HomeMy Public PortalAbout100_031__WA_CensusChallenge_010512
7 E. Congress St. Suite 801 Savannah, GA 31401 912.656.1316 January 5, 2012 Diane Schleicher, City Manager City of Tybee Island 403 Butler Ave PO Box 2749 Tybee Island, GA 31328 Re:
Proposal – Census 2010 Challenge Diane, We understand that the City of Tybee Island believes the housing unit count recorded as part of the 2010 Census did not capture all living quarters
in the City. We also understand that the City wishes to explore options for formally challenging these numbers. The procedures for challenging Census counts are defined in the Question
Count Resolution Program guidelines. The purpose of this letter is to present our scope of work to conduct an analysis of Census data and housing units as they relate to the City of
Tybee Island. Specifically, this analysis will provide the City with enough information to determine whether or not a formal challenge will be appropriate or advised. We appreciate your
confidence in EPG, and we look forward to successfully completing this project with the City of Tybee Island. Please contact the undersigned should you have any questions, or if you
need additional information. Sincerely, Ecological Planning Group Ed DiTommaso, AICP Project Manager (912) 596-3407
2 | P a g e Scope of Work Task 1: Analysis of 2000 & 2010 Housing Units EPG will conduct a detailed analysis of housing unit counts at the Census Block level for the City of Tybee Island.
This analysis will include a comparison of 2000 and 2010 Census data at the Census Block level. Tracking development patterns throughout the decade, EPG will use the 2000 housing unit
count from the Census Bureau and determine the number of building permits and/or certificates of occupancy issued between 2000 and 2010. EPG will coordinate with City staff to complete
this assessment. Block maps will be produced and provided to City staff to fill in known living quarters based on utility bills and other information available at the City. The resulting
number of housing units will be compared to the 2010 housing unit count as recorded by the Census Bureau. EPG will also conduct a visual GIS inventory of housing structures in the City.
This will be completed using aerial photography, parcels, and other available GIS data. EPG will create a Living Quarters (LQ) GIS layer that will consist of a point for each housing
unit discovered as part of this inventory. EPG will acquire the LUCA (Local Update of Census Addresses) database from SAGIS. This database will be used to update and confirm addresses
in the living quarter layer developed. This information will be cross referenced against the Census data at the block level to determine which blocks appear to have been undercounted.
An undercounted block is one where the City shows more living quarters than the Census. Based on the initial results, EPG will meet with the City to discuss the initial findings. This
meeting will be used to determine whether or not the more detailed analysis in Task 2 is recommended. Deliverables: • Technical Memo 1 -initial findings and recommendations • Preliminary
GIS Layer of Living Quarters in the City • Hard copy maps illustrating 2000 and 2010 Census Numbers • Digital (PDF) versions of maps illustrating 2000 and 2010 Census Numbers Task 2:
Multi-Family Unit Survey EPG will update the Living Quarters layer developed as part of Task 1. EPG will meet with Tybee Island staff to review the deliverables from Task 1, and will
formulate a prioritized approach to surveying multi-family units. This will be accomplished through coordination with local realtors and rental agencies as well as a field verification
survey. Based on the Cities current records, EPG will develop an initial GIS database of multi-family units. EPG will then meet with City staff and local realtors to review this initial
database and determine areas where it has fallen short. EPG will incorporate any additional records provided by realtors and rental agencies into the GIS database. After the database
is updated, EPG will work with City staff to identify areas where field survey is necessary. EPG assumes that City staff will perform field surveys and report findings to EPG for inclusion
in the GIS database. EPG will also attempt to identify and include in the database whether the structure appears to be an occupied structure, rental, or vacant. Once the field verification
has been completed, EPG will coordinate with City
3 | P a g e staff, local realtors, and rental agencies to confirm the accuracy of the LQ layer. Once finalized, the Living Quarters layer will be compared to the Census Blocks to determine
differences in units counts. Deliverables: • Technical Memo 2 -detailed results of the housing analysis and recommended actions • Final GIS Layer of Living Quarters in the City • Hard
copy and digital maps comparing Census data to the LQs. • Hard copy and digital maps illustrating the locations of all LQs Task 3: Count Question Resolution "Coverage" Challenge (Optional)
Based on the findings above, EPG may recommend a "coverage" challenge of Living Quarters in the City. EPG will only recommend this course of action to the City if we feel there is sufficient
evidence showing undercounted living quarters in the City. This type of challenge focuses specifically on the number of living quarters in the City and does not specifically touch on
population. It is a function of the Census Bureau to determine the actual population numbers that are to be reinstated. The proposed challenge package will include the following: • Table
showing the number of LQs within the block(s) being challenged (required) • Map showing points for each LQ being challenged. This corresponds to the table. (required) • Utility Bill
from April 2010 (optional) • Tax Bill covering April 2010 period (optional) • Property Record Card (optional) Unless otherwise noted, EPG assumes the City will take responsibility for
collecting all optional items listed above. EPG will provide assistance and train City staff on where and how to obtain these pieces of information. Once all information of is collected
for each of the blocks being challenged, EPG will compile and prepare the package for submittal. Schedule Work will begin upon receipt of the signed authorization. Budget EPG will complete
the work described for the lump sum amount shown below. • Task 1: Analysis of 2000 & 2010 Housing Units $1,930 • Task 2: Multi-Family Housing Unit Survey $5,520 • Task 3: Count Question
Resolution Challenge $850 (per block)
3 | P a g e AUTHORIZATION EPG proposes to implement the scope of work outlined herein in accordance with the terms and conditions included in Attachment A. As our authorization, please
sign in the space provided below. City of Tybee Island, Georgia By: ______________________________ Diane Schleicher, City Manager
4 | Page ATTACHMENT A: TERMS AND CONDITIONS Ecological Planning Group. (hereinafter EPG, "we", "us", "our", "Consultant") agrees to provide Client (City of Tybee Island), for Client’s
sole and exclusive use, services as set forth in Ecological Planning Group’ proposal subject to the Terms and Conditions set out herein and agreed to hereby. No third party beneficiaries
are made or intended by either Party to this Agreement. 1.) PAYMENT TERMS. Client agrees to pay EPG’ invoice upon receipt. If payment is not received within 30 days of Client's receipt,
a service charge shall apply in the amount of the greater of (i) 1% per month or (ii) the allowable legal rate, including attorney's fees and expenses. EPG may (in its sole judgment
and without any liability) suspend services until paid where payment outstanding more than 30 days after the date of EPG’ invoice. 2.) TERMINATION OF CONTRACT. Either party may terminate
this Agreement without cause upon 30 days prior written notice. In the event of termination, the the Client shall pay EPG for all services rendered to the date of termination and all
reimbursable expenses. 3.) INSURANCE. EPG maintains insurance coverage as follows: Worker's Compensation Insurance; Employer's Liability Insurance; Commercial General Liability Insurance;
Errors & Omissions. 4.) RISK ALLOCATION. In recognition of the relative risks, rewards and benefits of the project to both the Client and EPG, the risks have been allocated such that
EPG and the Client agree that, to the fullest extent permitted by the law, each parties’ total aggregate liability to the one another and their respective contractors, subcontractors,
consultants and other parties with legal standing to file claims resulting from any and all injuries, claims, losses, expenses, damages or claim expenses arising out of this agreement
from any cause or causes, shall not exceed $50,000 or the total fee for services contemplated under this Agreement, whichever is less. Such causes include, but are not limited to, EPG
or Client negligence, errors, omissions, strict liability, breach of contract or breach of warranty. 5.) SITE OPERATIONS. Client will provide right-of-entry to the property for EPG so
EPG can provide the agreed services. Client represents that it possesses necessary permits and licenses required for activities at the site. EPG will take reasonable precautions to minimize
damage to the property caused by EPG’ operations. Unless otherwise stated in EPG’ proposal, our charges do not include cost of restoration due to any related damage which may result.
6.) FIELD REPRESENTATIVE. The presence of EPG’ or its subcontractor's field personnel, either full-time or part-time, are for the purpose of providing the agreed to services. Client
agrees to inform all contractors at the site not hired by EPG that: (i) EPG’ services do not include supervision or direction of the work of the contractor(s), its employees or agents,
and (ii) the presence of EPG’ field representative will not relieve the contractor of its responsibilities for performing the work in accordance with the plans and specifications. It
is agreed that EPG is not responsible for job or site safety or security on the project, other than for EPG’ employees and subcontractors, furthermore EPG does not have the duty or right
to stop the work of non-EPG contractors. 7.) DISCOVERY OF UNANTICIPATED HAZARDOUS MATERIALS. Hazardous materials may exist where there is no reason to believe they could or should be
present. The client acknowledges that EPGs’s scope of services for this project does not include any services related to hazardous wastes. EPG and the Client agree that the discovery
of unanticipated hazardous materials constitutes a changed condition mandating a renegotiation of the scope of work or termination of services. EPG and the Client also agree that the
discovery of unanticipated hazardous materials may make it necessary for EPG to take immediate measures to protect human health and safety, and/or the environment. EPG agrees to notify
the Client as soon as practically possible should unanticipated hazardous materials or suspected hazardous materials be encountered. The Client encourages EPG to take any and all measures
that in EPG professional opinion are justified to preserve and protect the health and safety of EPG personnel and the public, and/or the environment, and the Client agrees to compensate
EPG for the additional cost of such work. 8.) CLIENT DISCLOSURE. Client agrees (on an ongoing basis) to advise EPG of any hazardous substance or any condition, known or that reasonably
should be known by Client, existing in, on, or near the site that presents a potential danger to human health, the environment, or EPG’ equipment EPG does not assume control of the site
or undertake responsibility for reporting to any federal, state or local public agencies any conditions at the site that may present a potential danger to public health, safety or the
environment or that may otherwise be required by applicable law, rule or regulation, all of which is the Client’s responsibili
ty.5 | Page 9.) DOCUMENTS EPG will furnish Client the agreed upon number of written reports, support documents, and electronic files. These instruments of service are for Client's exclusive
internal use and reliance, and that of Client’s counsel, qualified bidders (design services only) and for regulatory submittal, but not for advertising or other type of distribution,
and are subject to the following: A.) All documents generated by EPG under this Agreement shall remain the sole property of EPG until all outstanding EPG invoices are paid in full, at
which time ownership shall vest jointly with EPG and the Client, subject to the terms and provisions of this paragraph concerning re-use or third party reliance, all of which shall remain
in full force and effect, regardless of which Party owns the documents. Any unauthorized use or distribution of EPG’ work shall be at Client's and recipient's sole risk and without liability.
EPG may retain a confidential file copy of its work product and related documents. If If Client desires to release, or for EPG to provide, EPG’ report(s) to a third party not described
above for that party's reliance, EPG will agree to such release provided we receive written acceptance from such third party to be bound by acceptable terms and conditions similar to
this Agreement (e.g. Secondary Client Agreement). Reports provided for information only will not require separate agreement. Client acknowledges and agrees to inform the third party
recipient that EPG’ report(s) reflects conditions only at the time of the study and may not reflect conditions at a later time. Client further acknowledges that such request for release
creates a potential conflict of interest for EPG and by this request Client waives any such claim EPG complies with the request. B.) EPG may rely upon Client-provided documents (and
upon the completeness thereof) in performing the services required under this Agreement; however, EPG assumes no responsibility or liability for their accuracy. Upon Client's request,
EPG’ work product may be provided electronically or on magnetic media. In connection therewith, Client: (i) waives any risk of disclosure of confidential information via Internet/Web
transmissions and (ii) also agrees that the written copy retained by EPG in its files shall be the official base document. EPG disclaims all warranty that any electronic and/or magnetic
copy is accurate, but will correct any errors brought to EPG’ attention by Client. Any modifications of such electronic and/or magnetic copy by Client shall be at Client's risk and without
liability to EPG. Such electronic and/or magnetic copy is subject to all other conditions of this Agreement. 10.) OPINIONS OF COST. If requested EPG will use its professional efforts
to provide opinions or estimates of costs based on reasonably available data, EPG’ designs or EPG’ recommendations. However, such opinions are intended primarily to provide information
on the order of magnitude of such costs, not for use in firm budgeting or negotiation unless specifically agreed otherwise, in writing with EPG. Client agrees actual costs of such work
depend heavily on regional economics, local construction practices, material availability, site conditions, weather conditions, contractor skills, and many other factors beyond EPG’
control. 11.) GOVERNING LAW/HARMONY/FEES. This Agreement shall be governed by the laws of the State of Georgia. The provisions of this Agreement control over any form writings, such
as Purchase Orders. EPG’ Fee Schedule follows, and is hereby incorporated herein by reference thereto. The Parties agree that the fee schedule attached shall be automatically adjusted
to the most current fee schedule promulgated by EPG, effective the date of such promulgation. 12.) ADDITIONAL SERVICES. Additional services include increase or change in scope of project,
major revisions when such revisions are inconsistent with written approvals or instructions previously given, services after award of contract in evaluation of substitutions proposed
by the client, and other services that are not included under the scope of work; provided, however, that additional services shall not be classified as reimbursable expenses and will
be billed at EPG’s 2011 Billing Rates as shown below. EPG will only perform additional services when authorized in writing by the Owner. Position Rate Project Manager $115/hour Senior
Planner $85/hour GIS Analyst $75/hour