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HomeMy WebLinkAbout95-126 I JULY, 2007 IN REVIEWING THIS FILE,IT WAS DETERMINED THAT AN EXECUTED COPY OF THE AGREEMENT LISTED BELOW WAS NEVER RETURNED TO THE CLERK'S OFFICE. ALL THAT IS AVAILABLE IS THE ATTACHED DRAFT COPY OF THE AGREEMENT AND IT'S SUPPORTING PAPERWORK. REFERENCE: RESOLUTION NO. 95-126 SUBJECT: AGREEMENT WITH THE UNITED STATES OF AMERICA BUREAU OF THE CENSUS, DEPARTMENT OF COMMERCE, FOR A SPECIAL POPULATION CENSUS . - I Resolution No . 95-126 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH THE UNITED STATES OF AMERICA, BUREAU OF THE CENSUS DEPARTMENT OF COMMERCE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard B. Helwig, City Manager, be and is hereby authorized and directed to execute an agreement on behalf of the City of Elgin with the United States of America, Bureau of the Census, Department of Commerce, for a special population census , a copy of which is attached hereto and made a part hereof by reference. Kevin Kelly, Mayor Presented: June 14 , 1995 Adopted: Vote : Yeas Nays Recorded: Attest: • Dolonna Mecum, City Clerk CONTRACT NO. ELGIN, ILLINOIS AND THE UNITED STATES OF AMERICA DEPARTMENT OF COMMERCE BUREAU OF THE CENSUS Agreement between the United States of America, Bureau of the Census, Department of Commerce, (hereinafter referred to as the Government) and the C;iG1 Elea, Cook & Kane Counties, Illinois (hereinafter referred to as the Contractor). RECTTAI.S 1. The Contractor has requested that a special population census be taken under the authority of Tltlt 13, United States Codes, Section 196. 2. Section 196 of Title 13 authorizes the Secretary of Commerce to take a special census for a state or local government upon payment of the actual or estimated cost. 3_ - The Contractor is willing to pay all costs of taking the special census including, but not limited to, appropriately furnished office quarters, total compenstmon of all field enumeration arid supervisory personnel, compensation of Census Bureau headquarters and regional office personnel for time allocated to the special census, overhead for headquarters and regional offices, processing of data, and all other costs attributable to taking the special census. 4. In taking the special census,the Contraanr is directly responsible for recruiting,screening,recommending,and compensating all field personnel determined ne. ary by the Government for taking the special census. Notwithstanding the Contractor's • responsibility for recruitment and compensation, such field personnel shall be and remain employees of the Government, subject to all appropriate Federal lases and under its direct supervision. In this regard, the Government reserves the ngbt to reject persons recommended by the Contractor if such persons fail to meet employment criteria. TERMS Acknowledging the foregoing, the parties agree as follow: A. (1) The Government shall designate one or more experienced employees to direct the taking of the special census. (2) The designated Goverment employee(s)shall oversee all aspects of the enumeration including the hiring,training,and separation of field representatives,field supervisory personnel,and other temporary personnel employed locally to take the special population census. The designated Government employee(s)shall exercise day-to-day technical supervision of these employees. All such temporary personnel shall be Government employees and neither the Contractor nor any representative of the Contractor shall supervise, exercise control over or in any other way interfere with such employees in the performance of their responsibilities. B. (1) The Contractor shall update maps of the proposed cents area in accordance with instructions provided by the Government. The Contractor shall provide any certification of legal boundaries within the proposed census area as required by the Government. The census will not be scheduled until these obligations have been completed to the atisfectioe of the Govenuwent. (2) The Conbsaor shall supply, free of charge,satisfactory office quarters equipped with seiepbowe(s),office furniture, pommel oompaters, acid other equipment and furnishings as determined necessary aw/proper by the Government. (3) The Caatreaar shall recruit, screen, and recommend for employment sufficient qualified applicants for field representatives,supervisory field personnel, and other positions as may be needed to complete the special population census. Employees shall be selected for employment and separation under standards established by the Government, and shall take an oath or affirmation as required to protect the confidentiality of the information collected by them. The Government reserves the right to reject any persons recommended by the Contractor if such persons fail to meet the established employment standards. The Contractor shall be responsible for all administrative operations relating to the recoocilement and payment of these employees. The Contractor shall alao comply with all applicable federal, state,and local laws,including but nos limited to those pertaining to Equal Employment Opportunity Act and the Fair • Labor Standards Act applicable to these employees,and shall complete and file any and all reports required thereunder. (a) In the event that sufficient suitable applicants we mot furnished by the Contractor kr the necessary positions and the Gorerrnwent must expend funds to obtain applicants so fill the remaining positions, the Contractor agrees so reimburse the Government for Wee additional expenses. This will increase the costs estimated in B.(4).and B.(S). (4) (a) The Contractor shall pay, directly, field represeoutivea, supervisory field personnel, and others hired locally b or.Au"t the actual enumeration, at rates of pay fixed by the Goverment. The compensation of such field representatives,supervisory field personnel,and others shall be paid to them directly by the Contractor upon appro\al by the designated Government employee, The Contactor shall pay or withhold from the compensation paid to the field representatives, supervisory field personnel, and others locally employed all amounts necessary for Social Secunty, federal,sate,and local income tax,continuation of pay,or other sums required to be paid or withheld by federal,cute, or local Laws. The amount necessary to cover these expenses,not including workman's com easatiot and continuation of pay, is estimated to be S143,429. The Contactor agrees that these funds will be available for disbuncmeet upon approval of the designated Government seQioyee. (b) The Cootrectoc shall reimburse the Government for all funds expended by the Government resulting from payments to the Department of Labor under applicable Federal workers'compensatioo and unemployment benefits laws. (5) In addition to the salary expenses to be paid directly by the Contractor to all temporary'employees hired locally. the Connector agrees to pay all other expenses related to the taking of the special census including but not limits_ administrative and technical work performed by headquarters and regional personnel; (b)mrmeruioe schedule` d.d related materials; (c)map preparahoe;(d)tabuhetion expenses;(e)the or of the designated Government employee's spa, allowances for subsistence at the standard federal rate per day, traveling expenses, other reasonable and necessary expenses,aid overhead and other charges applicable to these costs;and(f)other incidental expenses incurred by the Governratru in completing the special population census. Based on an estimate of the population of 83,901,the estimated cost for these services a S117,400. A payment of that amount shall be furnished to the Government before any work oe the census is performed. The advance payment will be adjusted to actual costs and billing or refund made as appropriate. This payment is for Government costs referenced in this item and excludes those directly payable by the Contractor under item B.(3)above. (6) In rocordance with B.(5),if actual cost exceeds the advance payment,the additional payment to the Government in full is diet 30 days from the date of the invoice. A late charge shall be imposed on the overdue amount for each 30-day period orportion thereof during which the re mittance is due The late charge will be based on apercentage me eoual to the current value of funds to the U.S. Treasury in accordance with Treasury fiscal requirements. C. Notwithstanding Contractor's direct payment of compensation,all temporary field representatives,supervisory field personnel and others hired locally to conduct the special census are employees of the Federal Government. Accordingly,it is understood that,absent negligence or malfeasance on its part,the Contractor shall not be liable for claims under the Federal Tort Claims Act or amounts owing due to inappropriate personnel actions by the Govermsent. • D. The individual information collected by the field representatives on the special population census questionnaires is strictly confidential pursuant to the provisions of Title 13, United Stares Code, and the questionnaires shall be controlled by and returned directlytheauthorizedv to representative of the Government. All such population census questionnaires and all other papers relating to the special population census are the property of the Government and under the law may only be made available to, and examined by,Government officials and employees. Unlawful disclosure subjects employees to a fine of up to$5,000 or imprisonment of up to 5 years,or both. E. The Government shall provide to the Contractor the official population count derived from the special census at the earliest practicable dais after completion of the enumeration and the processing required to produce the statistical results. This count, which shall be as of the date of the special census, will be provided in writing and signed by an appropriate Government official. The Government will not guarantee delivery of the final count by any specified date and shall not be held responsible for any loss or damages suffered by the Contractor due to the data not being available by a specific date. The Contractor accepts that response to a special census is voluntary and that,in order to obtain as complete a total count as possible,it may be necessary to use secondary sources and administrative records, which may not include all of the detailed information. The detailed statistical results will be made available to the Contractor,subject to limitations imposed by the need to protect confidentiality and by such statistical requirements as deemed necessary by the Bureau of the Census. The Governmeat will also provide these statistical results to government officials and individuals upon wnum request; and, insofar as the Government deems the results to be of sufficient public interest,make them generally available in publications of the Bureau of the Census. The Contractor shall accept as final the official population count and other statistical results when provided by the Government. F. This apaa+.ast may be canceled by the Contractor before enumeration begins. In the event of cancellation of the agreement, the Greenman will be reimbursed by the Contractor for costs incurred or obligated prior to the sass d cancellation. Once the ee uneratioa bat commeooed,it will be carried so completion, the data will be processed aid_lotted G. In the event a dispute arises under or related to the terms of this Agreement,and before any legal action is taken, the Parties mutually agree to select a forum for alternate resolution of the dispute. FOR THE CONTRACTOR FOR THE GOVERNMENT BY: BY: • TITLE: DATE: BRYANT BENTON DATE: Associate Director for Field Operations Bureau of the Census SC-3 4/1''95 • TELEPHONE 708/931-6100 Et FAX 708/931-5610 FOR HEARING IMPAIRED TDD 708/931-5616 :E L, 7 CITY OF ELGIN 150 DEXTER COURT ELGIN, ILLINOIS 60120-5555 July 24, 1995 Ms . Elaine M. Csellar Office of Special Census Bureau of the Census U.S . Department of Commerce Washington, D.C. 20233-0001 Subject: Special Census Agreement Dear Ms . Csellar: Enclosed please find check no. 277340 in the amount of $117 ,400 . 00 . This check is to pay for the 1995 Special Census to be conducted in Elgin. You may recall that we previously submitted two copies of the contract for the special census to your attention. I believe that you can now execute the contracts and forward one to my attention. Thank you for your patience and assistance. Should you have any questions, or require assistance from the City of Elgin, please do not hesitate to contact me at (708) 931-5910 . Sincerely, Diana McNeil, A sociate Planner City of Elgin cc: Richard Helwig, City Manager Dolonna Mecum, City Clerk Roger Dahlstrom, Planning Director enclosure • Printed on recycled paper 1 20102 Commerce Census INVOICE CITY OF ELGIN DATE ELGIN, ILLINOIS P.O. NUMBER MO DAY YR INVOICE NO. AMOUNT DISCOUNT NET Application Fee-Bureau or the Census- Special Census 1995 : 275-0000-791-4599-157300 117,40a 00 • I 1 I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I TOTAL 117,40d 00 - .--- ----- '.:.�.�.r..v: y.a„r,p- �.i..r..Er.; ...�.t✓.e _ �.xrs.. ..+W�r..I^:..:. ..�Y.�r_M...:.,�....,w►ar./:.... ai.uJ' j ► GENERAL ACCOUNT Qitp Of etgin 277340 719 4 MO DAY YEAR PAY TO THE ORDER OF: 07121 195 I PAY I *117,400 100 I r , VOID AFTER SIX MONTHS Commerce Census Bureau of the Census United States Dept of Commerce CITY OF ELGIN, ILLINOIS Washington, DC 20233-0001 Amcore Bank :‘ Elgin,Illinois 11'00 L 27811' 1:07 L9004561: II'O L5456511' Elainit TELEPHONE 708/931-6100 1t?1iI1 FAX 708/931-5610 FOR HEARING IMPAIRED TDD 708/931-5616 CITY OF ELGIN150 DEXTER COURT ELGIN, ILLINOIS 60120-5555 June 27 , 1995 Ms . Elaine M. Csellar Office of Special Census Bureau of the Census U. S . Department of Commerce Washington, D.C . 20233-0001 Subject : Special Census Agreement Dear Ms . Csellar: The City of Elgin has received the special census agreement. Our city manager, Richard Helwig, has executed the agreement on behalf of the City of Elgin (see enclosed agreement) . Ms . Evelyn Bartholomeo, of your office, has advised us to forward the agreement to you, for execution by Bryant Benton, Associate Director for Field Operations at the Bureau of the Census . Once executed, please return the agreement to the City of Elgin, to my attention. Should you have any questions , or require assistance from the City of Elgin, please do not hesitate to contact me at ( 708 ) 931-5910 . Sincerely, (,,,e_ktrILL-C.-(2._•# 2(14 yr‘ Veronica R. Bell, Associate Planner City of Elgin cc : Richard Helwig, City Manager Dolonna Mecum, City Clerk Roger Dahlstrom, Planning Director enclosure (i) nn,arurlarl nana, T CONTRACT NO. ELGIN, ILLINOIS Kra AND THE UNITED STATES OF AMERICA DEPARTMENT OF COMMERCE BUREAU OF THE CENSUS Agreement between the United Stales of America, Bureau of the Census, Department of Commerce, (hereinafter referred to as the Government) and the eit(I A, Cook & Kane Counties, Illinois (hereinafter referred to as the Contrattor). jtECITALS 1. The Contractor has requested that a special population crnSzu be taken tinder the authority of Title 13, United States Codes, Section 196. 2. Section 196 of TIAe 13 authorises the Secretary of Commerce to take a special census for a state or local government upon payment of the actual or estimated cost. 3.. - The Contractor is willing to pay all costs of taking the special census including, but not limited to, appropriately furnished office quarters, total commission of all field enumeration and supervisory personnel, compensation of Census Bureau headquarters and regional officer personnel for time allocated to the special census, overhead for headquarters and regional offices,processing of data,and all other cocas attributable to taking the special census. 4. In taking the special census,the Contractor is directly responsible for recruiting,screening,recommending,and compensating all field personnel determined rweltecary by the Government for taking the special census. Notwithstanding the Contractor's responsibility for recruitment and compensation, such field personnel shall be and remain employees of the Government, subject to all appropriate Federal laws and under its direct supervision. In this regard,the Government reserves the right to reject persons recommended by the Contractor if such persons fail to meet employment criteria. TERMS Acknowledging the foregoing, the parties agree as follows: A. (1) The Government shall designate one or more experienced employees to direct the taking of the special census. (2) The designated Government employee(s)shall oversee all aspects of the enumeration including the hiring,training,and separation of field representatives,field supervisory personnel,and other temporary personnel employed locally to take the special population census. The designated Government employee(s)shall exercise day-to-day technical supervision of these employees. All such temporary personnel shall be Government employes and neither the Contractor nor any representative of the Contractor shall supervise, exercise control over or in any other way interfere with such employees in the performance of their responsibilities. B. (1) The Contractor shall update maps of the proposed census area in accordance with instructions provided by the Government. The Contractor shall provide any certification of legal boundaries within the proposed census area as required by the Government. The census will not be scheduled until these obligations have bees completed to the aatiefsctien of the Government. (2) The Contractor shall supply, free of charge,estiefactory office quarters equipped watt seiephoee(s),office furniture, peocaud computers,and other equipment end furnishings as determined necessary as/roper by the Government. (3) The Csatrsaer shall recruit, screen, and recommend for employment sufficient qualified applicants for field sapreeentaatives,supervisory field personnel, and other positions as may be needed to complete the special population census. Employees shall be selected for employment and separation under standards established by the Govermmeu, and shall take an oath or affirmation as required to protect the confidentiality of the information collected by them. The Government reserves the right to reject any persona recommended by the Contractor if such persons fail to meet the established employment standards. The Contractor shall be responsible for all administrative operations relating to the recooctiement and payment of these employees. The Contractor shall also comply with all applicable federal, state,and local laws,including but not limited to those pertaining to Equal Employment Opportunity Act and the Fair Labor Standards Act applicable to these employees,and shall complete and file any and all reports required thereunder. (a) Is the:avant that sufficient suitable applicants arc mot furnished by the Contractor for the necessary positions and the Government must expend funds to obtain applicants to fill the remaining positions, the Contractor agrees to reimburse the Government for those additional expenses. This will increase the oasts estimated in B.(4).and 11.(S). (4) (a) The Contractor shall pay, directly, field representatives, supervisory field personnel, and others hired locally to condom the actual enumeration, at rates of pay feed by the Gorenuseat. The compensation of such field representatives,supervisory field personnel,and others shall be paid to them directly by the C.ruroctor upon appros al by the designated Government employee. The Contractor shall pay or withhold from the compensation paid to the field representatives, supervisory field personnel, and others locally employed all amounts necessary for Social Security, federal,state,and local income tax,continuation of pay,or other sums required so be paid or withheld by federal,state, or local laws. The amount necessary to cover these expenses,not including workman's compensation and continuation of pay, is estimated so be S143,429. The Coatrneto►agrees that these heads will be available for disbursement upon approval of the designated Government employee. (b) The Contractor shall reimburse the Government for all funds expended by the Government resulting from payments to the Department of Labor under applicable Federal workers'compensation and unemployment benefits laws. (5) In addition to the salary expenses to be paid directly by the Contractor to all temporary employees hired locally, the Coatraeaor agrees to pay all other expenses related to the taking of the special census including but not limiteti cc a) administrative and technical work performed by headquarters and regional personnel; (b)aarmeratioe schedules and Mated materials;(c)map preparation;(d)tabulation expenses;(e)the mat of the designated Government employee's aka, allowances for subsistence at the standard federal rate per day, traveling expenses, other reasonable and accessary expenses,and overhead and other charges applicable to these costs;and(f)other incidental expenses incurred by the Government in completing the special population census. Based on an estimate of the population of 83,901,the estimated coat for these services is S117,400. A payment of that amount shall be furnished to the Government before any work on the menu is performed. The advance payment will be adjusted to ectual costs and billing or refund made as appropriate. This payment is for Government costs referenced in this item and excludes those directly payable by the Contractor under item B.(3)above. (6) In accordance with B.(5),if actual con exceeds the advance payment,the additional payment to the Goi,errunent in full is due 30 days from the date of the invoice. A late charge shall be imposed on the overdue amount for each 30-clay penal or portion thereof during which the remittance is due The late charge will be based on a percentage rate equal so the current value of funds to the U.S. Treasury in accordance with Treasury fiscal requirements. C. Notwithstanding Contractor's direct payment of compensation,all temporary field representatives,supervisory field personnel and others hired locally to conduct the special census are employees of the Federal Government. Accordingly,it is understood that,absent negligence or malfeasance on is part,the Contractor shall not be liable for claims under the Federal Tort Claims Act or amounts owing due to inappropriate personnel actions by the Goversraent. D. The individual information collected by the field representatives on the special population census questionnaires is strictly l confidential pursuant to the provisions of Title 13, United States Code, and the questionnaires shall be controlled by and returned directly to the authorized representative of the Government. All such population census questionnaires and all other papers relating to the special population census are the property of the Government and under the law may only be made available to, and examined by,Government officials and employees. Unlawful disclosure subjects employees to a fine of up to S5,000 or imprisonment of up to 5 years,or both. E. The Government shall provide to the Contractor the official population count derived from the special census at the earliest practicable date after completion of the enumeration and the processing required to produce the statistical results. This count, which shall be as of the date of the special census, will be provided is writing and signed by an appropnate Government of vial. The Government will not guarantee delivery of the final count by any specified date and shall not be held responsible for any loss or damages suffered by the Contractor due to the data not being available by a specific date. The Contractor accepts that response to a special census is voluntary and that,in order to obtain as complete a total count as possible, it may be necessary to use secondary sources and administrative records, which may not include all of the detailed information. The detailed statistical results will be made available to the Contractor,subject to limitations imposed by the need to protect confidentiality and by such statistical requirements as deemed necessary by the Bureau of the Census. The Government will also provide theme statistical remlts to government officials and individuals upon written request; and, insofar as the Government deems the results to be of sufficient public interest,make them generally available in publications of the Bureau of the Census. The Contractor shall accept as final the official population count and other statistical results when provided by the Government. F. This agreement easy be canceled by the Contractor before enumeration begins. In the event of cancellation of the agreement, the Gorsr:sea(will be reimbursed by the Contractor for noes incurred or obligated prior to the dam of cancellarron. Once the eammeratiaa has commenced,it will be carried to completion, the data will be processed and s poemd. G. In the event a dispute arises under or related to the terms of this Agreement,and before any legal action is taken, the Parties mutually agree to select a forum for alternate resolution of the dispute. FOR THE CONTRACTOR FOR THE GOVERNMENT BY: td TITLE: DATE: BRYANT BENTON DATE: Associate Director for Field Operations Gc f t--TJ4S Bureau of the Census SC-3 4/17795 . , Elm nAgenda _I- x. .-------..-.- No . ......L.r,A, \ At ,r %per ,. May 18 , 1995 TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: Special Census PURPOSE This memorandum is intended to provide the City Council with information regarding the agreement with the United States Census Bureau for a special census . BACKGROUND Attached is a copy of correspondence and a written agreement from the United States Department of Commerce, Bureau of the Census (Bureau) regarding the City' s request for a cost esti- oted mate for a special census in 1995 . The City Council app rthe submission of the cost estimate request at a Committee of the Whole meeting on December 7 , 1994 . As expected, the agreement requires a significant commitment of time and resources from the City including but not limited to the following: 1 . Office space and equipment. 2 . Recruiting efforts for field representatives . 3 . Map review and correction. 4 . Data monitoring. The agreement does require payment of Census Bureau overhead costs which the staff will seek to define more clearly. However, the agreement is the standard Census Bureau document and overhead costs are expected to be nominal . COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None at this time . FINANCIAL IMPACT Based on our current population estimate of 83, 901, the Bu- reau has estimated the cost of a special census at $260, 829 . This is somewhat in excess of the budgeted amount of $225, 000 that was based on preliminary information from the Bureau. It is anticipated, however, that gambling revenues will also exceed budgeted levels and will be sufficient to cover the $35,929 difference plus overhead costs . It is unlikely that the special census would be completed before September. The September 1995 population projection of 85 , 890 is consistent with statistical population projec- tions, building permit record trends, and reasonable assump- tions regarding household size and vacancy rates . This pro- jection would result in net revenue of $3 ,234 , 686 over the 65 month period from the proposed special census to the certifi- cation of the next decennial census . LEGAL IMPACT None. RECOMMENDATION Authorize the staff to seek the referenced clarification from the Census Bureau, and direct the staff to prepare a resolu- tion authorizing execution of the agreement for the special census . Respectfully submitted, • Roger K. Dahlstrom Planning Director • Richard B. Helwig City Manager RKD/sll • (Vce\ UNITED STATES DEPARTMENT OF COM RCE Bureau of the Census • F"•'� • Washington, DC 20233-0001 fro a . � Z , April 17, 1995 EN" on,,,, - :.- ' ",..- - - ...._ APR2 4 '-7.,, . Ms. Veronica R. Bell pL_"J111.1.2 J.r7. Planning Technician `/x 150 Dexter Court /, `'''' Elgin, Illinois 60120-5555 Dear Ms. Bell : This will acknowledge receipt of your check in the amount of $200 for a - -cost estimate for a special census of Elgin. The estimated cost of a special census, including the standard questions, of Elgin based on your population estimate of 83,901 is $260,829. Of this amount S117,400 is paid to the Census Bureau in advance an ,429 is held by the city to pay local persons who work on the census. TkIstimated cost to conduct a customized special census including the additi questions you requested, would be approximately $385,000 and would take up to one year longer. We are enclosing two copies of the formal agreement for a standard special census. Please read the contract carefully giving particular attention to you B and D so are aware of the responsibilities of all parties involved. The cost of the special census could increase significantly if sufficient applicants are not provided due to the additional time the Census Bureau supervisor would have to spend in recruiting applicants. Also, a cost estimate that has not been accepted within 90 days by local officials is subject to revision to take into account any changes in wage rates or other costs that may have occurred. Although we cannot guarantee a specific date for receipt of the final data, we will make every effort to deliver the data as soon as possible after completion of the enumeration. If you require the data by a specific date, please inform us of that date when you return the signed contracts. Should we be unable to meet that deadline, we will refund your deposit. It will be necessary to have an authorized local official sign and complete both copies in the section designated "FOR THE CONTRACTOR." If you wish to have us begin work on the census, please forward a check for S117,400 payable to Commerce-Census and return both signed copies of the agreement. Enumerators will use maps showing the current boundaries of Elgin in the special census. Approximately 4 weeks after receipt of your initial payment, 1 you will receive copies of the census maps and specific instructions for updating these maps. We will send maps that show the corporate limits of Elgin based on the latest information we have available. We require ordinances and plats for annexations not shown and any other changes to the corporate limits must be documented. Questions regarding the corporate limits must be resolved before the special census begins. • Ms. Veronica R. Bell 2 Our preparatory work will require approximately 120 days before the census date and after receipt by us of the satisfactorily updated maps. final results will be available approximately 16 weeks after completion of the census. Please note that the Census Bureau will provide the data to any Federal , state, or local official , or other individual upon receipt of a written request. If you have questions or require further information, please call the Office of Special Censuses on 301-457-1429 or fax 301-457-1477. - - - Sincerely, ELAINE M. CSELLAR Office of Special Censuses Bureau of the Census Enclosures 4 • 0E1 �n Agenda Item No . PAtr o►to November 14 , 1994 TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: Outline of 1995 Special Census Procedures , Benefits and Costs PURPOSE This memorandum is intended to provide the City Council with information regarding a City population estimate and the recommendation for a special census in 1995 . 411 BACKGROUND The Five-Year Financial Plan included reference to a proposed special census in 1995 . Since the decennial census in 1990, the City has experienced significant growth as documented by building permit records . This construction activity has implications for the population growth of the community. The last census figure for the City dates back to April of 1990 . At that time, the enumerated population was 77 ,010 . In 1991, the Planning Department provided the City Council with a demographic report including selected information from the 1990 census and a series of population projections through the year 2020 . The 1995 population projection figure for the City was 85,731 . The additional dwelling units, combined with the most current available vacancy rate figure ( 3 . 8% ) , contribute to a current population estimate of 83, 901 for the City. This is an abso- lute increase of 6 , 891 , representing a 9% increase. In addi- tion to the 83, 901 population figure based on the best avail- able data and judgements, the staff has generated population estimates utilizing household size data selected to provide maximum and minimum figures . This procedure yields a maximum population estimate of 85,404 , and a minimum population esti- mate of 80, 894 . Assuming a continuation of this rate of 411 growth over the next year, the population projection for September 1995 would be 85 ,890; with high and low projections of 87 ,429 and 82, 812, respectively. Special Census November 30, 1994 Page 2 These population projections appear to be sufficient to war- rant a special census . Currently, the City receives state and federal funding on a per capita basis from various sourc- es . The three principal sources are motor fuel tax (MFT) , state income tax, and Community Development Block Grant (CDBG) . Community Development Block Grant funds are allocat- ed based on a complex statistical formula that includes a number of socioeconomic and housing factors, as well as popu- lation. As a result, CDBG funding varies based on a series of local factors applicable to all entitlement communities throughout the nation. Additionally, federal budget alloca- tions influence local funding levels . Therefore, in the interest of a conservative revenue projection, CDBG funding has been excluded as a predictable source of per capita reve- nue. However, it is estimated that an annual total of approximate- ly $72 . 61 per capita would continue to be generated through MFT ( $22 . 00 ) and state income tax ( $50 . 61) distributions . Revenue from these sources is distributed on a monthly ba- sis . If the September 1995 population projection of 85, 890 is correct, the additional 8,880 residents would result in an increase in revenues of approximately $644 , 772 annually ( $72 . 61 x 8, 880 ) . It is unlikely that a special census could be completed be- fore October of 1995, and State agencies probably could begin using the figures by January of 1996 . State agencies could probably begin using the 2000 census figures by June of 2001 . The City would benefit from the increased revenues for 65 months . Consequently, the total gross revenue increase accruing to the City would be $3,492 , 541 based on the Septem- ber 1995 projection. Offsetting these revenues would be the costs of the special census . The cost for conducting a special census can be broken down into three components; the Census Bureau con- tract, local personnel recruiting and payroll, and the costs for temporary office space and equipment. Based on prelimi- nary contact with the Census Bureau, the total costs are estimated at approximately $2 . 35 per capita plus a 10% contin- gency. The example the Census Bureau provided indicated a total cost of approximately $220,000 based on a population of 85, 000 . The Census Bureau will provide a specific estimate of contract costs for a fee of $200 . In addition to direct costs, the City would incur costs for staff coordination and technical assistance for Census Bureau personnel . The spe- cial census would then be a major work element for the Plan- ning Department in the coming year. ?. Special Census November 30, 1994 Page 3 FINANCIAL IMPACT The overall projected revenue from a special census should exceed the anticipated costs by a wide margin. The September 1995 population projection of 85,890 is consistent with sta- tistical population projections, building permit record trends, and reasonable assumptions regarding household size and vacancy rates . This projection would result in net reve- nue of $3,270,515 over the 65 month period from the proposed special census to the certification of the next decennial census . LEGAL IMPACT None. RECOMMENDATION Authorize the staff to contact the Census Bureau and arrange for an estimate of contract cost. Respectfully submitted, rat • Roger K. Dahlstrom Planning Director Richard B. Helwig City Manager RKD/sll • '; • CONTRACT NO. � �1.;► e ELGIN, ILLINOIS a,' t$Of AND THE UNITED STATES OF AMERICA DEPARTMENT OF COMMERCE BUREAU OF THE CENSUS Agreement between the United States of America, Bureau of the Census, Department of Commerce, (hereinafter referred to as the Government) and the City of Elgin, Cook & Kane Counties, Illinois (hereinafter referred to as the Contractor). RECITALS 1. The Contractor has requested that a special population census be taken under the authority of 7Ule 13, United States Codes, Section 196. 2. Section 196 of 7Itle 13 authorizes the Secretary of Commerce to take a special census for a state or local government upon payment of the actual or estimated cost. 3. The Contractor is willing to pay all costs of taking the special census including, but not limited to, appropriately furnished office quarters, total compensation of all field enumeration and supervisory personnel, compensation of Census Bureau headquarters and regional office personnel for time allocated to the special census, overhead for headquarters and regional offices, processing of data, and all other costs attributable to taking the special census. 4. In taking the special census,the Contractor is directly responsible for recruiting, screening, recommending, and compensating all field personnel determined necessary by the Government for taking the special census. Notwithstanding the Contractor's responsibility for recruitment and compensation, such field personnel shall be and remain employees of the Government, subject to all appropriate Federal laws and under its direct supervision. In this regard, the Government reserves the right to reject persons recommended by the Contractor if such persons fail to meet employment criteria. TERMS Acknowledging the foregoing, the parties agree as follows: A. (1) The Government shall designate one or more experienced employees to direct the taking of the special census. (2) The designated Government employee(s)shall oversee all aspects of the enumeration including the hiring, training, and separation of field representatives, field supervisory personnel, and other temporary personnel employed locally to take the special population census. The designated Government employee(s)shall exercise day-to-day technical supervision of these employees. All such temporary personnel shall be Government employees and neither the Contractor nor any representative of the Contractor shall supervise, exercise control over or in any other way interfere with such employees in the performance of their responsibilities. B. (1) The Contractor shall update maps of the proposed census area in accordance with instructions provided by the Government. The Contractor shall provide any certification of legal boundaries within the proposed census area as required by the Government. The census will not be scheduled until these obligations have been completed to the satisfaction of the Government. (2) The Contractor shall supply, free of charge, satisfactory office quarters equipped with telephone(s), office furniture, personal computers, and other equipment and furnishings as determined necessary and proper by the Government. (3) The Contractor shall recruit, screen, and recommend for employment sufficient qualified applicants for field representatives, supervisory field personnel, and other positions as may be needed to complete the special population census. Employees shall be selected for employment and separation under standards established by the Government, and shall take an oath or affirmation as required to protect the confidentiality of the information collected by them. The Government reserves the right to reject any persons recommended by the Contractor if such persons fail to meet the established employment standards. The Contractor shall be responsible for all administrative operations relating to the reconcilement and payment of these employees. The Contractor shall also comply with all applicable federal, state, and local laws, including but not limited to those pertaining to Equal Employment Opportunity Act and the Fair Labor Standards Act applicable to these employees, and shall complete and file any and all reports required thereunder. (a) In the event that sufficient suitable applicants are not furnished by the Contractor for the n i-Pscary positions and the Government must expend funds to obtain applicants to fill the remaining positions, the Contractor agrees to reimburse the Government for those additional expenses. This will increase the costs estimated in B.(4). and B.(5). (4) (a) The Contractor shall pay, directly, field representatives, supervisory field personnel, and others hired locally to conduct the actual enumeration, at rates of pay fixed by the Government. The compensation of such field representatives, supervisory field personnel, and others shall be paid to them directly by the Contractor upon approval by the designated Government employee. The Contractor shall pay or withhold from the compensation paid to the field representatives, supervisory field personnel, and others locally employed all amounts necessary for Social Security, federal, state, and local income tax, continuation of pay,or other sums required to be paid or withheld by federal, state, or local laws. The amount necessary to cover these expenses, not including woricman's compensation and continuation of pay, is estimated to be$143,429. The Contractor agrees that these funds will be available for disbursement upon approval of the designated Government employee. (b) The Contractor shall reimburse the Government for all funds expended by the Government resulting from payments to the Department of Labor under applicable Federal workers'compensation and unemployment benefits laws. (5) In addition to the salary expenses to be paid directly by the Contractor to all temporary employees hired locally, the Contractor agrees to pay all other expenses related to the taking of the special census including but not limited to (a) administrative and technical work performed by headquarters and regional personnel; (b) enumeration schedules and related materials; (c) map preparation; (d) tabulation expenses; (e) the cost of the designated Government employee's salary, allowances for subsistence at the standard federal rate per day, traveling expenses, other reasonable and necessary expenses, and overhead and other charges applicable to these costs; and(f)other incidental expenses incurred by the Government in completing the special population census. Based on an estimate of the population of 83,901, the estimated cost for these services is$117,400. A payment of that amount shall be furnished to the Government before any work on the census is performed. The advance payment will be adjusted to actual costs and billing or refund made as appropriate. This payment is for Government costs referenced in this item and excludes those directly payable by the Contractor under item B.(3) above. (6) In accordance with B.(5), if actual cost exceeds the advance payment, the additional payment to the Government in full is due 30 days from the date of the invoice. A late charge shall be imposed on the overdue amount for each 30-day period or portion thereof during which the remittance is due. The late charge will be based on a percentage rate equal to the current value of funds to the U.S. Treasury in accordance with Treasury fiscal requirements. C. Notwithstanding Contractor's direct payment of compensation,all temporary field representatives, supervisory field personnel and others hired locally to conduct the special census are employees of the Federal Government. Accordingly, it is understood that, absent negligence or malfeasance on its part, the Contractor shall not be liable for claims under the Federal Tort Claims Act or amounts owing due to inappropriate personnel actions by the Government. D. The individual information collected by the field representatives on the special population census questionnaires is strictly confidential pursuant to the provisions of Title 13, United States Code, and the questionnaires shall be controlled by and returned directly to the authorized representative of the Government. All such population census questionnaires and all other papers relating to the special population census are the property of the Government and under the law may only be made available to, and examined by, Government officials and employees. Unlawful disclosure subjects employees to a fine of up to $5,000 or imprisonment of up to 5 years, or both. E. The Government shall provide to the Contractor the official population count derived from the special census at the earliest practicable date after completion of the enumeration and the processing required to produce the statistical results. This count, which shall be as of the date of the special census, will be provided in writing and signed by an appropriate Government official. The Government will not guarantee delivery of the final count by any specified date and shall not be held responsible for any loss or damages suffered by the Contractor due to the data not being available by a specific date. The Contractor accepts that response to a special census is voluntary and that, in order to obtain as complete a total count as possible, it may be necessary to use secondary sources and administrative records, which may not include all of the detailed information. The detailed statistical results will be made available to the Contractor, subject to limitations imposed by the need to protect confidentiality and by such statistical requirements as deemed necessary by the Bureau of the Census. The Government will also provide these statistical results to government officials and individuals upon written request; and, insofar as the Government deems the results to be of sufficient public interest, make them generally available in publications of the Bureau of the Census. The Contractor shall accept as final the official population count and other statistical results when provided by the Government. F. This agreement may be canceled by the Contractor before enumeration begins. In the event of cancellation of the agreement, the Government will be reimbursed by the Contractor for costs incurred or obligated prior to the date of cancellation. Once the enumeration has commenced, it will be carried to completion, the data will be processed and reported. G. In the event a dispute arises under or related to the terms of this Agreement, and before any legal action is taken, the Parties mutually agree to select a forum for alternate resolution of the dispute. FOR THE CONTRACTOR FOR THE GOVERNMENT BY: BY: TITLE: DATE: 1 BRYANT BENTON DATE: Associate Director for Field Operations / )9s Bureau of the Census SC-3 4/17/95 0,001 Or V el • rq • CONTRACT NO. 110 ELGIN, ILLINOIS O j,^ 1S AND THE UNITED STATES OF AMERICA DEPARTMENT OF COMMERCE BUREAU OF THE CENSUS Agreement between the United States of America, Bureau of the Census, Department of Commerce, (hereinafter referred to as the Government) and the City of Elgin, Cook & Kane Counties, Illinois (hereinafter referred to as the Contractor). RECITALS 1. The Contractor has requested that a special population census be taken under the authority of Title 13, United States Codes, Section 196. 2. Section 196 of Title 13 authorizes the Secretary of Commerce to take a special census for a state or local government upon payment of the actual or estimated cost. 3. The Contractor is willing to pay all costs of taking the special census including, but not limited to, appropriately furnished office quarters, total compensation of all field enumeration and supervisory personnel, compensation of Census Bureau headquarters and regional office personnel for time allocated to the special census, overhead for headquarters and regional offices, processing of data, and all other costs attributable to taking the special census. 4. In taking the special census, the Contractor is directly responsible for recruiting, screening, recommending,and compensating all field personnel determined necessary by the Government for taking the special census. Notwithstanding the Contractor's responsibility for recruitment and compensation, such field personnel shall be and remain employees of the Government, subject to all appropriate Federal laws and under its direct supervision. In this regard, the Government reserves the right to reject persons recommended by the Contractor if such persons fail to meet employment criteria. TERMS Acknowledging the foregoing, the parties agree as follows: A. (1) The Government shall designate one or more experienced employees to direct the taking of the special census. (2) The designated Government employee(s)shall oversee all aspects of the enumeration including the hiring, training, and separation of field representatives, field supervisory personnel, and other temporary personnel employed locally to take the special population census. The designated Government employee(s)shall exercise day-to-day technical supervision of these employees. All such temporary personnel shall be Government employees and neither the Contractor nor any representative of the Contractor shall supervise, exercise control over or in any other way interfere with such employees in the performance of their responsibilities. B. (1) The Contractor shall update maps of the proposed census area in accordance with instructions provided by the Government. The Contractor shall provide any certification of legal boundaries within the proposed census area as required by the Government. The census will not be scheduled until these obligations have been completed to the satisfaction of the Government. (2) The Contractor shall supply, free of charge, satisfactory office quarters equipped with telephone(s), office furniture, personal computers, and other equipment and furnishings as determined necessary and proper by the Government. (3) Thc Co ntrac:or shall recruit, screen, and recommend for employment sufficient qualified applicants for field representatives, supervisory field personnel, and other positions as may be needed to complete the special population census. Employees shall be selected for employment and separation under standards established by the Government, and shall take an oath or affirmation as required to protect the confidentiality of the information collected by them. The Government reserves the right to reject any persons recommended by the Contractor if such persons fail to meet the established employment standards. The Contractor shall be responsible for all administrative operations relating to the reconcilement and payment of these employees. The Contractor shall also comply with all applicable federal, state, and local laws, including but not limited to those pertaining to Equal Employment Opportunity Act and the Fair Labor Standards Act applicable to these employees, and shall complete and file any and all reports required thereunder. (a) In the event that sufficient suitable applicants are not furnished by the Contractor for the nerl-:zsary positions and the Government must expend funds to obtain applicants to fill the remaining positions, the Contractor agrees to reimburse the Government for those additional expenses. This will increase the costs estimated in B.(4). and B.(5). (4) (a) The Contractor shall pay, directly, field representatives, supervisory field personnel, and others hired locally to conduct the actual enumeration, at rates of pay fixed by the Government. The compensation of such field representatives, supervisory field personnel, and others shall be paid to them dire(tly by the Contractor upon approval by the designated Government employee. The Contractor shall pay or withhold from the compensation paid to the field representatives, supervisory field personnel, and others locally employed all amounts necessary for Social Security, federal, state, and local income tax, continuation of pay,or other sums required to be paid or withheld by federal, state, or local laws. The amount necessary to cover these expenses, not including workman's compensation and continuation of pay, is estimated to be$143,429. The Contractor agrees that these funds will be available for disbursement upon approval of the designated Government employee. (b) The Contractor shall reimburse the Government for all funds expended by the Government resulting from payments to the Department of Labor under applicable Federal workers'compensation and unemployment benefits laws. (5) In addition to the salary expenses to be paid directly by the Contractor to all temporary employees hired locally, the Contractor agrees to pay all other expenses related to the taking of the special census including but not limited to (a) administrative and technical work performed by headquarters and regional personnel; (b) enumeration schedules and related materials; (c) map preparation; (d) tabulation expenses; (e) the cost of the designated Government employee's salary, allowances for subsistence at the standard federal rate per day, traveling expenses, other reasonable and necessary expenses, and overhead and other charges applicable to these costs; and(f)other incidental expenses incurred by the Government in completing the special population census. Based on an estimate of the population of 83,901, the estimated cost for these services is $117,400. A payment of that amount shall be furnished to the Government before any work on the census is performed. The advance payment will be adjusted to actual costs and billing or refund made as appropriate. This payment is for Government costs referenced in this item and excludes those directly payable by the Contractor under item B.(3) above. (6) In accordance with B.(5), if actual cost exceeds the advance payment, the additional payment to the Government in full is due 30 days from the date of the invoice. A late charge shall be imposed on the overdue amount for each 30-day period or portion thereof during which the remittance is due. The late charge will be based on a percentage rate equal to the current value of funds to the U.S. Treasury in accordance with Treasury fiscal requirements. C. Notwithstanding Contractor's direct payment of compensation,all temporary field representatives, supervisory field personnel and others hired locally to conduct the special census are employees of the Federal Government. Accordingly, it is understood that, absent negligence or malfeasance on its part, the Contractor shall not be liable for claims under the Federal Tort Claims Act or amounts owing due to inappropriate personnel actions by the Government. D. The individual information collected by the field representatives on the special population census questionnaires is strictly confidential pursuant to the provisions of Title 13, United States Code, and the questir es shall be controlled by and returned directly to the authorized representative of the Government. All such population census questionnaires and all other papers relating to the special population census are the property of the Government and under the law may only be made available to, and examined by, Government officials and employees. Unlawful disclosure subjects employees to a fine of up to $5,000 or imprisonment of up to 5 years, or both. E. The Government shall provide to the Contractor the official population count derived from the special census at the earliest practicable date after completion of the enumeration and the processing required to produce the statistical results. This count, which shall be as of the date of the special census, will be provided in writing and signed by an appropriate Government official. The Government will not guarantee delivery of the final count by any specified date and shall not be held responsible for any loss or damages suffered by the Contractor due to the data not being available by a specific date. The Contractor accepts that response to a special census is voluntary and that, in order to obtain as complete a total count as possible, it may be necessary to use secondary sources and administrative records, which may not include all of the detailed information. The detailed statistical results will be made available to the Contractor, subject to limitations imposed by the need to protect confidentiality and by such statisticalrequirements as deemed necessarybythe Bureau of the Census. The willalso provide Government pro tde these statistical results to government officials and individuals upon written request; and, insofar as the Government deems the results to be of sufficient public interest, make them generally available in publications of the Bureau of the Census. The Contractor shall accept as final the official population count and other statistical results when provided by the Government. F. This agreement may be canceled by the Contractor before enumeration begins. In the event of cancellation of the agreement, the Government will be reimbursed by the Contractor for costs incurred or obligated prior to the date of cancellation. Once the enumeration has commenced, it will be cerried to completion, the data will be processed and reported. G. in the c.acnt a dispute arises under ;elate: to the terms of this gr: meat, and before any legal actioi, is taken, the Parties mutually agree to select a forum for alternate resolution of the dispute. FOR THE CONTRACTOR FOR THE GOVERNMENT BY: BY: TITLE: DATE: I BRYANT BENTON DATE: Associate Director for Field Operations �-- c0 f'''j4s Bureau of the Census SC-3 4/17/95