be
filed.
12. D
ISPUTE RESOLUTION. The parties shall cooperate to resolve any dispute pertaining to this Master
Contract efficiently, as timely as practicable, and at the lowest possible level with authority to resolve
such dispute. If, however, a dispute persists and cannot be resolved, it may be escalated within each
organization. In such situation, upon notice by either party, each party, within five (5) business days
shall reduce its description of the dispute to writing and deliver it to the other party. The receiving
party then shall have three (3) business days to review and respond in writing. In the event that the
parties cannot then agree on a resolution of the dispute, the parties shall schedule a conference
between the respective senior manager of each organization to attempt to resolve the dispute. In
the event the parties cannot agree, either party may resort to court to resolve the dispute.
13. S
USPENSION & TERMINATION; REMEDIES.
13.1. S
USPENSION & TERMINATION FOR DEFAULT. Enterprise Services may suspend Contractor’s
operations under this Master Contract immediately by written cure notice of any default.
Suspension shall continue until the default is remedied to Enterprise Services’ reasonable
satisfaction; Provided, however, that, if after thirty (30) days from such a suspension notice,
Contractor remains in default, Enterprise Services may terminate Contractor’s rights under
this Master Contract. All of Contractor’s obligations to Enterprise Services and Purchasers
survive termination of Contractor’s rights under this Master Contract, until such obligations
have been fulfilled.
13.2. D
EFAULT. Each of the following events shall constitute default of this Master Contract by
Contractor:
(a) Contractor fails to perform or comply with any of the terms or conditions of this
Master Contract including, but not limited to, Contractor’s obligation to pay vendor
management fees when due;
(b) Contractor breaches any representation or warranty provided herein; or
(c) Contractor enters into proceedings relating to bankruptcy, whether voluntary or
involuntary.
13.3. R
EMEDIES FOR DEFAULT.
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 13
(Rev. 2019-12-20)
(a) Enterprise Services’ rights to suspend and terminate Contractor’s rights under this
Master Contract are in addition to all other available remedies.
(b) In the event of termination for default, Enterprise Services may exercise any remedy
provided by law including, without limitation, the right to procure for all Purchasers
replacement services. In such event, Contractor shall be liable to Enterprise Services
for damages as authorized by law including, but not limited to, any price difference
between the Master Contract price and the replacement or cover price as well as any
administrative and/or transaction costs directly related to such replacement
procurement – e.g., the cost of the competitive procurement.
13.4. L
IMITATION ON DAMAGES. Notwithstanding any provision to the contrary, the parties agree that
in no event shall any party or Purchaser be liable to the other for exemplary or punitive
damages.
13.5. G
OVERNMENTAL TERMINATION.
(a) Termination for Withdrawal of Authority. Enterprise Services may suspend or
terminate this Master Contract if, during the term hereof, Enterprise Services’
procurement authority is withdrawn, reduced, or limited such that Enterprise
Services, in its judgment, would lack authority to enter into this Master Contract;
Provided, however, that such suspension or termination for withdrawal of authority
shall only be effective upon twenty (20) days prior written notice; and Provided
further, that such suspension or termination for withdrawal of authority shall not
relieve any Purchaser from payment for services already ordered as of the effective
date of such notice. Except as stated in this provision, in the event of such
suspension or termination for withdrawal of authority, neither Enterprise Services
nor any Purchaser shall have any obligation or liability to Contractor.
(b) Termination for Public Convenience. Enterprise Services, for public convenience,
may terminate this Master Contract; Provided, however, that such termination for
public convenience must, in Enterprise Services’ judgment, be in the best interest of
the State of Washington; and Provided further, that such termination for public
convenience shall only be effective upon sixty (60) days prior written notice; and
Provided further, that such termination for public convenience shall not relieve any
Purchaser from payment for services already ordered as of the effective date of such
notice. Except as stated in this provision, in the event of such termination for public
convenience, neither Enterprise Services nor any Purchaser shall have any obligation
or liability to Contractor.
13.6. T
ERMINATION PROCEDURE. Regardless of basis, in the event of suspension or termination (in full
or in part), the parties shall cooperate to ensure an orderly and efficient suspension or
termination. Accordingly, Contractor shall deliver to Purchasers all services that are complete
(or with approval from Enterprise Services, substantially complete) and Purchasers shall
inspect, accept, and pay for the same in accordance with this Master Contract and the
applicable Purchase Order. Unless directed by Enterprise Services to the contrary, Contractor
shall not process any orders after notice of suspension or termination inconsistent therewith.
14. G
ENERAL PROVISIONS.
14.1. T
IME IS OF THE ESSENCE. Time is of the essence for each and every provision of this Master
Contract.
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 14
(Rev. 2019-12-20)
14.2. COMPLIANCE WITH LAW. Contractor shall comply with all applicable law.
14.3. I
NTEGRATED AGREEMENT. This Master Contract constitutes the entire agreement and
understanding of the parties with respect to the subject matter and supersedes all prior
negotiations, representations, and understandings between them. There are no
representations or understandings of any kind not set forth herein.
14.4. A
MENDMENT OR MODIFICATION. Except as set forth herein, this Master Contract may not be
amended or modified except in writing and signed by a duly authorized representative of each
party.
14.5. A
UTHORITY. Each party to this Master Contract, and each individual signing on behalf of each
party, hereby represents and warrants to the other that it has full power and authority to
enter into this Master Contract and that its execution, delivery, and performance of this
Master Contract has been fully authorized and approved, and that no further approvals or
consents are required to bind such party.
14.6. N
O AGENCY. The parties agree that no agency, partnership, or joint venture of any kind shall
be or is intended to be created by or under this Master Contract. Neither party is an agent of
the other party nor authorized to obligate it.
14.7. A
SSIGNMENT. Contractor may not assign its rights under this Master Contract without
Enterprise Services’ prior written consent and Enterprise Services may consider any
attempted assignment without such consent to be void; Provided, however, that, if Contractor
provides written notice to Enterprise Services within thirty (30) days, Contractor may assign
its rights under this Master Contract in full to any parent, subsidiary, or affiliate of Contractor
that controls or is controlled by or under common control with Contractor, is merged or
consolidated with Contractor, or purchases a majority or controlling interest in the ownership
or assets of Contractor. Unless otherwise agreed, Contractor guarantees prompt
performance of all obligations under this Master Contract notwithstanding any prior
assignment of its rights.
14.8. B
INDING EFFECT; SUCCESSORS & ASSIGNS. This Master Contract shall be binding upon and shall
inure to the benefit of the parties hereto and their respective successors and assigns.
14.9. P
UBLIC INFORMATION. This Master Contract and all related documents are subject to public
disclosure as required by Washington’s Public Records Act, RCW chapter 42.56.
14.10. A
SSIGNMENT OF ANTITRUST RIGHTS REGARDING PURCHASED SERVICES. Contractor irrevocably assigns
to Enterprise Services, on behalf of the State of Washington, any claim for relief or cause of
action which the Contractor now has or which may accrue to the Contractor in the future by
reason of any violation of state or federal antitrust laws in connection with any services
provided in Washington for the purpose of carrying out the Contractor’s obligations under
this Master Contract, including, at Enterprise Services' option, the right to control any such
litigation on such claim for relief or cause of action.
14.11. F
EDERAL FUNDS. To the extent that any Purchaser uses federal funds to purchase services
pursuant to this Master Contract, such Purchaser shall specify, with its order, any applicable
requirement or certification that must be satisfied by Contractor at the time the order is
placed or upon delivery.
14.12. S
EVERABILITY. If any provision of this Master Contract is held to be invalid or unenforceable,
such provision shall not affect or invalidate the remainder of this Master Contract, and to this
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 15
(Rev. 2019-12-20)
end the provisions of this Master Contract are declared to be severable. If such invalidity
becomes known or apparent to the parties, the parties agree to negotiate promptly in good
faith in an attempt to amend such provision as nearly as possible to be consistent with the
intent of this Master Contract.
14.13. W
AIVER. Failure of either party to insist upon the strict performance of any of the terms and
conditions hereof, or failure to exercise any rights or remedies provided herein or by law, or
to notify the other party in the event of breach, shall not release the other party of any of its
obligations under this Master Contract, nor shall any purported oral modification or rescission
of this Master Contract by either party operate as a waiver of any of the terms hereof. No
waiver by either party of any breach, default, or violation of any term, warranty,
representation, contract, covenant, right, condition, or provision hereof shall constitute
waiver of any subsequent breach, default, or violation of the same or other term, warranty,
representation, contract, covenant, right, condition, or provision.
14.14. S
URVIVAL. All representations, warranties, covenants, agreements, and indemnities set forth
in or otherwise made pursuant to this Master Contract shall survive and remain in effect
following the expiration or termination of this Master Contract, Provided, however, that
nothing herein is intended to extend the survival beyond any applicable statute of limitations
periods.
14.15. G
OVERNING LAW. The validity, construction, performance, and enforcement of this Master
Contract shall be governed by and construed in accordance with the laws of the State of
Washington, without regard to its choice of law rules.
14.16. J
URISDICTION & VENUE. In the event that any action is brought to enforce any provision of this
Master Contract, the parties agree to exclusive jurisdiction in Thurston County Superior Court
for the State of Washington and agree that in any such action venue shall lie exclusively at
Olympia, Washington.
14.17. A
TTORNEYS’ FEES. Should any legal action or proceeding be commenced by either party in order
to enforce this Master Contract or any provision hereof, or in connection with any alleged
dispute, breach, default, or misrepresentation in connection with any provision herein
contained, the prevailing party shall be entitled to recover reasonable attorneys’ fees and
costs incurred in connection with such action or proceeding, including costs of pursuing or
defending any legal action, including, without limitation, any appeal, discovery, or negotiation
and preparation of settlement arrangements, in addition to such other relief as may be
granted.
14.18. F
AIR CONSTRUCTION & INTERPRETATION. The provisions of this Master Contract shall be construed
as a whole according to their common meaning and not strictly for or against any party and
consistent with the provisions contained herein in order to achieve the objectives and
purposes of this Master Contract. Each party hereto and its counsel has reviewed and revised
this Master Contract and agrees that the normal rules of construction to the effect that any
ambiguities are to be resolved against the drafting party shall not be construed in the
interpretation of this Master Contract. Each term and provision of this Master Contract to be
performed by either party shall be construed to be both a covenant and a condition.
14.19. F
URTHER ASSURANCES. In addition to the actions specifically mentioned in this Master Contract,
the parties shall each do whatever may reasonably be necessary to accomplish the
transactions contemplated in this Master Contract including, without limitation, executing
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 16
(Rev. 2019-12-20)
any additional documents reasonably necessary to effectuate the provisions and purposes of
this Master Contract.
14.20. E
XHIBITS. All exhibits referred to herein are deemed to be incorporated in this Master Contract
in their entirety.
14.21. C
APTIONS & HEADINGS. The captions and headings in this Master Contract are for convenience
only and are not intended to, and shall not be construed to, limit, enlarge, or affect the scope
or intent of this Master Contract nor the meaning of any provisions hereof.
14.22. E
LECTRONIC SIGNATURES. A signed copy of this Master Contract or any other ancillary agreement
transmitted by facsimile, email, or other means of electronic transmission shall be deemed to
have the same legal effect as delivery of an original executed copy of this Master Contract or
such other ancillary agreement for all purposes.
14.23. C
OUNTERPARTS. This Master Contract may be executed in any number of counterparts, each of
which shall be deemed an original and all of which counterparts together shall constitute the
same instrument which may be sufficiently evidenced by one counterpart. Execution of this
Master Contract at different times and places by the parties shall not affect the validity
thereof so long as all the parties hereto execute a counterpart of this Master Contract.
E
XECUTED as of the date and year first above written.
S
TATE OF
W
ASHINGTON
Department of Enterprise Services
A
LL
H
ANDS
C
OMMUNITY
I
NTERPRETING
S
ERVICES
, LLC
a Limited Liability Company
By: ___________________________
Kim Kirkland
By: ___________________________
Type Name
Its: Procurement Supervisor
Its: Title
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 17
(Rev. 2019-12-20)
EXHIBIT A
INCLUDED SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES STATEMENT OF WORK
D
EFINITIONS
a. “Administrative Service Fee” is a fee paid to the Contractor monthly by the Office of the Deaf
and Hard of Hearing in exchange for required data reports.
b. “Appointment” means a period of time during which a Purchaser has requested interpreting
services. One (1) Appointment may span multiple consecutive Business Days. Specific types of
Appointments are defined below.
1. “Filled Appointment” means a Contractor has assigned the Interpreter(s) to the
Appointment and has confirmed this with the Purchaser.
2. “Unfilled Appointment” is an Appointment for which the Contractor has tried and failed
to schedule an Interpreter and has notified the Purchaser.
3. “DeafBlind Appointment” is an Appointment involving close vision, tactile, or pro-tactile
requests.
4. “Legal Appointment” is an Appointment where the subject matter is legal in nature.
Examples of these Appointments are: meeting with an attorney, administrative
hearings, interview and or interaction with Police officer, any type of appeal that
impacts housing, fiscal or and individuals civil liberty. SC:L certified Interpreters will
receive priority for these appointments and are eligible for Supplemental Fees.
c. “Approved Interpreter” means an Interpreter who has registered with ODHH, has an active RID,
BEI or QDI membership, has passed the DSHS background check screening, and is on the ODHH
approved Interpreter List.
d. “Awarded Referral Agency” means a Referral Agency who has been awarded a Master Contract
through Enterprise Services Competitive Solicitation process.
e. “Base Rate” is the fee paid for the initial Appointment.
f. “Business Day” means Monday through Friday, 8:00 a.m. to 5:00 p.m., Pacific Time (Standard or
Daylight, as applicable), except for holidays observed by the State of Washington. One (1)
Business Day equals nine (9) business hours per day.
g. “Board of Evaluation of Interpreters” or “BEI” is a state level Certification offered through the
Office of Deaf and Hard of Hearing Services (DHHS) Board for Evaluation of Interpreters (BEI)
in
Texas.
h. “Booking Fee” is the fee an Agency charges for scheduling Sign Language Interpreters.
i. “Cancellation” means an Appointment cancelled by the Purchaser, DSHS/State employee,
Customer or Interpreter.
j. “Certified Interpreter” means an interpreter who has demonstrated his/her ability to interpret
effectively, accurately and impartially. He/she obtained national interpreter certification by
taking national performance and knowledge tests. A certified interpreter has been awarded
interpreter certification by the Registry of Interpreters for the Deaf (RID), National Association
of the Deaf (NAD), and/or the BEI (Texas).
k. ”Close Vision Interpreting” refers to a method used with Deaf, hard of hearing, DeafBlind,
DeafPlus and Late Deafened individuals who have low vision and rely on their residual vision for
communication. Interpreters are situated in close proximity in front of the Customer.
l. “Contracted Service Provider” means a provider, such as the Regional Services Centers, Area
Agency on Aging, or Community Psychiatric Clinic, who has a contract with the state of
Washington.
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 18
(Rev. 2019-12-20)
m. “Customer” means a Deaf, DeafBlind, Hard of Hearing, Late Deafened or Deaf Plus Customer or
resident of the State of Washington, or DSHS/State of Washington Employee utilizing Sign
Language Interpreter Services.
n. “Deaf” is a broad term that generally describes people who have a severe to profound hearing
loss. Deaf individuals may communicate by American Sign Language (ASL), another form of
signed language, lip-reading, English (written or spoken), or any other method of
communication. They may use a combination of Sign Language Interpreters, hearing aids,
assistive listening devices, and other specialized technology.
o. “DeafBlind” is a term that refers to people who have both visual and hearing losses. The person
is either deaf or hard of hearing. Many persons who are DeafBlind communicate by using tactile
signing or close vision signing, depending on their vision loss.
p. “Deaf Interpreter”or “Certified Deaf Interpreter” is a specialist who is Deaf and provides
interpreting services utilizing American Sign Language and other visual and tactile
communication forms used by individuals who are Deaf, Hard of hearing or DeafBlind. Being
Deaf, the Deaf Interpreter utilizes a distinct set of formative linguistic, cultural, and life
experiences. This enables nuanced comprehension and interaction in a wide range of visual
language and communication forms influenced by region, culture, age, literacy, education,
socio-economic bearing, and/or physical, cognitive, and mental health. These experiences,
coupled with professional training, give the Deaf Interpreter the ability to successfully
communicate across all types of interpreted interactions, both routine and high risk. The use of
a Deaf Interpreter enables a level of linguistic and cultural bridging that is often not possible
when hearing ASL-English Interpreters work alone.
q. “Deaf Plus” refers to a Deaf individual who has an additional disability that may or may not
impact their signing ability and language comprehension.
r. “Evening, Weekend, and Holiday Rates” include all hours outside of State business hours, which
are Monday to Friday, 8:00 a.m. to 5:00 p.m., State Holidays are as follows: New Year’s Day,
Martin Luther King Jr’s birthday, President’s Day Memorial Day, Independence Day, Labor Day,
Veterans Day, Thanksgiving Day, Native American Heritage Day, and Christmas Day.
s. “Family Member” means any person who is a relative by blood, adoption, or marriage.
t. “Give Back” means that an Interpreter accepted an assignment, and, within forty-eight (48)
hours prior to the Contractors confirmed Appointment, the Interpreter gives back the
assignment leaving the Contractor minimal time to find a suitable replacement.
u. “Hard of Hearing” is a term that general refers to people who have mild to moderate hearing
loss who may communicate through Sign Language, spoken language or both. These individuals
may or may not use a combination of: Sign Language Interpreters, hearing aids, assistive
listening devices, and other specialized communication technology.
v. “Health Care Authority or HCA” means the state agency that purchases health care for more
than two million Washington residents through Apple Health (Medicaid), the Public Employees
Benefits Board (PEBB) Program, and, beginning in 2020, the School Employees Benefits Board
(SEBB) Program. As the largest health care purchaser in the state, we lead the effort to
transform health care, helping ensure Washington residents have access to better health and
better care at a lower cost.
w. “Hourly Rate” is the rate at which an Interpreter will be reimbursed per hour of service.
x. “Interpreter” - See definition under “Certified Interpreter.”
y. “Interpret,” Interpretation” or “Interpreting” means the process of translating communication
between hearing individuals, who communicate in spoken language, and individuals who
communicate in sign language. Interpreters must be able to listen to an individual’s words,
inflections, and intent and simultaneously render them into sign language using the mode of
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 19
(Rev. 2019-12-20)
communication preferred by the Customer. The Interpreter must also be able to comprehend
the signs, inflections, and intent of the Customer and speak them in articulate, appropriate
English.
z. “Interpreter Preference” means the Customer has indicated that a specific interpreter
communicates effectively with the individual and they prefer to work with that interpreter.
aa. “Interpreter Referral Agency” is an organization that provides specialized sign language
interpreter referral services. These services include billing, scheduling, assignment, and referral
of interpreters to Appointments. Interpreter Referral Agencies may or may not have a contract
with the state to provide services.
bb. “Late Deafened” typically refers to the individual who loses hearing later in life Individuals who
are late-deafened have usually maintained spoken communication skills. These individuals may
or may not use a combination of: Sign Language Interpreters, hearing aids, assistive listening
devices, and other specialized communication technology.
cc. “Late Arrival” means a time when an Interpreter arrives more than fifteen (15) minutes late for
an Appointment.
dd. “MCUA” or “Master Contract Usage Agreement
” means an agreement necessary to meet
statutory requirements allowing qualifying organizations to use Washington State Master
Contracts.
ee. “Medicaid” means Medicaid is the federally matched medical aid program under Title XIX of the
Social Security Act (and Title XXI of the Social Security Act for the Children’s Health Insurance
Plan) that covers the Categorically Needy (CN) and Medically Needy (MN) programs. It is called
Apple Health in Washington State.
ff. “Monthly Data Reports” are reports that Contractors are required to submit to the Office of the
Deaf and Hard of Hearing which summarize monthly usage of their ASL interpreting services.
gg. “National Association of the Deaf” or “NAD” is a national membership association that
previously administered testing for certification of Sign Language Interpreters. National
Interpreting Certification (NIC) testing system replaced NAD testing. NAD Certified Interpreters
have been incorporated into RID’s Certification Maintenance Program and their credentials are
maintained by RID.
hh. “No Show” means a Customer, contracted service provider, or Interpreter who does not keep
an Appointment at the time scheduled.
Please note: should the Contractors Interpreters attend an Appointment and the Customer is
not on time, the Interpreter must stay on the premises for twenty (20) minutes after the
Appointment start time before declaring a No Show, unless:
a. The Customer or Purchaser has asked the Interpreter to stay longer; or
b. The Appointment specifies on the request form that the interpreter should remain on
the premises for a specified duration regardless of whether the Customer shows up; or
c. The Customer or Purchaser dismisses the Interpreter.
ii. “Office of Deaf and Hard of Hearing” or “ODHH” is an Office within DSHS’ Aging and Long-Term
Support Administration. ODHH received delegation of authority from the Washington
Department of Enterprise Services to procure and administer this Contract.
jj. “Pre-Certified Interpreter” means a Sign Language Interpreter who has passed the written
component of RID or BEI Certification requirements but has not yet passed the performance
exam. Under specific circumstances Pre-Certified Interpreters can work through a Referral
Agency with a Team that includes a Certified Interpreter or a Deaf Interpreter. Pre-Certified
Interpreters require additional criterial per ODHH.
kk. “ProTactile Sign Language,” “ProTactile” or “PTASL” is a form of communication used primarily
by the DeafBlind community and which is rooted in touch, communicated on the body. PTASL,
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 20
(Rev. 2019-12-20)
developed by and for people who are DeafBlind, can also be used to connect small groups of
people in communication, instead of just one-on-one. In some situations, two Interpreters are
required to provide effective communication, and if the Appointment is longer than one (1)
hour, a team of four (4) could be necessary. Interpreters serving DeafBlind Customers should
have additional training and awareness of the socio-cultural aspects besides language, including
the culture, philosophy and attitude inherent to the DeafBlind community.
ll. “ProviderOne” or “P1” means the system commonly referred to as the Medicaid Management
Information System (MMIS), and is the federally approved system used by the Washington
Medicaid program to pay provider claims for goods and services authorized under the State
Plan. The MMIS is certified by CMS and is the primary information system used by HCA to pay
for health care.
mm. “Qualified Deaf Interpreter (QDI)” refers to a non-certified Interpreter who has been
assessed and approved for high level of proficiency in two languages, adheres to ODHH code of
ethics and best practices and has the appropriate training and experience to interpret. The QDI
usually teams with the Certified Deaf Interpreters in a wide range of situations to enhance
effective communication. Language equality may be affected in any communication influenced
by region, culture, age, literacy, education, socio-economic bearing, and/or physical, cognitive,
and mental health, and is especially crucial in any situation where the Customers health and/or
freedom might be at stake.
nn. “Region” means one (1) of the six (6) Regions of Washington State designated as Northwest,
North Central, Eastern, Olympic, Southwest and South Central. The Counties each Region serves
is as follows:
a. Northwest: Whatcom, San Juan, Island, Skagit, Snohomish, King
b. North Central: Okanogan, Chelan, Douglas, Grant
c. Eastern: Ferry, Stevens, Pend Oreille, Lincoln, Spokane, Adams, Whitman
d. Olympic: Clallam, Jefferson, Kitsap, Mason, Grays Harbor, Pierce, Thurston
e. Southwest: Pacific Lewis, Cowlitz, Clark, Skamania, Klickitat
f. South Central: Kittitas, Yakima, Benton, Franklin, Walla Walla, Columbia, Garfield, Asotin
oo. “Registry of Interpreters for the Deaf” or “RID” refers to a national membership organization
representing the professionals who provide sign language Interpreting services for the Deaf and
Hard of Hearing.
pp. “Request” refers to Purchaser(s) officially requesting services from Contractors to provide sign
language interpretation (either independent Interpreters or Agencies). Requests are made with
the Master Contract Interpreter Request Form.
qq. “Supplemental Fees” are added on to the hourly rate. These are fees paid to Interpreters who
have additional Certifications or approved credentials for specialized Appointments. We do not
limit scheduling to this pool of Interpreters but we do reimburse these Interpreter’s for taking
additional trainings. Supplemental Appointments include:
a. DeafBlind Appointment if the Interpreter has Credentials as an Interpreter for DeafBlind.
b. DeafBlind Appointments if the Interpreter has Protactile Certification.
c. Legal Appointments if the Interpreter has SC:L or has meet the training established by
ODHH.
d. Mental Health Appointments if the Interpreter has QMHI Certification from Alabama
e. Health Appointments if the Interpreter has met the required training hours, or has received
a Certificate in Healthcare Interpreting from Rochester Institution of Technology (RIT), or a
Certification in Healthcare Interpreting from the Certification Commission for Healthcare
Interpreters.
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 21
(Rev. 2019-12-20)
rr. “Specialty Certification: Legal (SC:L)” is a credential is fully recognized by RID, but the
designation is no longer awarded by RID. This credential was offered beginning in 1998 and
went into moratorium effective January 1, 2016. Holders of this specialist certification
demonstrated specialized knowledge of legal settings and greater familiarity with language used
in the legal system. These individuals are typically recommended for a broad range of
assignments in the legal setting.
ss. “Travel Time” is the time an Interpreter uses to commute to and from an Appointment. Travel
time, if more than one (1) hour each way, is added to the total time of the initial Appointment
request. See “Payment for Services, Travel Reimbursement” in Exhibit C – Bid Price for
additional information.
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 22
(Rev. 2019-12-20)
INCLUDED SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES STATEMENT OF WORK
1. P
URCHASERS
a. Contractor acknowledges that use of the Contract by any city, county, state agency,
state school district, state higher education institution, public utility district, Medicaid
provider, or organization that has a Master Contract Usage Agreement (MCUA) is
discretionary.
b. Services described herein will be requested by Purchaser as needed, based on
program/policy requirements and Consumer communication needs and preferences.
c. The Contractor acknowledges that payment for any services provided under this
Contract is the sole responsibility of the Purchaser.
2. S
ERVICE AREA
a. The Contractor shall recruit and confirm their interpreters have approved Certifications,
and qualifications established by the Office of Deaf and Hard of Hearing (ODHH) in one
(1) or more regions as indicated by the Contractor.
b. Contractor may have Interpreters located in one (1) or more regions and must have at
least two (2) Interpreters in a Region to be able to substitute of necessary. See “Region”
in Definitions for Counties included in each Region.
3. C
ONTRACTOR AVAILABILITY
a. Fax, instant messaging, and other modes of communication may be used at the
Contractors option, but cannot substituted for telephone, videophone, and email
responses.
b. If Contractor is not open during evening and weekends, the Contractor must have an
outgoing answering message and/or service that indicates the Contractors regular
service hours and response time, as well as an electronic away message (i.e. Outlook
“Out of Office” reply) for all emails received after business hours.
c. During Contractors vacation and holidays, the Contractor must have an answering
message and/or service that indicates Contractors return time, when the Contractor will
respond to requests, and refer Purchaser to ODHH’s website which provides a list of
available agencies.
4. I
NTERPRETER SERVICES AVAILABILITY
a. The Contractor must be available for Medicaid Appointments at any time during the day
or week. Requests during Monday through Friday 8:00 am to 5:00 pm hours are paid at
the standard rate. Requests outside these hours will be paid at the Evening, Weekend
and/or Holiday Rate.
b. In an event where the Contractor indicates that they are unable to fill the Purchasers
request, the Contractor shall try at least at least two (2) other approved Interpreters
before proceeding to fill the request with an Interpreter who has not been approved by
ODHH.
5. I
NTERPRETER, CREDENTIALS
a. The Contractor shall only assign approved interpreters in response to authorized
Purchaser requests.
The Contractors interpreters must have an active membership in good standing with
Washington State Registry of Interpreters for the Deaf (WSRID).
i. Out of state Interpreters who work frequently in Washington are required to
become members of WSRID.
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 23
(Rev. 2019-12-20)
b. The Contractors interpreters must have at least one (1) of the following active
credentials:
i. Certificate of Interpreting (“CI”) from the Registry of Interpreters for the Deaf;
ii. Certificate of Transliteration (“CT”) from the Registry of Interpreters for the
Deaf;
iii. Comprehensive Skills Certificate (“CSC”) from the Registry of Interpreters for the
Deaf;
iv. Reverse Skills Certification (“RSC”) from the Registry of Interpreters for the
Deaf;
v. Interpretation Certificate (“IC”) from the Registry of Interpreters for the Deaf;
vi. Transliteration Certificate (“TC”) from the Registry of Interpreters for the Deaf;
vii. Master Comprehensive Skills Certificate (“MCSC”) from the Registry of
Interpreters for the Deaf;
viii. National Interpreter Certification (“NIC”), NIC Advanced or NIC Master from the
Registry of Interpreters for the Deaf;
ix. Generalist/Level III Certification from the National Association of the Deaf;
x. Advanced/Level IV Certification from the National Association of the Deaf;
xi. Master/Level V Certification from the National Association of the Deaf;
xii. Advanced Certification from the Texas Board for Evaluation of Interpreters;
xiii. Master Certification from the Texas Board for Evaluation of Interpreters;
xiv. Certified as a Deaf Interpreter through ODHH;
xv. Qualified as a Deaf Interpreter through ODHH; or
xvi. Qualified as a Pro-Tactile ASL (PTASL) Interpreter through ODHH, Western
Oregon University or any approved DeafBlind Service Provider in Washington
State.
6. I
NTERPRETER REGISTRATION
The following information is to instruct the Contractor regarding the registration process their
Interpreters must follow to be considered an approved Interpreter.
a. I
NITIAL REGISTRATION
i. New interpreters must first submit an on-line application to DSHS’ Background
Check Central Unit. Information about the process and the application can be
found by visiting the DSHS Background Check Central Unit
webpage. Once the
Background Check is completed, the Interpreter will receive a Background
Check confirmation number. The Interpreter’s Background Check
confirmation number will be required with the Interpreter’s ODHH
registration.
ii. The initial registration process involves a 24/7 online registration with ODHH.
iii. Interpreter must email a copy of their initial, approved Certification to ODHH.
In lieu of the Certification, a verification letter with the date the Interpreter’s
Certification was obtained from RID or BEI may be submitted. This submission
is a one (1) time requirement.
iv. Interpreters must electronically submit a current, taken within a year, colored
photo for the Interpreter’s Identity Badge. This photo will also be posted
online on the ODHH Interpreter List.
v. To accept HCA Medicaid requests, Interpreters must register with
ProviderOne and obtain a National Provider Identification (NPI) number.
Medicaid requests shall only be paid through ProviderOne.
b. A
NNUAL RENEWALS FOR INTERPRETERS
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 24
(Rev. 2019-12-20)
i. Referral Agency Interpreters must renew their Sign Language Interpreter
registration online with ODHH between April 1 and July 1 each year.
ii. As with initial registration, renewing interpreters must first submit their on-
line application to DSHS’ Background Check Central Unit. Information on the
process and the application can be found by visiting the
DSHS Background
Check Central Unit webpage. Once the Background Check is completed, the
Interpreter will receive a Background Check confirmation number. The
Interpreter’s Background Check confirmation number will be required with
the Interpreter’s ODHH annual renewal.
iii. Part of the annual registration process involves ODHH verifying the
Interpreter’s Certification status. This action may take up to ninety (90) days
to complete. A lapse in Certification could change an interpreter’s Rate.
Interpreters should contact and work with their Certification entity should
their Certification does not reflect their experience.
7. A
NTI-COMPETITIVE PRACTICES
a. C
ONTRACTORS PRACTICES
The Contractor must not engage in anti-competitive practices which might have the
foreseeable effect of restricting or diminishing the availability of interpreting services
under this Contract. Prohibited actions include, but are not limited to, the following:
i. Requiring Interpreters to work exclusively with the Contractor;
i. Requiring Interpreters to sign a non-compete agreement;
ii. Retaliation or threats against an Interpreter who refuses to work exclusively
with the Contractor or will not sign a non-compete agreement;
iii. Contacting Consumers or Purchasers directly to solicit future business; and
iv. Offering compensation or other special consideration to Consumers or
Purchasers in exchange for the promise of future business.
b. I
NTERPRETERS’ PRACTICES
The Contractor shall ensure that their Interpreters also do not engage in anti-
competitive practices which might have the foreseeable effect of restricting or
diminishing the availability of interpreting services under this Contract. Prohibited
actions, but are not limited to, the following:
i. Requiring the Contractor to work exclusively with the Interpreter;
ii. Requiring the Contractor to sign a non-compete agreement;
iii. Retaliation or threats against the Contractor who refuses to work exclusively
with the Interpreter or will not sign a non-compete agreement;
iv. Contacting Consumers or Purchasers directly to solicit future business; and
v. Offering compensation or other consideration to Consumers or Purchasers in
exchange for the promise of future business.
8.
INTERPRETER REQUEST PROCESS
The Contractor shall follow the process described below for receipt of all Interpreter Requests:
a. R
ECEIVING INTERPRETER REQUESTS
i. The Contractor will receive Requests for Interpreter Services from Purchasers
via the Master Contract Sign Language Interpreter Request form
. Purchasers
requesting via telephone call, voice message, or email must be instructed to
utilize the
Master Contract Sign Language Interpreter Request form. Requests
should contain, at a minimum, the following information:
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 25
(Rev. 2019-12-20)
1. Date, time, and duration of the Appointment;
2. Location of the Appointment;
3. Purchaser’s name, place of business, and contact information;
4. Name(s) of the Consumer(s), to the extent known at the time of the
Request;
5. Nature and venue type of the Appointment, such as a one-on-one
meeting, a conference or webinar;
6. Contact information of the Consumer, if that individual is different than
the Purchaser; and
7. Preferred Interpreter(s), if any.
8. A prior authorization number if it is an HCA Medicaid request
ii. A Request is deemed received and complete by the Contractor as soon as all of
the required information is obtained.
iii. If the Contractor receives an incomplete Request, the Contractor shall respond
to the Purchaser and obtain the remaining required information as soon as
possible.
iv. Contractor will add the following information to the Request form:
1. Required amount of travel time to and from the Appointment;
2. Mileage to and from the Appointment; and
3. Billing details
b. C
ONFIRMATION OF REQUESTS
i. The Contractor shall acknowledge a complete Request from a Purchaser with a
telephone call, voice mail message, and/or email message to the Purchaser
within two (2) business hours, or by the end of that business day, whichever
occurs first.
ii. Once the Contractor acknowledges the Request, the Contractor will contact the
tentatively scheduled Interpreter(s) within two (2) business days to confirm the
Request.
iii. The Contractor will send email confirmation that the request has been filled to
the Purchaser, and the Customer (if different person) as soon as possible and
not to less than forty-eight (48) hours prior to Appointment.
iv. If the Contractor is unable to reach the preferred Interpreter(s) within this time
frame, the Contractor will contact the Purchaser to inform and offer the option
of requesting and contacting a different Interpreter (or Interpreters). If the
Purchaser is not in agreement, they may choose to terminate the Request and
seek elsewhere without negative repercussion from the Contractor
9. S
CHEDULING INTERPRETERS
a. The Purchaser shall follow Contractors recommendation regarding the appropriate
number of Interpreters needed for a specific Appointment. If Purchaser disagrees,
Purchaser should contact ODHH for second opinion.
b. Circumstances requiring two (2) or more Interpreters, regardless of the length of the
Appointment, may include, but are not limited to, the following:
i. Type of Request;
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 26
(Rev. 2019-12-20)
ii. Appointment involving a Consumer who is DeafBlind and requires the use of Pro
Tactile or close vision sign language;
iii. Appointment involving Consumer who requires additional language support
that can be provided by a Deaf Interpreter (especially in Appointments which
may involve determinative action) may include, but are not limited to:
1. Psychiatric evaluation;
2. Psychological, neuropsychological or forensic evaluation;
3. Assessment for independent living;
4. Administrative hearings;
5. Trainings
iv. Appointment of any length involving two (2) or more Consumers who might
need to split up to join different trainings, group discussions, etc.
c. If a scheduled Interpreter is unable to make a confirmed Appointment, it is the
responsibility of the Contractor to make arrangements for another Interpreter (with
similar experience and language skills), and to notify the Purchaser of the change.
d. Contractor must be able to provide a Deaf Interpreter.
e. Contractor and Purchaser may consult with ODHH to make the best determination
regarding whether or not a Deaf Interpreter is needed for an Appointment.
10. I
NTERPRETER SELECTION
a. The Contractor shall make every effort to fill a Request with an Interpreter who is
suitable for the job based on the following factors:
i. Language and communication style of the Consumer(s);
ii. Interpreter(s) meets facility specific requirements;
iii. Interpreter(s) meets all Appointment specific requirements;
iv. Preferred Interpreter indicated by the Consumer(s) and/or Purchaser;
v. Additional known issues presented by the Consumer(s), if any, that might affect
communication, including but not limited to: physical, visual, developmental, or
mental health condition;
1. A Deaf Interpreter should be used in situations that determine the next
course of action for a Customer, including but not limited to the
following types of Appointments: psychiatric evaluation; psychological,
neuropsychological or forensic evaluation; assessment for independent
living; administrative hearings; and/or trainings.
2. If the Contractor assesses that they can provide the most effective
communication by teaming with a Deaf Interpreter, the Contractor shall
advise the Purchaser to contact an Interpreter Referral Agency to
request the Deaf Interpreter. The Purchaser and the Agency shall not
dismiss the Contractor.
vi. Nature of the Appointment;
vii. Location of the Appointment (e.g. prison, special commitment center, home
visit); and
viii. Interpreter’s skills, experience, and credentials.
ix. Potential conflict of interest; prior relationship with or knowledge of any
individual(s) involved in the Appointment that might compromise the
Interpreter’s objectivity or result in significant discomfort for the Consumer(s).
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 27
(Rev. 2019-12-20)
b. In the event that a Purchaser specifically requests a particular Interpreter who is on the
Approved Interpreter list and does business with the Contractor, the Contractor shall
attempt to schedule that Interpreter first, before attempting to fill the Request with any
other Interpreter(s).
i. The Contractor will use the Interpreter(s) preferred by the Consumer and/or
Purchaser, unless:
1. The Contractor does not do business with the preferred Interpreter(s);
2. The Contractor has reason to believe that scheduling the requested
Interpreter(s) would compromise the Consumer’s communication
access or violate the terms of this Contract; or
3. There exists potential conflict of interest, e.g., prior relationship with or
knowledge of an individual(s) involved in the Appointment that might
compromise the Interpreter’s objectivity or result in significant
discomfort for the Consumer(s).
ii. If the requested Interpreter is unavailable, the Contractor shall disclose that fact
and obtain consent from the Purchaser to proceed before attempting to fill the
Request with any other Interpreter(s).
iii. The Contractor shall not schedule an Interpreter who is a family member of the
Consumer, Purchaser, or any individual who shall be actively participating in the
Appointment beyond the role of Interpreter.
iv. The Contractor shall not schedule an Interpreter who is known to have a
business relationship with the Consumer, Purchaser or any person who will be
participating in the Appointment.
v. The Contractor shall not schedule an Interpreter who is known to have a
financial interest in the outcome of the Appointment.
vi. If any of the above circumstances apply, the Contractor shall so advise the
Purchaser.
11. I
NTERPRETER REPLACEMENT / SUBSTITUTION
a. The Purchaser reserves the right to reject any or all of the Interpreters selected by the
Contractor as unacceptable within twenty-four (24) hours of receiving confirmation that
the Request was filled during normal State business hours.
b. In an event where an Interpreter is replaced due to circumstances beyond the
Contractors control, the Contractor must receive approval from the Purchaser on the
Interpreter’s replacement. The Contractor must not replace an approved Interpreter
without receiving prior approval from the Purchaser.
c. If the Contractor receives a Request to use an Interpreter who is not on the ODHH List of
Interpreters, or to use an Interpreter who the Contractor believes is a poor match for
the Request, or to otherwise fill a Request in a manner that would not be in compliance
with this Contract, the Contractor shall attempt to resolve the matter with the
Purchaser and/or Consumer.
d. If the Contractor and the Purchaser and/or Consumer are unable to come to a mutually
agreed solution, the Contractor shall decline to fill the Request and refer Purchaser
and/or Consumer to ODHH for clarification of the terms of this Contract.
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 28
(Rev. 2019-12-20)
e. One the Interpreter is selected and their availability is confirmed, the Interpreter is
expected to keep the assignment and the Contractor is not allowed to substitute
another Interpreter.
12. P
ROVIDING SERVICE AT APPOINTMENTS:
Contractors shall make sure Interpreters adhere to the following regarding Appointments:
a. Interpreter(s) shall arrive on time to scheduled Appointments. This is includes allowing
ample time for parking and commute into the Appointment location.
b. If Interpreter(s) is/are more than fifteen(15) minutes late, fifteen(15) minutes of billable
time will be deducted from the Base Rate. This does not apply to situations in which the
Contractor had already negotiated the expected start time.
c. If it appears that the Appointment will not be completed before the scheduled end time,
the Interpreter(s) shall communicate with the Purchaser, allowing ample notice to wrap
up. Interpreter(s) shall not walk out of any Appointments before completion.
d. Interpreter(s) shall document additional time worked on the Interpreter Request form.
e. Interpreter(s) shall have Request Form signed by Purchaser prior to leaving the
Appointment.
13. C
ONDUCT EXPECTATIONS
a. I
NTERPRETER CONDUCT & EXPECTATIONS
i. The Contractor must ensure that the Interpreters assigned under this Contract
are familiar with and adhere to RID’s Code of Professional Conduct
.
ii. In the event that the Contractor becomes aware of their Interpreter acted (or
allegedly acted) in violation of RID’s Code of Professional Conduct, the
Contractor must:
1. Immediately notify the party or parties affected by the violation (or
alleged violation) of their right to initiate a complaint with RID or BEI,
as well as their right to exclude the Interpreter from future
Appointments;
2. Immediately notify ODHH of the (alleged) violation including the date
it occurred and the date the Contractor became aware of the
violation.
3. Follow the Contractors internal protocol for investigating and
reporting an alleged violation. This investigation and report is
completed no more than thirty (30) days after discovery of the alleged
violation.
iii. As soon as the investigation and report are complete, share the results with
ODHH. Should the Contractors Interpreter be found in violation of RID’s Code
of Professional Conduct, the Interpreter may be prohibited from providing
services under this Contract and may be removed from the ODHH list of
approved Interpreters.
b. C
ONTRACTOR CONDUCT & EXPECTATIONS
i. The Contractor must ensure that the Interpreters assigned under this Contract
are appropriately matched to the Appointment type.
ii. If the Contractor becomes aware that the Interpreter was not a good match
for an Appointment (or multiple Appointments) the Contractor shall not
assign that Interpreter to future Appointments with that specific Consumer.
iii. Contractors may be required to agree to additional privacy protections to
provide services for some agencies. For example, successful Contractors that
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 29
(Rev. 2019-12-20)
wish to provide services for agencies that are covered entities under HIPAA
may be required to execute business associate agreements.
14. I
NVOICE AND BILLING REQUIREMENTS
a. The Contractor shall submit an invoice to the Purchaser’s billing address or a designated
email Contractor for each Appointment with the associated, completed and signed
Master Contract Sign Language Interpreter Request form
.
b. The Contractor shall submit claims for HCA Medicaid requests to ProviderOne. HCA will
not accept emailed invoices.
c. Each invoice or claim shall be submitted for payment no later than ninety (90) days from
date the service was provided.
d. All billing documents must be accurate, legible, and complete.
e. Contractor must submit their invoices in accordance to the stipulations outlined in the
P
AYMENT PROCESSING section below. Invoices must include:
i. A formatted invoice OR completed State of Washington Invoice Voucher Form A
19-1A;
ii. Contract Number;
iii. Interpreter’s name;
iv. Interpreter’s Hourly rate;
v. Contractors unique Invoice Number;
vi. Contractors Statewide Vendor Number;
vii. The organizational/requesting entity’s name;
viii. Date and time slot required for the Appointment. The time should be either the
scheduled start time of the Appointment or the time the Sign Language
Interpreter shows up after the scheduled start time, whichever is later, through
either the scheduled or actual end time, whichever is later.
f. Contractor must submit their HCA Medicaid claims into ProviderOne in accordance with
the ProviderOne Billing and Resource Guide. Claims must be properly completed to be
accepted by ProviderOne. All fields marked with an asterisks are required. Additional
required documentation:
i. Fully completed Master Contract Interpreter Request Form
ii. Prior Authorization number
iii. Proof and documentation of travel, toll, and mileage expenses
g. Contractors requiring access to the ProviderOne Billing system must follow the
guidelines set forth on the provider enrollment resource page, of the Health Care
Authority’s website.
h. Contractors billing documents must include a completed “Verification Information”
section on Master Contract Sign Language Interpreter Request Form, signed by both the
Interpreter and Purchaser or Purchaser.
i. For each and every Appointment billed on an invoice, all reimbursable services and fees
must be submitted with the required documentation as listed above.
j. If the Purchaser cancels an Appointment, the Contractor must include the cancellation
information on the Master Contract Sign Language Interpreter Request Form. This form
must then be signed by the Contractor to verify the Cancellation.
15. PAYMENT PROCESSING
a. P
AYMENT TIME FRAME (NET 30 DAYS)
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 30
(Rev. 2019-12-20)
DSHS or the Purchaser’s entity will make payment for satisfactory authorized services
provided under this Contract within thirty (30) days of receipt of a complete and
accurate invoice.
b. P
AYMENT ADJUSTMENTS
Incomplete and/or inaccurate invoices will be returned to the Contractor for correction.
The payment within thirty (30) days requirement will not be in effect until DSHS or the
Purchaser’s entity receives a corrected invoice. All adjustments to billed Sign Language
Interpreter service amounts must be completed within ninety (90) calendar days of the
original date of billing by the Contractor, or as extended by the Purchaser.
Overpayment or inappropriate payment related to Medicaid must comply with and are
subject to CFR 42 Part 455 and WAC 182-502a-0701.
c. D
ISALLOWED PAYMENTS
DSHS or the Purchaser’s entity shall not pay for services rendered under the following
circumstances:
i. The Interpreter is an Employee of DSHS or of the Purchaser’s entity; or
ii. The Interpreter is a Family Member of the Consumer.
iii. The HCA Medicaid request was not prior authorized
iv. The Interpreter is not qualified or authorized to provide services for the
Customer.
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 31
(Rev. 2019-12-20)
Exhibit B
FEES AND RATES FOR SIGN LANGUAGE INTERPRETER REFERRAL AGENCIES
REGION
BOOKING FEE
North West
$45.00
North Central
$45.00
Eastern
$45.00
Olympic
$45.00
South West
$45.00
South Central
$45.00
1. P
AYMENT FOR SERVICES
a. I
NTERPRETER RATES
i. An Interpreter’s Hourly Rate is determined by the number of years of
experience post-Certification and the County where the services are rendered.
ii. Interpreters will enter the new pay bracket at the beginning of each quarter,
January 1
st
, April 1
st
, July 1
st
, and October 1
st
, not on their anniversary date.
iii. Refer to T
ABLE 1, TABLE 2, TABLE 3, and TABLE 4 below for current rates.
iv. An Interpreter’s years of experience are measured from the date of an approved
Registry of Interpreters of the Deaf (RID) certification, or an approved Texas BEI
Certification, through the present day, unless there is a lapse in membership.
Any lapse in membership must be resolved with RID or BEI.
v. Qualified Deaf Interpreter’s start at zero (0) years of experience when enrolling
for the first time with ODHH.
vi. All Appointments start with a Base Rate, which is the Interpreter’s Hourly Rate x
1.5. All Appointments are scheduled for one (1) hour, even if you only need
thirty (30) minutes.
vii. If an Appointment lasts longer than, one (1) hour, the Contractor shall invoice
the Purchaser the regular Hourly Rate in fifteen (15) minute increments, by
rounding up.
viii. Evening, weekend, and holiday Rates include all hours outside of State business
hours, which are Monday through Friday, 8:00 a.m. to 5:00 p.m. State Holidays
are as follows: New Year’s Day, Martin Luther King Jr’s birthday, President’s Day
Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day,
Native American Heritage Day, and Christmas Day.
b. C
ANCELLATION AND OTHER FEES
i. Forty-eight (48) or more hours’ notice for cancellation of an Appointment by
Purchaser is considered ample time and will result in no invoicing, fee, or pay for
Interpreter.
ii. Cancellation of an Appointment by Purchaser with less than forty-eight (48)
hours’ notice will result in being billed for time reserved.
iii. Supplemental fees are not paid when Appointments are cancelled.
iv. Parking associated with Appointments may be billed with a valid receipt.
v. Meals associated with Appointments may be billed per OFM Regulations. Meals
are only associated with overnight requests.
c. T
RAVEL REIMBURSEMENT
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 32
(Rev. 2019-12-20)
i. Gas mileage associated with Appointments will be billed per OFM Regulations at
the start of each Appointment.
ii. Travel is built into the initial appointment time. When an Interpreter receives a
request, the Interpreter shall indicate the time needed for them to do the
assignment.
iii. Travel is not included in Appointments that are longer than 7 hours in
length. Gas mileage will be billed per OFM Regulations at the start of each
Appointment.
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 33
(Rev. 2019-12-20)
Table 1
Hourly rates for Referral Agencies For Non-King Co.
Interpreter’s Certification Status and
Years of Experience
Regular
Hourly
Rate
Base
Rate
(1.5
Base
Rate)
Evening,
Weekend,
Holiday
Regular
Hourly Rate
Evening,
Weekend,
Holiday Base
Rate
Certified Interpreters - from 1 year
anniversary to the end of 5th year
$56.65
$84.98
$61.65
$89.98
Certified Interpreters – from 6 year
anniversary to the end of 10
th
year
$59.74
$89.61
$64.74
$94.61
Certified Interpreters – from 11 year
anniversary to the end of the 15
th
year
$62.83
$94.25
$67.83
$99.25
Certified Interpreters – from 16 year
anniversary to the end of the 20
th
year
$65.92
$98.88
$70.92
$103.88
Certified Interpreters – with 21 years or
more of experience
$69.01
$103.52
$74.01
$108.52
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 34
(Rev. 2019-12-20)
Table 2
Hourly rates for Referral Agencies For King Co.
Interpreter’s Certification
Status and Years of Experience
Regular
Hourly
Rate
Base
Rate
(1.5
Base
Rate)
Evening,
Weekend,
Holiday
Regular
Hourly Rate
Evening, Weekend,
Holiday Base Rate
Certified Interpreters - from 1
year anniversary to the end of
5th year
$62.83
$94.25
$67.83
$99.25
Certified Interpreters – from 6
year anniversary to the end of
10
th
year
$65.92
$98.88
$70.92
$103.88
Certified Interpreters – from 11
year anniversary to the end of
the 15
th
year
$69.01
$103.52
$74.01
$108.52
Certified Interpreters – from 16
year anniversary to the end of
the 20
th
year
$73.13
$109.70
$78.13
$114.70
Certified Interpreters – with 21
years or more of experience
$76.22
$114.33
$81.22
$119.33
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 35
(Rev. 2019-12-20)
Table 3
Hourly rates for Deaf-Blind Clients King Co.
Interpreter’s
Certification Status
and Years of
Experience
Regular
Hourly
Rate
Base
Rate (1.5
Base
Rate)
Deaf-Blind Regular
Rate (+$5.00 to
Base then Hourly)
Deaf-Blind PTASL Rate
(+$5.00 to Regular
Deaf-Blind Rate)
Evening,
Weekend,
Holiday Rate
Certified
Interpreters - from 1
year anniversary to
the end of 5th year
$65.58
$98.36
$103.36 Base
$70.58 Hourly
$108.36 Base
$75.58 Hourly
Add $5.00 to
Base then
Hourly rate
Certified
Interpreters – from
6 year anniversary
to the end of 10
th
year
$68.80
$103.20
$108.20 Base
$73.80 Hourly
$113.20 Base
$78.80 Hourly
Add $5.00 to
Base then
Hourly rate
Certified
Interpreters – from
11 year anniversary
to the end of the
15
th
year
$72.03
$108.04
$113.04 Base
$77.03 Hourly
$118.04 Base
$82.03 Hourly
Add $5.00 to
Base then
Hourly rate
Certified
Interpreters – from
16 year anniversary
to the end of the
20
th
year
$76.33
$114.49
$119.49 Base
$81.33 Hourly
$124.49 Base
$86.33 Hourly
Add $5.00 to
Base then
Hourly rate
Certified
Interpreters – with
21 years or more of
experience
$79.55
$119.33
$124.33 Base
$84.55 Hourly
$129.33 Base
$79.55 Hourly
Add $5.00 to
Base then
Hourly rate
MASTER CONTRACT NO. 02120 – SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES 36
(Rev. 2019-12-20)
Table 4
Hourly rates for Deaf-Blind Clients Non-King Co.
Interpreter’s
Certification Status
and Years of
Experience
Regular
Hourly
Rate
Base Rate
(1.5 Base
R)
Deaf-Blind
Regular Rate
(+$5.00 to Base
then Hourly)
Deaf-Blind PTASL
Rate (+$5.00 to
Regular Deaf-Blind
Rate)
Evening,
Weekend,
Holiday Rate
Certified
Interpreters - from
1 year anniversary
to the end of 5th
year
$59.13
$88.69
$93.69 Base
$64.13 Hourly
$98.69 Base
$69.13 Hourly
Add $5.00 to
Base then Hourly
rate
Certified
Interpreters – from
6 year anniversary
to the end of 10
th
year
$62.35
$93.53
$98.53 Base
$67.35 Hourly
$103.53 Base
$72.35 Hourly
Add $5.00 to
Base then Hourly
rate
Certified
Interpreters – from
11 year anniversary
to the end of the
15
th
year
$65.58
$98.36
$103.36 Base
$70.58 Hourly
$108.36 Base
$75.58 Hourly
Add $5.00 to
Base then Hourly
rate
Certified
Interpreters – from
16 year anniversary
to the end of the
20
th
year
$68.80
$103.20
$108.20 Base
$73.80 Hourly
$
113.20 Base
$78.80 Hourly
Add $5.00 to
Base then Hourly
rate
Certified
Interpreters – with
21 years or more of
experience
$72.03
$108.04
$113.04 Base
$75.03 Hourly
$118.04 Base
$80.03 Hourly
Add $5.00 to
Base then Hourly
rate
MASTER CONTRACT NO. 02120– SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES PAGE 37
(Rev 2019-07-30)
Exhibit C
I
NSURANCE REQUIREMENTS
1. I
NSURANCE OBLIGATION. During the Term of this Master Contract, Contractor shall possess and
maintain in full force and effect, at Contractor’s sole expense, the following insurance coverages:
a. C
OMMERCIAL GENERAL LIABILITY INSURANCE. Commercial general liability insurance (and, if
necessary, commercial umbrella liability insurance) covering bodily injury, property
damage, personal injury, and advertising injury liability on an ‘occurrence form’ that shall
be no less comprehensive and no more restrictive than the coverage provided by
Insurance Services Office (ISO) under the most recent version of form CG 00 01 in the
amount of not less than $2,000,000 per occurrence and $4,000,000 general aggregate.
This coverage shall include blanket contractual liability coverage. This coverage shall
include a cross-liability clause or separation of insured condition.
b. P
ERSONAL AUTOMOBILE LIABILITY INSURANCE. Personal automobile liability coverage (and, if
necessary, commercial umbrella liability insurance) with limits no less than $250,000 per
accident, $500,000 aggregate, and $100,000 property damage.
The insurance coverage limits set forth herein are the minimum. Contractor’s insurance coverage
shall be no less than the minimum amounts specified. Coverage in the amounts of these minimum
limits, however, shall not be construed to relieve Contractor from liability in excess of such limits.
Contractor waives all rights against the State of Washington for the recovery of damages to the
extent such damages are covered by any insurance required herein.
2. I
NSURANCE CARRIER RATING. Coverages provided by the Contractor must be underwritten by an
insurance company deemed acceptable to the State of Washington’s Office of Risk Management.
Insurance coverage shall be provided by companies authorized to do business within the State of
Washington and rated A- Class VII or better in the most recently published edition of Best’s
Insurance Rating. Enterprise Services reserves the right to reject all or any insurance carrier(s)
with an unacceptable financial rating.
3. A
DDITIONAL INSURED. Except for Workers Compensation, Professional Liability, Personal
Automobile Liability, and Pollution Liability Insurance, all required insurance shall include the
State of Washington and all authorized Purchasers (and their agents, officers, and employees) as
Additional Insureds evidenced by copy of the Additional Insured Endorsement attached to the
Certificate of Insurance on such insurance policies.
4. C
ERTIFICATE OF INSURANCE. Prior to execution of the Master Contract, Contractor shall furnish to
Enterprise Services, as evidence of the insurance coverage required by this Master Contract, a
certificate of insurance satisfactory to Enterprise Services that insurance, in the above-stated
kinds and minimum amounts, has been secured. In addition, no less than ten (10) days prior to
coverage expiration, Contractor shall furnish to Enterprise Services an updated or renewed
certificate of insurance, satisfactory to Enterprise Services, that insurance, in the above-stated
kinds and minimum amounts, has been secured. Failure to maintain or provide proof of
insurance, as required, will result in contract cancellation. All policies and certificates of insurance
shall include the Master Contract number stated on the cover of this Master Contract.
MASTER CONTRACT NO. 02120– SIGN LANGUAGE INTERPRETER SERVICES WITH REFERRAL AGENCIES PAGE 38
(Rev 2019-07-30)
5. PRIMARY COVERAGE. Contractor’s insurance shall apply as primary and shall not seek contribution
from any insurance or self-insurance maintained by, or provided to, the additional insureds listed
above including, at a minimum, the State of Washington and/or any Purchaser. All insurance or
self-insurance of the State of Washington and/or Purchasers shall be excess of any insurance
provided by Contractor or subcontractors.
6. S
UBCONTRACTORS. Contractor shall include all subcontractors as insureds under all required
insurance policies. Alternatively, prior to utilizing any subcontractor, Contractor shall cause any
such subcontractor to provide insurance that complies will all applicable requirements of the
insurance set forth herein and shall furnish separate Certificates of Insurance and endorsements
for each subcontractor. Each subcontractor must comply fully with all insurance requirements
stated herein. Failure of any subcontractor to comply with insurance requirements does not limit
Contractor’s liability or responsibility.
7. W
AIVER OF SUBROGATION. Contractor waives all rights of subrogation against the State of
Washington and any Purchaser for the recovery of damages to the extent such damages are or
would be covered by the insurance specified herein.
8. N
OTICE OF CHANGE OR CANCELLATION. There shall be no cancellation, material change, exhaustion of
aggregate limits, or intent not to renew insurance coverage, either in whole or in part, without at
least sixty (60) days prior written Legal Notice by Contractor to Enterprise Services. Failure to
provide such notice, as required, shall constitute default by Contractor. Any such written notice
shall include the Master Contract number stated on the cover of this Master Contract.
