SR-012709-1i~~
City of CIt)/ COUIICII Report
Santa M1lonica
City Council Meeting: January 27, 2009
Agenda Item: 1 ° ~-
To: Mayor and City Council
From: Andy Agle, Director of Housing and Economic Development
Subject: Santa Monica Pier Carousel Operation and Maintenance Management
Agreement
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute atwo-year management services agreement with three one-year options for
renewal based on performance with Roth Management for operation and routine
maintenance of the Santa Monica Pier Carousel.
Executive Summary
Roth Management has operated the carousel since September 2001. The most recent
carousel management agreement expired in June 2008 and continues under a six
month extension currently in effect. Staff has conducted the Request fior Proposal
process and requests Council authorization to enter into atwo-year management
agreement with three one-year renewal options with Roth Management. The cost for the
first year of the agreement for the management fee and reimbursement to the contractor
of staff salaries and related expenses is estima#ed to be $205,624 Funds-for this fiscal
year are available in the adopted budget.
Background
In July 2008, staff issued a Request for Proposals (RFP). seeking proposals from
qualified entities to operate and maintain the carouses and advertised the RFP on the
City's web site. Roth Management was the only respondent to the RFP, which called for
specialized. services from the contractor. During the term of its prior agreements, Roth
Management has provided excellent service to the City. It routinely maintains, operates
and manages the carousel in a professional manner. The proposed management fee
covers responsibilities that include managing day to day operations, employee
operation training, complying with California Permanent Amusement -Ride Safety
Program codes and inspections, recording and depositing revenue, payroll
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management, paint restoration, repairs, weekly maintenance, and carving and replacing
missing pieces
The proposed contract term is for atwo-year period with three one-year extensions that
would begin upon execution of the contract by the City Manager, The total estimated
cost for the first year of operation is $205,624. This cost includes payment by the City of
a management fee and reimbursement to the contractor of the actual salaries and
related expenses. The annual management fee will be $93,300 per year for the first two
years and will be adjusted by CPI during the subsequent one year extensions. This
management fee is a 5% increase over the management fee last established in 2006.
The City will also reimburse Roth Management their. actual costs for staff salaries and
related expenses estimated to be approximately $112,324 per year. The reimbursement
for salaries is based on the current operating hours (Attachment A -Carousel Hours of
Operation) and subject to adjustments consistent with the City's Living Wage
Ordinance. The agreement will provide for aten-day termination clause and its
continuation is subject to adequate budget appropriations.
Commission Action
A recommendation to enter into a Management Agreement with Roth Management was
approved by the Pier Restoration Corporation Board of Directors at its October 1, 2008
meeting.
Financial Impacts & Budget Actions
Funds are available in the budget for fiscal year 2008-09 in Account 30626.577240.
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Prepared by:
Elana Buegoff, Sr. Administrative Analyst
Donna Rickman, Sr. Administrative Analyst
Forwarded to Council:
Andy Agle, Director ~ " P. L,,~m~'nt Ewell
Housing and Economic Development Cit anager
Attachments:
Attachment A: Carousel Hours of Operation
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Attachment A.
Santa Monica Pier Carousel Hours of Operation`
JULY Monday-Thursday 11 AM - 7PM
Friday -Saturday 1 1 AM - 9PM
Sunday 1 1 AM - 7PM
4~h of July 1] AM - 9PM
Closed Tuesda
AUGUST Monday-Thursday 1 1 AM - 7PM
Friday -Saturday T 1 AM - 9PM
Sunday 11 AM to 7PM
Closed Tuesda
SEPTEMBER Monday-Thursday 1 1 AM -SPM
Friday -Sunday 1 1 AM - 7PM
Closed Tuesda and Wednesda
OCTOBER Monday-Thursday 1 1 AM -SPM
Friday -Sunday and Labor Day 1 1 AM - 7PM
Closed Tuesda and Wednesda
NOVEMBER Monday-Thursday 11 AM -SPM
Friday -Sunday 1 1 AM - 7PM
Thanksgiving Day Tl AM - 7PM
Closed Tuesday and Wednesday
(Carousel o en Wednesda before Thanks ivin
DECEMBER Monday-Thursday 11 AM -SPM
Friday -Sunday 1 1 AM - 7PM
. Christmas Day 1 1 AM - 7PM
Closed Tuesday and Wednesday
Carousel o en on Wednesda followin Christmas
JANUARY Monday-Thursday 1 1 AM -SPM
Friday -Sunday 1 1 AM - 7PM
New Years Day 1 1 AM - 9PM
Closed Tuesday and Wednesday
FEBRUARY Monday-Thursday 11AM-SPM
Friday -Sunday 1 1 AM - 7PM
Closed Tuesda and Wednesda
MARCH Monday-Thursday 1 1 AM - 5PM
Friday -Sunday 1 1 AM - 7PM
Closed Tuesday and Wednesday first and second week
Closed Tuesda third and fourth week
APRIL Monday-Thursday 11 AM - 7PM
Friday -Sunday 1 1 AM - 7PM
Closed Tuesda
MAY Monday-Thursday 1 1 AM -SPM
Friday -Sunday 1 1 AM - 7PM
Memorial Day 1 1 AM - 7PM
Closed Tuesday
Carousel o en on Tuesda followin Memorial Da
JUNE First and Second week: Monday-Thursday 1 1 AM -SPM
Friday -Sunday 1 1 AM - 7PM
Third and Fourth week: Monday- Thursday 1 1 AM - 7PM
Friday -Sunday 1 1 AM - 7PM
Closed Tuesda
Operating Hours SubjecT To Change
Reference Contract No.
9023 (CCS).