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HomeMy WebLinkAboutAgenda Statement 1988/06/21 Item 6COUNCIL AGENDA STATEMENT • Item 6 Meeting Date 6/21/88 ITEM TITLE: ResolutionJ~G ~3 Approving an agreement with the Chamber of Commerce for providing general information services. SUBMITTED BY: Deputy City Manager~~ REVIEWED BY: City ManagerJCj (4/5ths Vote: Yes No At its September 8, 1987 meeting, the City Council approved an agreement with the Chamber of Commerce for providing general information services during FY 1987-88. That one- year contract expires June 30, 1988. At its meeting of June 14, 1988, the Council directed that staff negotiate a one- year agreement with the Chamber commencing July 1, 1988 for these general information services. RECOMMENDATION: That Council adopt the resolution approving the agreement with the Chamber of Commerce. BOARDS/COMMISSIONS RECOMMENDATION: Not applicable • DISCUSSION The FY 1987-88 contract was for $24,200 for services that are described further below. The first year cost (FY 1988- 89) of the proposed new agreement is for the same amount, $24,200. The contract provides for two one-year options with the annual amount in the second and third years increasing by the percentage increase of the Consumer Price Index, not to exceed 6$ per year. Renewal of the contract will be the subject of an annual staff report prior to approval of the budget. The proposed contract also includes a 30-day termination clause that may be exercised at any time and for any reason. The other provisions of the proposed contract are the same as those in the FY 1987-88 contract previously approved by the Council. The $24,200 FY 1988-89 cost of the proposed agreement is included in the City Manager's recommended budget, with 50$ of the cost to be reimbursed by the Redevelopment Agency because of the benefit of this service to the City's economic development effort. As detailed in Section 4 (Scope of Services) of the contract, the Chamber is required to provide trained, courteous staff to respond accurately to all reasonable walk-in, phone, and mail requests for information from • individuals, groups, or businesses. The Chamber is also required to provide quarterly reports on the volume of i ~ _ -~ Page•2, item 6 Meeting Date 6/21/88 inquiries received and t • providing the information for July 1987 through Marc he Chamber's estimated cost for services. The Chamber's reports h 1988 are attached. Based on the nine months of data provided to date, the Chamber has responded to an average of 1,070 inquiries per month, including an average of 141 per month for which the Chamber mailed out information to the requester. Although the type of inquiry as well as the volume varies from month to month, the nine months' data indicates the following average number of inquiries per month, by type of request: 1. New Resident 39 2. Tourist/Visitor 72 3. Special Events 219 4. Government Services 27 5. Mexico 20 6. Business/Service Referrals 412 7. General Civic Information 105 8. Mass Transit 46 9. Others 130 Total Inquiries 1,070 per month In terms of Chamber staff time spent directly responding to inquiries (not including Chamber staff time spent compiling • general information to be provided to requesters), the nine months of data reported for July 1987 through March 1988 indicates the Chamber staff spent an average of 212 hours per month (about 49 hours per week or 12 minutes per inquiry on the average) responding to the inquiries. At an average hourly cost of $5.83, this amounts to an average of $1,236 per month for Chamber staff time. The total Chamber direct average costs per month for providing the information services are detailed below: Staff Time Cost $1,236 Supplies 54 Postage 140 Printing 165 Equipment 369 Total Average Cost $1,964 per month On an annual basis, the above average monthly direct cost for the first 9 months of FY 1987-88 would amount to $23,568, or $632 less than the $24,200 annual contract amounts for FY 1987-88 and 1988-89. It should be noted, however, that the costs described above do not include Chamber staff time required to compile the general information to be provided to requesters nor do they include • general overhead costs for supervision, office space, etc. On the other hand, the average $369 per month shown above for Equipment is based on a one-time expenditure of $3,325 ,, /.~:= ~.~