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HomeMy WebLinkAbout27-85 RESOLUTION• • RESOLUTION NO. 27-85 SCANNED A RESOLU'T'ION AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A CONTRACT WITH THE BUREAU OF THE CENSUS FOR A SPECIAL CENSUS TO BE CONDUCTED DURING 1985. BE IT RESOLVED BY THE BOARD OF MEOWS OF THE CITY OF FAYETTEVILLE, ARKANSAS: That the Mayor and City Clerk are hereby authorized and directed to execute a contract with the Bureau of the Census for a special census to be conducted in the City of Fayetteville during 1985. A copy of the contract authorized for execution hereby is attached hereto marked Exhibit "A" and made a part hereof. PASSED AND APPROVED this 19th day of March ,1985. ce Z� • \. 4- 7 rill ...; g • f 9 i': P. �': tkkICISEi ,: fir: By: APPROVED By:�� Mayor CONTRACT NO Fayetteville, Arkansas 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,lhereinafter referred to as the Government) and the city of Fayetteville. Washington County, Arkansas • thereinafter referred to as the Contractor). This agreement shall be effective as of the date of signing by the Contractor. The Contractor has requested that a special population census be taken under the authority of title 13, United States Code. section 196. The agreement of the parties is as follows: A. (1) The Government shall designate one or more experienced employees to direct the taking of the census. 12) The Government employee shall oversee all features of the enumeration including the training of enumerators, crew leaders, and others locally employed by the Contractor to take the special population census. The Government employee shall not be interfered with in any way by the Contractor or by any representative of the Contractor. (3) The fees outlined in 8.16) below shall include (a) administrative and technical work performed by headquarters and regional personnel; (b) enumeration schedules and related materials; lc) map preparation; Id) tabulation expenses; and (el other incidental expenses incurred by the Government in completing the special population census. B. 11) The Contractor shall have available sufficient applicants for enumerators. crew leaders, and other positions as may be needed to complete the special population census who shall be selected for employment and separation under standards established by the Government, and who shall take an oath or affirmation as required to protect the confidentiality of the information collected by them. The Contractor shall comply with all federal, state, and local laws. orders, rules and regulations and shall complete and file any and all required reports including, but not limited to, those pertaining to Equal Employment Opportunity applicable to these employees. la) In the event that sufficient suitable applicants are not 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 costs estimated in B.(4). (2) The Contractor shall supply, free of charge, proper office quarters equipped with telephone(sl, office furniture, adding machinels), and typewriter(s) as determined necessary and proper by the Government. 14 (31 The Contractor shall pay directly to the enumerators, crew leaders, and others hired locally to conduct the actual enumeration at rates of pay fixed by the Government. The compensation of such enumerators, crew leaders, and others shall be paid to them by the Contractor upon approval by the Government employee. The Contractor shall withhold from the compensation paid to the enumerators, crew leaders, and other locally employed such amounts as may be necessary for Social Security, federal, state, and local income tax, or other sums required to be withn+ Id�iederal, state, or local laws from employee's compensation. The amount necessary to cover these expenses is estimated to be S 3/ The Contractor agrees that these funds will be available for disbursement upon approval of the Government employee. (4) The Contractor shall also reimburse the Government for the actual cost of the 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. This part of the cost will be charggd,on�OActual cost basis with billing being made as soon as possible after completion of the field operations. This amount is estimated to be S 1 II (5) The Contractor shall pay, in advance, the fee applicable to the estimated size of the place in accord with the fee schedule. In the event that the completed census places the Contractor in a higher or lower classification than estimated, an adjustment in the fee portion shall be made, either by a refund by the Government or by an additional payment by the Contractor. If the Contractor's actual population is greater than 50,000, the advance will be adjusted to the actual costs and billing or refund made as appropriate. (6) The Government and the Contractor agree that based on an estimate of the population of 40,000 the fee for items outlined in A.13) is S 11,400 A payment of that amount will be furnished to the Government before any work on the census is performed. This payment is for Government costs only and excludes costs as set forth in B.(3) and B.(4) above. (71 Payment to the Government, in full, for the services provided in B.(41 and 6.151 above 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. The individual information collected by the enumerators on the special population census questionnaires shall be regarded as strictly confidential pursuant to the provisions of title 13, United States Code, and the questionnaires shall be 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 Govern- ment and under the law may be made available to, and examined by, Government officials and enumerators only. D. 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 suf- fered 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 Government will also make the count available to the public in the Federal Register and in Bureau of the Census publications. 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 suf- ficient 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. E. This agreement may be cancelled by the Contractor before the enumeration begins. Once the enumeration has commenced. it will be carried to com- pletion. 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 been completed, the tabulation of the statistical results will be carried to completion. F. Any misunderstandings or disputes concerning any matters, expenses, and methods of taking the special population census, or any question of fact arising under this contract, shall be decided by the Government in accordance with the Contract Disputes Act of 1978 (41 U.S.C. 601-613). G. No member of or delegate to Congress or Resident Commissioner shall be admitted to any share or part of this contract or to any benefit that may arise therefrom; but this provision shall not be construed to extend to this contract if made with a corporation for its general benefit. FOR NTRACTO BY: / ,s,t6 TITLE: MAYOR DATE: March 19, 1985 FORM SC -3B 15-182) FOR THE GOVERNMENT BY: TITLE: Associate Director Bureau of the Census DATE: 4 ,%ir.r fJ �hnf� v : J Mr. David McWethy Assistant City Manager of Fayetteville P.O. Drawer F Fayetteville, Arkansas 72702 ic,C7sst \ Ti UNITED STATES DEPARTMENT OF COMMERCE Bureau of the Census Washington, O.C. 20233 OFFICE OF THE DIRECTOR RECEIVED MAR 1 1 1985 CITY OF FAYETTEViLLE Dear Mr. McWethy: This will acknowledge receipt of your check in the amount of $35 for a cost estimate for a special census of Fayetteville. The total estimated cost of a special census of Fayetteville based on your population estimate of 40,000 is $53,705. Of this amount, the city must make direct payment to the Census Bureau in the amount of $11,400 before the census begins. The city will hold anamount of $30,725 in reserve to be paid to local persons who work on the census. The remainder of $11,580 covers the estimated actual cost of the supervisor's salary, travel, related expenses, and applicable overheads. The Census Bureau will bill the city for these costs on completion of field operations. We are enclosing two copies of the formal agreement for the census. Please read the contract carefully so you are aware of the responsibilities of all parties involved and give particular attention to Sections B and D. Census cost could be increased greatly if the supervisor has to spend even a few days recruiting persons to work on the census. 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 $11,400 payable to Commerce -Census and return both signed copies of the agreement. Enumerators will use maps showing the current boundaries of Fayetteville in the special census. Approximately 4 weeks after receipt of your initial pay- ment you will receive copies of the 1980 census maps and specific instructions for updating these maps. In the meantime, you may wish to gather information concerning new streets, annexations, and so forth, so you will be prepared to begin work when the maps arrive. If there have been any annexations to the city since January 1, 1981, please send a copy of the ordinance that authorizes each annexation and a plat with the check. • • Mr. David McWethy The preparatory work before the census date will require 90 to 120 days after receipt by us of the updated maps. Final results will be available approxi- mately 16 weeks after completion of the census. Please note that the Census Bureau will provide the count to any Federal, state, or local official, or other individual upon receipt of a request in writing from the office or individual. The Census Bureau also will make the count available to the public in Census Bureau publications. If you have questions or require further information, please call the Special Census Branch on 301-763-7854. Sinc//er��ely, A) (44-0 AMilderi WILLIAM P. BUTZ Associate Director Bureau of the Census Enclosures 2