20-173.00 Away with Words: Interpreter Services for Council Meeting Away With Words Interpreter Services,LLC
INTERPRETER SERVICES REFERRAL AGREEMENT
IThis Agreement"Agreement"is made and entered into by and between
City of Spokane Valley ("Client"),and Away
With Words Interpreter Services,LLC,a Washington corporation, 1931 Blue Creek Rd W.
Addy,WA 99101,EIN#45-38727612("AWW")(referred to jointly herein as"Parties").
1. Purpose and Scope of Work. The purpose of this Agreement is for AWW to refer certified
sign language interpreters("Interpreters")to Client,upon Client's request,who will provide sign
language interpretation services for the Client's personal,professional,or business needs. Such
Interpreters are independent third party contractors,screened by AWW. Client can reject any
referral and AWW will replace the Interpreter with a different Interpreter. AWW will invoice
Client for the Interpreter's services as billing agent for the Interpreter. Client will submit
payment to AWW and AWW will remit such payments to the Interpreters.In consideration of
the mutual promises and covenants contained herein,and by email,telephone or written request,
the Parties hereto agree to the following terms and conditions and the applicable Services
Protocols and Fee Schedules attached hereto. Client can request interpreter services as follows:
(a)On-Site Interpreter Services,subject to the protocols and fee schedule of Attachment A
1 2. Term. This Agreement shall be effective upon receipt of Client's initial request for services
and shall automatically terminate when full and final payment is received by AWW for such
services,whichever is later,unless terminated by either Party as further described herein.
3. Payment.
3.1 Client agrees to reimburse AWW for services performed by Interpreters under this
Agreement in accordance with a rate schedule included in applicable Attachment A of this
agreement.Requester understands and agrees to pay for the total time requested in accordance
with Attachment A,unless excused or reduced by AWW in its sole discretion.
3.2.Upon completion of services,an invoice will be provided by AWW to Client. Payment is
due to AWW within thirty(30)days from the invoice date.The balance of any amounts which
remain unpaid more than thirty(30)days after they are due to AWW shall accrue interest at the
rate of the lesser of one and one half percent(1.5%)per month or the maximum allowed under
Washington law. In no event shall this interest provision be construed as a grant of permission
for any payment delays. Client also agrees to pay any reasonable attorneys'fees,costs,and
expenses incurred in the collection of unpaid invoices.
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4. Termination. This Agreement may be terminated by either Party hereto upon written notice
delivered to the other Party at least thirty(30)days prior to the intended date of termination.In
the event of termination of this Agreement,Client shall pay in accordance with Section 3 herein
all reasonable costs and noncancelable obligations incurred by any Interpreter or AWW as of the
date of termination.
5. Dispute Resolution. Parties agree to discuss disputes prior to any action being initiated.
Parties shall bear the costs of their own litigation or other resolution mechanisms. Venue shall
be in Spokane County,with jurisdiction in the State of Washington.The terms of this Section
shall survive expiration or other termination of this Agreement.
6. Indemnification. Neither Party shall be liable for any injury to any person or for any loss of
or damage to any property occurring from any cause whatsoever,other than negligence or willful
misconduct on the part of the Party,its officers or employees.Each Party shall indemnify,defend
and hold harmless the other Party,and its officers,agents,and employees from all losses,
damages,fines,penalties,liabilities and expenses(including their personnel and overhead costs
and attorney's fees and other costs) incurred in connection with such claims.AWW shall not be
held liable for failure or delay in performing its obligations or any loss or other damage that
result or are alleged to have resulted from acts of God or other circumstances beyond its
reasonable control.
8. Insurance. The Parties shall,at their own expense,maintain in effect throughout the
Agreement sufficient insurance to compensate for loss occurring from activities under this
Agreement.
9. Relationship of Parties.No provision of this Agreement is intended or deemed to create any
relationship between the Parties hereto other than that of independent entities contracting with
each other solely for the purpose of effecting the provisions of this Agreement. Neither of the
Parties hereto,nor any of their respective employees,shall be construed to be the agent,
employer,representative,joint venture,or partner of the other.
10. Assignment and Subcontracting. The work to be provided under this Agreement is not
assignable,delegable or subject to subcontract by either Party without the written consent of the
other Party.This provision shall not be interpreted to prevent AWW from referring Interpreters
or interpreter organization to Client.
Miscellaneous
10.1.This Agreement and its attachments contains all the terms and conditions agreed to
between the Parties.No understandings,oral or otherwise,regarding the subject matter of this
Agreement shall be deemed to exist or to bind any of the Parties hereto.
10.2.Exhibits and attachments, if any,shall be incorporated as if fully set forth herein.
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10.3. If any part, term or provision of this Agreement is held by a court to be illegal the validity
of the remaining portions shall not be affected, and the rights and obligations of the Parties shall
be construed and enforced as if the Agreement did not contain the invalid portion. If it should
appear that any part, term or provision conflicts with statutes or law, the Agreement shall be
modified to conform to such statutory provision, or other law.
10.4. The headings are for convenience only and do not in any way limit or affect the terms and
provisions hereof.
10.5. Any notice under this Agreement shall be sent by regular or overnight mail with return
receipt requested to the Parties at the address identified in this Agreement.
10.6. Parties shall comply with state or federal law or regulation applicable to them that governs
the privacy and security of protected health or other client information.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed as of the date
set forth herein by their duly authorized representatives.
Away With Words City of Spokane Valley
Interpreter Services,_LLC
Business
Signed:
Signed: _ _ Name: tip 11 �/
Name: Nancy Hockley Date: Q�8�2 a 20
Title: Member/Administrator Address: 10210 F Sprague. Avenue
Date: Spokane Valley, WA 99206
Phone 509-720-5192_
Billing Address of client:
Business Name City of Spokane Valley
Address 10210 E Sprague Avenue
City Spokane Valley
State WA
Zip Code 99206
Aluiy With Words lnterpretei Ser\lees, 1.LC
PO Box 1074
C'hmelah, WA 99109
509-935-6224
I Revised January 2018)
10.3.If any part,term or provision of this Agreement is held by a court to be illegal the validity
of the remaining portions shall not be affected,and the rights and obligations of the Parties shall
be construed and enforced as if the Agreement did not contain the invalid portion. If it should
appear that any part,term or provision conflicts with statutes or law,the Agreement shall be
modified to conform to such statutory provision,or other law.
10.4.The headings are for convenience only and do not in any way limit or affect the terms and
provisions hereof.
10.5. Any notice under this Agreement shall be sent by regular or overnight mail with return
receipt requested to the Parties at the address identified in this Agreement.
10.6.Parties shall comply with state or federal law or regulation applicable to them that governs
the privacy and security of protected health or other client information.
IN WITNESS WHEREOF,the Parties have caused this Agreement to be executed as of the date
set forth herein by their duly authorized representatives.
Away With Words City of Spokane Valley
Interpreter Services,LLC
Busi
inness
Signed: / '.��f'"
Signed: Ukt j,-04% Name: ?b#-+.�' N
Name: Nan�y Hockey Date: Q/B—2 d2�
Title: Member/ dm'nistrator Address: 10910 F Spragiw Avi niiA
Date: q re zo O Spokane Valley,WA 99206
Phone 509-720-5102
Billing Address of client:
Business Name City of Spokane Valley
Address 10210 E Sprague Avenue
City Spokane Valley
State WA
Zip Code 99206
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Attachment A to the Interpreter Referral Services Agreement
On-Site Interpreter Services Protocol and Fee Schedule
Clients receiving services under the Agreement attached hereto agree to this protocol and fee
schedule, unless amended in writing between the Parties. This protocol Is to be followed when
requesting an on-site interpreter from AWW.
I. Administrative Detail
Clients shall provide the following initial information on the attached form:
1. Client name and telephone number
2. Date and time that you will need an Interpreter,and total length of assignment
3.The location: address of the assignment including specifics: the name of the building,
court or clinic,the floor, room number, etc.
4.The situation: nature and format of the meeting (i.e., medical appointment, platform
lecture,staff meeting,civil or criminal court case,docket number,etc.)
5. Number of participants, Deaf, Deaf-Blind, Hard of Hearing, Late Deafened and hearing
6.Special equipment to be used (i.e., microphones, overhead projectors,video, films, etc.)
7. Names of deaf participants
8. Billing Information: the name, address,and telephone number to forward our invoice
9. Name and telephone number of the contact person for Client.
II. Requesting Services
1. Client shall submit service requests to AWW as early as possible, because AWW often
schedules assignments 1-2 months In advance.
2. AWW will use reasonable efforts to fill your request; however, all requests are
subject to the availability of appropriate interpreters.
3. AWW reserves the right to prioritize requests.
4. No request Is considered filled prior to being confirmed by the assigned Interpreter.
AWW reserves the right to substitute interpreters.
5. AWW will ensure notification of the assignment to the Client only no less than ten
days prior to the scheduled (or any rescheduled) day of assignment. Should AWW be
unable to provide an Interpreter for a Client assignment request, AWW shall notify
Client within 7 days of the assignment. Client may elect to allow AWW to continue to
attempt to fill the assignment, In which case AWW will ensure notification to Client only
If AWW has scheduled an interpreter for that assignment. Client shall be responsible
for any communication to the Deaf or Hard of Hearing individual regarding interpreted
Client activity. For requests submitted less than 10 days prior to the assignment, AWW
will ensure notification within 24 hours of the assignment.
1
6. For cancellations by Client with less than 48 business hours notice of a single hour
request a $65 cancellation fee will be charged.
For cancellations by Client for a multiple hour request of two or more hours a $100
cancellation fee will be charged
7. For no-shows or same day cancellation the Client shall be billed by AWW to Client at 100%of
the assigned time at the Agreement rate.
III.After Hour Services
1. AWW After Hours Interpreter Service shall provide Client with an Interpreter to
respond to after hour requests between 4:00 PM and 9:00 AM Pacific Time and on
weekends and Federal holidays.
2. AWW cannot guarantee having an Interpreter immediately available in all regions at all
times. AWW shall provide Client with after-hours contact information for after-hours
service requests.
3. The Client shall provide the information contained in Section I of this Attachment One
protocol by telephone, fax, or email at the numbers appearing on the front of this
protocol.
4. The rate schedule for after hour services is contained In the Rates Section below
IV. Rates
1. Calculation. Client shall pay to AWW the amount shown below per initial hour, or any
portion thereof, and for each increment thereafter exceeding that first hour, beginning
at 31 minutes past the hour and thereafter, and in 30 minute increments, or any
portion thereof. Each hour shall begin at the scheduled time of the appointment or
when the assigned interpreter arrives, whichever Is later. The one-hour minimum for
providing sign language services is for a 60-minute period, or any portion of that initial
sixty-minute period. The one-hour minimum plus 30 minute Increments (or any
portion of the thirty-minute period) are for assignments that last beyond the one-hour
minimum, regardless of what was initially projected as a total Initial contracted time.
2. Fee Schedule. AWW fees shall be based upon the following rate schedule for the Agreement
period:
Interpreter Service Hourly Minimum Rate
General 1 hr,then'A hr increments $65 per hour
Legal I hr,then'A hr increments $82.50 per hour
Emergency(less than 24 hour I hour,then in half hour S70 per hour
notice to AWW increments
Between 5:00 PM and 11:00 PM 1 hr,then'A hr increments $65 per hour
Between 11:00 PM and 7:00 AM 1"hour:$105.00,then A hr $105/$65 per hour
increments at$65 per hour
Performance Flat Rate of$255 per interpreter fa:
up to 2 hour show,then in half
hour increments at$55 per hour
2
1. Assignments Involving multiple interpreters. AWW reserves the right to determine the
number of •
2. Interpreters needed to meet the assignment need. Assignments such as non-emergency
Interpreting situations lasting more than one and a half(1.5) hours, interpreting groups of
more than four people, workshops or other public lectures, or videotaped assignments
generally require two Interpreters. Interpreting requires constant mental processing between
two languages: English and sign language; a team of two interpreters working together helps
to assure that all information is presented accurately throughout the assignment.
3. In addition to the contracted rate, Client shall be responsible for mileage from the
Interpreters home to the assignment and back; or from assignment to assignment and back
to the Interpreters home, whichever Is less, at the rate set by Jittp://www.Irs.gov, and any
parking fees. Assignments in excess of 50 (one way) miles will Incur a travel time charge of
1/: the certified rate of the Interpreter per hour of travel time to be documented with Map
Quest or similar online mapping tool.
4. Each assignment has an$10 admin fee per Interpreter request.
V. Miscellaneous
1. It is solely the Client's responsibility to notify AWW in writing by submitting a new
Interpreter Services Request Form, attached as Attachment C, Immediately upon
Client's knowledge of any time, duration or date changes. Client immediate notice of
changes shall also include telephone notification to our business office or after-hours
number. AWW reserves the right to dishonor any untimely notifications of Client
change of assignment.
2. AWW shall not contact the deaf or hard of hearing client regarding new or changed
appointments. The Client shall contact the deaf or hard of hearing dlent to assure that
she or he Is aware that an interpreter will be available.
3. Client shall retain all records associated with this Agreement for a period of six (6)
years from the completion or earlier termination of this Agreement, for which this
provision shall survive.
4. Client shall sign an AWW Interpreter Services Confirmation Record after each
appointment. Such form shall be provided by the Interpreter on site.
3
Away With Words interpreter Services,LLC(Revised January 2019)
64 AWAYW(mWORD S
PHONE 509-935-6224 FAX 888-779-0432
`C fit Interpreter Services Request Form
MON TUE WED THUR FRI SAT SUN
Date Start Time > End time r=> Total Times
Requester City of Spokane Valley Phone# 509-720-5102
Client or Chris Bainbridge, City Clerk
Patient Name
Situation Circle One Medical Dental Legal Mental Health Social Srvs Other 11
Location Council meeting - held remotelx via Zoom
Address same as below: Needed for uesday Sept 22, 6pm for about 30 min or less
Billing Info:
Company Name City of Spokane Valley
Address 10210 F Sprague Avenue
City Spokane Valley State Wa Zip 99206
Attn:
For Office Use Only
Interpreter j Yes No Date and Time Request Received
Date:
Time:
Fax:
Confirmed with:
Date:
Time:
CA NOTES
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�J! Interpreter Services
(509) 935 -6224
www.Awa.yWithWordsASL.com
Thank you for your interest in Away With Words Interpreter Services, LLC. In this
communication we will share with you the basics of how to schedule an American Sign
Language interpreter through our company. We appreciate you taking this crucial step to
facilitate communication with your Deaf or Hard of Hearing client.
Attached to this email/included in this fax are the following documents:
*Sample Request Form: this is an example of the form you will need to complete in order
to schedule an interpreter.
*New Account Information: please complete this form so we can create an account for
your business. Completed forms can be emailed to awaywithwordsasl@gmail.com or
faxed to 888-779-0432
*Service agreement: this document outlines what our interpreting services include and
the associated fees.
We appreciate your interest in scheduling one of our ASL Interpreters and will work to
make your experience with us efficient and simple. We have Interpreters in the Spokane
and North Idaho area as well as throughout the Northeast areas of Washington. Our
seasoned, professional interpreters are certified though the Registry of Interpreters for the
Deaf(RID) and carry liability insurance. We are also compliant and knowledgeable
regarding the federal HIPPA laws and confidentiality requirements.
By providing reliable, accurate interpreting services we hope to help you create a positive
relationship with your Deaf or Hard of Hearing client. We look forward to serving you.
Regards,Nancy Hockley BA, CI
Member/Administrator