HomeMy WebLinkAboutAgenda Statement 1988/06/14 Item 6•
•
COUNCIL AGENDA STATEMENT
ITEM TITLE: Resolution~~~(~
with the Chamber of
general information
SUBMITTED BY: Deputy City Manager
REVIEWED BY: City Manager
Item b
Meeting Date 6/ 14/88
Approving an agreement
Commerce for providing
services.
Jr
(4/5ths Vote: Yes No X )
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, and staff has
negotiated a new three-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, with the annual amount in the second and third
years of the three-year agreement increasing by the
percentage increase of the Consumer Price Index, not to
exceed 6°s per year. 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
inquiries received and the Chamber's estimated cost for
• Page 2, item n
Meeting Date 6/14/88
providing the information services. The Chamber's reports
• for July 1987 through March 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
inquirie s (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
in early 1988 toward the purchase of a computer, printer,
Page 3, item 6
Meeting Date 6/14/88
• copier and postage machine, and purchases of this t
not need to be made every
ype will
e
y
ar. On balance
Chamber staff both agree that th
e cost data compiled to date
indicate that the $24
200
,
annual contract amount for FY
1987-88 and 1988-89 is reasonable compensati
informati
on for the
on services provided by the Chamber.
The contract also includes
an
Whenever the Chamber mails out informatio
r
ai
t
n
n response to
o
equest, an evaluation card is also included which wa
designed by Cit
t
y s
s
aff and which is pre-stamped with the
City's Public Information Divisio
n as the addressee.
Although only 36 cards have been sent i
r
n to date, the
esponses have been very positive, as described below:
1• Overall, how would you rate the information
service provided b
th
y
e Chamber of Commerce in
responding to your inquiry?
31 Excellent
4 Good
1 Fair
0 Poor
2• Did you receive an answer to your questions in a
timely manner?
•
36 Yes
0 No
3. Were you treated courteously by the Chamber of
Commerce staff?
33 Yes
0 No
The responses summarized above were sent in from persons
living all over the country. Staff has not received any
complaints about the information service bein
the Chamber, although it should be noted that mostlpeople
are probably not aware that the City is helping fund the
service.
FISCAL IMPACT: The $24,200 FY 1988-89 cost of the
contract is included in the City Manager's proposedpbudgeta
with 50% of the cost to be reimbursed by the Redevelopment
Agency.
JT:hr ~ " ~
CHAMBER.GIS ~~~~~,~
•
the City Council of
Chil~~Vist ,California
Dated
f