AgdaPkt 2006-04-03 - Laserfiche WebLink

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7B Page 2 Phase 111 is anticipated for mid May. It would be the same as Phase 11 , with the addition of the Middlefield Road Lot upon completion. The not to exceed amount for this phase will be $36,250 per month , pro-rated for the actual time spent in this phase. Phase Ill represents the standard operating conditions for Ampco and the City's standard costs. The standard operating conditions include maintenance seven days a week to ensure the highest level of cleanliness possible, one attendant on duty at all times (6:00AM until 3:00AM the next morning as stipulated in the Parking Facilities Agreement), and it includes an additional attendant during the peak hours. While the automated pay stations eliminate the need for a payment booth with an on duty cashier and thereby dramatically reduce staffing needs, staff will remain available on site to help with problems and to ensure correct and continuous operation of the system and equipment. Ampco has also offered to provide the City with "Customer Service Ambassadors" to help people operate the new equipment, find their way around the garage, and assist with parking validations. The contract is written to allow the City Manager to add these service if necessary, which would add $2,550 to $5,150 per month to the standard operating conditions cost and up to an additional $ 17 ,950 per month for an aggressive program during the very beginning of Century's operation to handle the large crowds of new visitors at those times. Staff is researching the development of a City sponsored ambassador program to help Downtown visitors operate the new on-street parking equipment and to direct visitors to major attractions, restrooms, and other public facilities. The City sponsored program would be volunteer based , operated at nominal cost to the City, and may provide an adequate solution to a temporary need for additional service. Staff recommends developing a City sponsored ambassador program rather than implementing Ampco's ambassador program at this time. Please note that this is not a "fixed-price" contract. The $435,000 annual cost is a "not to exceed" amount, and the actual cost to the City will be based on Ampco's costs for operating the facilities, which might be less. As well, please note that the contract recommended for approval allows for the City to adjust levels of service in order to manage costs . if the City Manager directs Ampco to increase service (additional staff, more frequent cleanings) or decrease service (staff reduction during periods of time when there is no fee) then the cost to the City will adjust accordingly. All of Ampco's costs, such as payroll, supplies, etc, will be thoroughly documented and submitted to the City for review. The City is only obligated to pay for the actual cost of providing the service that it chooses plus Ampco's management fees. It is also necessary to note that the not to exceed cost for the second year will be $573,800. This is due primarily to the additional cost of maintaining the payment equipment (in addition to cost of living increases and other like costs). The City does not have to pay for equipment maintenance during the first year of the contract because the equipment is under warrantee. These maintenance costs are not generated by Ampco but result from the City's previously existing contract with McGann Associates for the purchase of the actual equipment. Alternatives 1 . Reduce costs by reducing levels of service. This option is already built into the recommended contract. 2. Operate the parking facilities in-house. This option would likely cost more than the Ampco service due to the lack of City expertise in such operations and due to the City's lack of 1:REDEVELOPMENT/2006 STAFF REPORTS/Garage Operations Contact 2