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Home My WebLink AboutVI (B) Discussion/ Action re: Budget Transfer to Provide Funding for a Population Consultant for the Districting Commission AGLNDA 6-03-97 "CENTER OF GOOD LIVING -PRIDE OF WEST ORANGE" Rein VI B O\%coee / n. wI I vmLNucI unIL I COMMISSIONERS ►; a CITY OF OCOEE �TTANo�ks N v OCOTT A.GLASS rp yV OCOEE,FLORIDA LAKESHORE 47611-2258 JIM GLEASON 'f}�* v�� (409)65b2322 CITY MANAceR of G00o FLLIS SHAPIRO STAFF REPORT DATE: May 29, 1997 TO: The Honorable Mayor and City Commissioners FROM: Abra E. Home, Senior Planner DQ ' SUBJECT: Budget Transfer from the General Fund -Contingency Account to the City Clerk - Professional Services Account (Population Estimate for the Districting Commission) ISSUE: Should the Mayor and City Commission approve a $9,875.00 Budget Transfer from the General Fund - Contingency Account (001-512-10-3128) to the new City Clerk - Professional Services Account (001-512-10-3128)? BACKGROUND: At their April 29, 1997 meeting, the Ocoee Districting Commission discussed their need for a current estimate of population at the Census Block level and asked that Staff obtain a list of competent consultants and either report back to the Districting Commission or select a competent firm. In the interest of time, Staff has selected a firm that we feel is the most competent, knowledgeable, and able to respond to the request within the City's time constraints. DISCUSSION: Staff contacted various Florida colleges and universities with expertise in estimating population and determined that they cannot assist us within the necessary time frames. Staff also contacted more than 40 firms nationwide that showed an interest in performing this service for the City. A number of firms were contacted but did not respond due to either the City's time or budget constraints. Subsequently, Staff determined that a non-local firm probably could not complete the work within the necessary time frame because of the need to become familiar with Ocoee, Central Florida, and local data sources. Further, Staff has concerns about City funds being expended to provide for the travel costs and hotel accommodations of a non-local firm. Accordingly, Staff has determined that the only firm within the Orlando Metropolitan Area with substantial experience capable of performing the requested population estimate and returning the data to the City in acceptable digital formats is Real Estate Research Consultants. The Honorable Mayor and City Commissioners May 29, 1997 Page 2 It is important to note that the Districting Commission is subject to the time constraints established in the City Charter. The Charter indicates that they may not change the City Commission District Boundaries within four months of the next regular election (February 24, 1998). Accordingly, the Ocoee City Commission must adopt an Ordinance making any recommended District Boundary change by October 23, 1997. Staff has drafted a public hearing schedule and recommends that a consultant be retained as soon as possible to provide the City with the population estimates by July 1, 1997. This would give the Orange County Elections Office and the Ocoee Districting Commission a month to work with the population estimates and recommend the new District Boundaries by August 1, 1997. Using the proposed schedule, the Districting Commission could potentially meet up to three times and make an informal presentation to the City Commission prior to the projected first reading of a Redistricting Ordinance (September 16, 1997). Real Estate Research Consultants has said that they would like to meet with the Districting Commission as soon as possible to establish the parameters of the study and Staff has contacted the Chair to set up the next Districting Commission meeting. STAFF RECOMMENDATION: Staff respectfully recommends that the Mayor and City Commission approve the $9,875.00 Budget Transfer to provide funding for a population consultant for the Districting Commission. The transfer would reduce the current General Fund - Contingency Account balance from $83,060.00 to $73,185.00 and create a new City Clerk - Professional Services Account (001-512-10-3128) with a balance of$9,875.00. Attachments'. 5/20/97 Letter from Real Estate Research Consultants 5/27/97 Memorandum to Ellis Shapiro 5/28/97 Requisition for Population Consultant Q\CAPDFILE\STAFFR-1\CCSR-1\SRP97021 WPD ,May- 27 -97 12 : 17P REAL ESTATE RESEARCH 407-S39-6197 P.al jet i--1} a, Y` ICI REAL Y ESTATE ESEARCH t•• 27 19 1 CONSULTANTS AIM 4vtn,4 u..IGWt•.W.w. MOy 20. 1997 CITY CF OCHE ,.w«"'AI v n-Inr nmes.ra Ms. Abra Home City of Ocoee 150 Lakeshore Drive Ocoee. FL 34761 VIA FAX. 407-656-8504. NO HARD COPY TO FOLLOW. 3 PAGES TOTAL Dear Ms. Horne: This letter is to confirm this firms interest in preparing population estimates for use in the city's current (re(districting process. As we discussed. the firm has worked with a number of jurisdictions in Florida to prepare population estimates, including, most recently. Orlando, Lake County. Seminole County and Orange County. This information was prepared as part of a regional economic base study completed in 1994. At the present. RERC is finalizing long term population and employment projections along the proposed corridor of the western beltway and is being considered by the MPO to provide similar forecasts throughout the multi-county region to the year 2020. On June 20. 1997. 1 will be speaking at a workshop being planned by the ECRPC. The purpose of the session is to explore the differences between BEBR's population forecasts and the rate of growth actually experienced locally. While RERC's prior work has not teen used in a similar jre)districting effort, I can think of no firm in Orlando which hos had comparable experience in dealing directly with the growth and development issues facing local governments in this part of Florida. Based on my understanding, you will need a block by block analysis of population. comparing 1990 census counts with an estimate of the 1997 population. The data needs to be geo-based in some fashion so that you can manipulate it into district boundaries for upcoming elections. The analysis needs to be completed by mid-July. Our efforts contemplate the following procedures cr tasks. • Meet with the client group by June I. 1997 to initiate the process. Establish format for final documents. Receive all data files currently available from the planning department. • Confirm by June 1. 1997 what areas, if any, have been annexed since April. 990. • Acquire tax roll data by section. township and range for appropriate areas of the city. May-27 -07 12 : 17P REAL ESTATE RESEARCH 407 -839-6197 P.02 Ms. Home May 20. 1997 Page 2 • Evaluate permit data, as available from the city, and compare with tax roll data. • Evaluate occupancy status of housing units through utility hook-ups, CO's or their equivalent. • Estimate from fax roll data and permits the relative aistnbution of multi and single family structures. • Estimate household size from utility data and census counts. reconciling same. • Prepare report in format acceptable to client. Our fees for this effort are estimated at a lump sum of $9875. These fees will be issued on the basis of percentage of work completed as the analysis continues. The final invoice will be submitted with our draft documentation, Invoices are payable within 30 days from date of invoice. If not received within 30 days, a charge 1.5% of all amounts not paid will be added on to the amount outstanding. MISCELLANEOUS TERMS OF THE ENGAGEMENT The following paragraphs express conditions and limitations which our firm necessarily states with any engagement of this nature. Please coil us if you should have questions. Our services will not include legal and regulatory counseling although we may comment on matters associated with zoning, as well as. other state and local government regulations, permits and licenses. Further, no effort will be made to determine the possible effects on any specific projects as they may be influenced by present or future federal, state or local legislation, including any bond restrictions. changes in tax structure or tax law, environmental or ecological matters, or interpretations thereof. Our documentation will contain a statement to that effect. Any conclusions and/or any prospective financial information that may be included in our documentation will be based on estimates and assumptions from previous studies. information developed from supplemental research, knowledge of the industry and other sources, including certain information that you may provide. These sources of information and bases of significant estimates and assumptions will be stated in our documentation. Some assumptions inevitably will not materialize and unanticipated events and circumstances may occur. Therefore, actual results achieved will vary from any estimates. and the variations may be material. Our documentation will contain a statement to that effect. The terms of this engagement will ce such that we will have no obligation to revise the documentation to reflect events or conditions which occur subsequent to the dote of the documentation. Our documentation will contain a statement to that effect. H`JOls9nv7W9'.9pn`rr.ni L)ac May-21-97 12 : 17P REAL ESTAT`_ RESEARCH 407 -839 6197 P.03 Ms. Home May 20. 1997 Page 3 Our documentation will be intended solely for your information and internal planning and should be relied upon only for this purpose. We will so state in our documentation. Otherwise. neither our documentation nor its contents, nor any reference to our firm may be included or quoted in any offering circular or registration statement. loan or other agreement or document not previously specified in this document without our prior written permission. Permission will be gronted upon meeting Certain conditions. • if this proposal is acceptable. please sign both copies in the space provided and return one copy to us. This will serve as outhonzation to proceed. If you have any questions cr desire revisions to this proposal. please feel free to call. Please call with any comments or questions. We look forward to hearing from you. Sincere) et.; , I\.! Owen M. sch Executive Vice President OMB:dmo AUTHORIZATION TO PROCEED Name/Tltle Date r1'JnM1aVTO)p6m7010pl.1 Doc "CENTER OF GOOD LIVING-PRIDE OF WEST ORANGE" MAYOR• COMMISSIONER Ocoee S. SCOTT VANDERGRIET O� T � COMMISSIONERS a CITY OF OCOEE NDESCOTTA ON v V O 150 N.LAKESHORE DRIVE SCOTT A.GLASS OCOEE,FLORIDA 34761-2258 f IM CLEASON ��fA ��•1• (407)656-2322 ore MnNAcra Of G000 ELLIS SHAPIRO MEMORANDUM TO: Ellis Shapiro, City Manager �p FROM: Abra E. Home, Senior Planner M'ro`I" THROUGH: Russell B. Wagner, AICP, Director of Planning DATE: May 27, 1997 SUBJECT: Selecting a Consultant to Prepare a Current Estimate of Population This memorandum is written to follow-up a recent conversation regarding the selection of a consultant to prepare a current estimate of population for the Districting Commission to use in selecting the new City Commission District boundaries. Over the last two weeks, I have contacted the colleges and universities in Florida with expertise in preparing the type of population estimate that the City will need and determined that they cannot assist us within the necessary time frames. I subsequently contacted more than 40 firms nationwide that have an interest in performing this service for the City. A number of firms were not interested due to either the time constraints or our budget. Although you directed me to do a national search, a non- local firm would not be able to complete the work within the necessary time frame because of the need to become familiar with Ocoee, Central Florida, and local data sources. Further, I am concerned that City funds would be expended to provide for the travel costs and hotel accommodations of a non-local firm. Accordingly, I have determined that the only firm within the Orlando Metropolitan Area with substantial experience capable of performing the requested population estimate and returning the data to the City in acceptable digital formats is Real Estate Research Consultants. Real Estate Research Consultants would like to meet with the Districting Commission as soon as possible to establish the parameters of the study. Should any questions arise regarding the above, please do not hesitate to contact me at extension 131. AEH/csa Attachments. Requisition for RERC's Services cc Russ Wagner Jean Grafton E\CAPDFILEWEMORA-1\MFP971 12.W PD CITY OF OCOEE 6759 REQUISITION TO THE PURCHASING DEPT. • ADMINISTRATIVE SERVICES CHARGE ACCOUNT NUMBER PLEASE ORDER FOR DEPT. City Clerk SUGGESTED SUPPLIER Real Estate Research Consultnntc FINANCE SIGN OFF. TO BE USED AT LOCATION Districting Commission TO BE USED FOR PURPOSE Redistricting City mml Cn ssinn Di ctrirts DATE NEED BV._ JUSTIFICATION /MUSTSE COMPLETED) The Districting Commission has noted that two of the City Commission District=. have a significantly larger population than the other two districts . Staff has been asked to obtain a current population estimate at the block level. Due to time constraints and current workload, Staff recommends that a COMMENTS' consultant be hired for this task. OUANTITYIUNIT ITEM DESCRIPTION UNIT PRICE ESTIMATED COST 1 ! 1 Current Population Estimate at the Census Block level in digital format (one for oracle table software and one for excel database format.] II • PLEASE CHECK ONE LDATE cliq7 HP LOCATION SIGNED WILL PICK UP