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LTC 139-2017 Garage Index Results for FY 2016-17 Quarter 1MIAMI3EACH OFFICE OF THE CITY MANAGER LTC # 139-2017 LETTER TO COMMISSION TO: Mayor Philip Levine and Members of t City Com sion FROM: Jimmy L. Morales, City Manager DATE: March 9, 2017 SUBJECT: Garage Index Results for FY 2016/17 Quarter 1 The purpose of this Letter to Commission is to communicate the results of the newly developed Garage Index from FY 2016/17 Quarter 1 (October 1, 2016 to December 31, 2016). Background The Miami Beach Garage Index is an objective measurement of performance ranging from 1.0 (Very Well Maintained) to 6.0 (Not Maintained) and includes assessments for cleanliness and interior/exterior appearance of the parking area, stairwells, and elevators. Criteria for each area are listed below: Cleanliness Parking Area / Stairwells/ Elevators • No trash on ground • No graffiti on walls • Odor Free • Garbage Cans well-maintained • No organic material (vomit/sand/cobwebs) Appearance Parking Area / Stairwells / Elevators • Signage well-maintained • Lighting Sufficient • No damage (leaks/rust/concrete spalling) and painted areas crisp • Pavement stain free • Ticket burster/payment station/exit verifier in good working condition or stairwell doors/railings or elevator doors/buttons Appearance / Cleanliness Exterior • Planters/grassy areas/sidewalk entrance well maintained • Graffiti free • No unpleasant odor • No trash • Signage clean and useable The results of the assessments are used to monitor the impacts of recently implemented initiatives to target areas for future improvements, and assure the quality of services. Quarterly sample sizes are set to ensure no greater than ± 5.0 percentage point sampling error given the 95% confidence level. Summary of the Garage Index Results FY 2016/17 Quarter 1 Overall, the City Garage index in FY 2016/17 Quarter 1 was a 2.30, with 62.4% of assessments scoring a 2.0 or better. Some scores are remaining stable and others have improved compared to the same quarter in the prior FY. Areas of Focus • Cleanliness — Overall garage cleanliness improved to 1.94, a 9.3% improvement from the same quarter in the prior FY. Additionally, the percentage of assessments scoring 2.0 or better improved by 15% when compared to the same quarter in the prior FY, with 75.2% of assessments meeting the target. Cleanliness improved to 1.94 compared to same quarter the prior FY, stairwell and elevator cleanliness continue improving at 1.84 and 1.82 respectively. Parking area cleanliness deteriorated to 2.16, or 3.3% when compared to the same quarter in the prior FY with 66.7% of assessments meeting the target. Trash on the ground appears to be the primary issue. Parking staff has received data and determined that lowest scoring times for both weekday and weekend garage assessments is from 8 pm — midnight. As such, staff has reviewed janitorial schedules and will be adding resources to address parking area cleanliness in entertainment district garages. • Appearance Interior — Overall garage interior appearance remained stable at 2.66 with 42.8% of assessments meeting the target. Parking area assessments yielded the lowest score at 2.93 and 23.8% of assessments meeting target due to pavement stains in the parking area; only 1.9% of assessments were stain free. This is a very challenging factor to address as traditional pressure cleaning techniques do not address the oil stains from cars, and the City may have to reevaluate whether the current standard is realistic. The City will be reviewing other non -City garages in the region to reevaluate this standard. Nonetheless, there are other factors which are performing poorly and need to be addressed. Stairwells and elevators scored low as well with 54.1% and 50.6% respectively meeting the target. Damage and painted areas not crisp was also low scoring with 52.5% of parking areas and 61.3% of stairwells meeting target. Staff has a project underway to restripe 17th street garage and then prioritize other garages for restriping. Further, even though between 76.7% and 70.5% of assessments met the target for cleanliness, only 32.5% met the target for "no trash on the ground" around the parking area. Upcoming projects will address stairwell painting and damage in 12th and 13th garages, as well as signage and lighting in the 16th street garage. Positive and Stable Areas • Exterior Appearance — Exterior appearance of the parking garages improved by 23% when compared to the same quarter in the prior FY at 1.81 with 82.6% meeting the target. This is a 55% improvement when compared to the same quarter in the prior FY. No garages had any graffiti on the exterior of the garage. United Services janitorial contractor has been more actively involved with trash removal in the plant beds and exterior greenspaces surrounding the garages. Overall Garage Index (Target=1.5) FY15/16 Overall City Garage Score Cleanliness Parking Area Stairwells Elevators Appearance Interior Parking Area Stairwells Elevators Appearance Exterior Q1 Q2 Q3 Q4 FY Average 2.36 2.34 2.33 2.23 2.31 2.14 2.05 1.97 1.76 1.97 2.09 2.03 2.01 1.88 2.00 2.19 2.09 1.99 1.70 1.98 2.13 2.03 1.91 1.70 1.94 2.59 2.62 2.69 2.69 2.65 2.5 2.66 2.80 2.9 2.72 2.7 2.68 2.58 2.56 2.63 2.58 2.53 2.69 2.62 2.60 2.36 2.06 2.03 1.75 2.04 Overall Garage Index (Target=l.5) FY16/17 Overall City Garage Score Cleanliness Parking Area Stairwells Elevators Appearance Interior Parking Area Stairwells Elevators Appearance Exterior Q1 Q2 Q3 Q4 %change in FY Average prior QV _ %change in prior FY Qtr. j %change from base year Qtr J ' 3% 2.3 ' -6% -3% -3% 1.94 75.2% ' 10% " -9% -9% 2.16 Parking Area Stairwells Elevators Appearance Interior 56.7% ' 15% 1" ' 3% 3% 1.84 4% 75.8% ' 8% -16% -16% 1.82 21% 83.1% ' 7% ' -15% -15% 2.66 20% 42.8% ' -1% ' 3% -15% 2.93 -10% Parking Area Stairwells Elevators Appearance Exterior 23.8% ' 1% ' 17% 17% 2.46 ' -53% -53% 54.1% ' -4% ' -9% -9% 2.58 ' 34% 34% 50.6% ' -2% ' 0% 0% _ 1.81 _ ' 0% 0% 82.6% ' 3% ' -23% -23% 7:;i111111.0-1.4999 1.5-1.999 2.0-6.0 Overall Garage Index 2.0 or better (Target 90%) FY15/16 Q1 Q2 Q3 Q4 FY Average Overall Cleanliness Parking Area Stairwells Elevators Appearance Interior Parking Area Stairwells Elevators Appearance Exterior 55.9% 57.9% 60.50% 66.3% 60.3% 65.4% 66.6% 69.80% 81.1% 71.0% 64.1% 67.4% 67.60% 75.5% 68.9% 62.6% 65.0% 69.30% 82.8% 70.2% 69.4% 67.4% 72.30% 84.9% 73.8% 47.4% 46.9% 48.20% 46.2% 47.1% 51.0% 44.3% 43.10% 35.9% 43.2% 40.5% 43.3% 52.70% 53.3% 47.5% 50.7% 53.2% 48.90% 49.4% 50.6% 53.2% 65.0% 69.30% 82.6% 68.0% FY16117 Overall Garage Index 2.0 or better (Target 90%)1 Q1 Q2 Q3 Q4 .. ,_ FY Average . , _. %change in Prior QV . %change in prior FY Qtr %change from base year Qtr Overall 62.4% ' -6% ' 12% 12% Cleanliness 75.2% ' -7% 15% 15% Parking Area Stairwells Elevators Appearance Interior 56.7% ' -12% ' 4% 4% 75.8% ' -8% ' 21% 21% 83.1% ' -2% ' 20% 20% 42.8% ' -7% ' -10% -10% Parking Area Stairwells Elevators Appearance Exterior 23.8% ' -34% ' -53% -53% 54.1% ' 2% ' 34% 34% 50.6% ' 2% ' 0% 0% 82.6% ' 0% ' 55% 55% 79.999 and below 80.0-89.999 90.0-100 FY15/16 Q2 01 02 03 Q4 FY Average Overall Cleanliness % change from prior FY Qtr % change from base year Qtr Overall Cleanliness Garage Location 1900 Bay Road (Sunset Harbour) 82.86% 85.64% - 91 - =- ' i.' ' 88.34% 5th Street and Alton Road 73.32% 76.32% 76% 79.44% 76.36% 7th Street and Collins Ave. 71.12% 67.3% 70.98% 77.9% 71.88% 12th Street and Drexel 68.56% 73.52% 75.52% 82.64% 75.62% 13th Street and Collins Ave. 76.02% 75.18% 74.84% 82.48% 77.26% 16th Street and Collins (Anchor Shops) 74.94% 73.74% 70.66% 76.08% 73.82% 17th Street and Pennsylvania Ave 89.98% 92.88% 93>6514 , _- AIIIIIMIIINIIIIIIIIIIIMII 17th Street and Meridian Court 76.58% 80.86% 76.34% 79.3% 78.38% 42nd Street and Sheridan Ave 78.82% 78.9% 84.56% 87.94% 82.72% 18th Street and Meridian Ave. (City Hall Garage) 87.54% 93.02% 94.74% 70.06% P 68.07% FY16/17 Q2 Q1 Q2 03 Q4 FY Average change from prior Qtr % change from prior FY Qtr % change from base year Qtr Overall Cleanliness Garage Location Garage Location 81.42% 81.26% 79.74% 75.E r 79.59% 5th Street and Alton Road 71 .38% 72.64% 1900 Bay Road (Sunset Harbour) 86% ` 71.05% 7th Street and Collins Ave. 65.56% 60.7% -7.0% 3.8% 3.8% 5th Street and Alton Road 76.24% 57.8% 60.78% 63.42% ' 59.45% -4.0% 4.0% 4.0% 7th Street and Collins Ave. 78.82% P 60.03% 16th Street and Collins (Anchor Shops) 60.34% 60% 1.2% 10.8% 10.8% 12th Street and Drexel 78.14% 80.5% 70.42% 1.78.01 % 17th Street and Meridian Court 62.48% -5.4% 14.0% 14.0% 13th Street and Collins Ave. 78.94% 64.74% 68.06% 70.06% P 68.07% 18th Street and Meridian Ave. (City Hall Garage) -4.3% 3.8% 3.8% 16th Street and Collins (Anchor Shops) _ % -8.9% -7.5% -7.5% 17th Street and Pennsylvania Ave 72.5% -3.3% 3.9% 3.9% 17th Street and Meridian Court ._ -2.6% 0.8% 0,8% Th ' -6.7% 4.1% 4.1% 18th Street and Meridian Ave. (City Hall Garage) 75.0% -3.2% 3.7% 3.7% MIIIIIPIIIIIIP- Q1 Q2 01 Q2 FY Average Q3 1111 Overall Appearance % change from prior FY Qtr % change from base year Qtr Overall Appearance Garage Location 1900 Bay Road (Sunset Harbour) 81.42% 81.26% 79.74% 75.E r 79.59% 5th Street and Alton Road 71 .38% 72.64% 70.52% 69.64% ` 71.05% 7th Street and Collins Ave. 65.56% 60.7% 58.52% 62.22% r 61.75% 12th Street and Drexel 55.78% 57.8% 60.78% 63.42% ' 59.45% 13th Street and Collins Ave. 64.74% 59.26% 56.52% 59.58% P 60.03% 16th Street and Collins (Anchor Shops) 60.34% 60% 53% 52.32% 56.42% 17th Street and Pennsylvania Ave 80.8% 80.32% 80.5% 70.42% 1.78.01 % 17th Street and Meridian Court 62.48% 67.28% 59.84% 62.36% P 62.99% 42nd Street and Sheridan Ave. 69.4% 64.74% 68.06% 70.06% P 68.07% 18th Street and Meridian Ave. (City Hall Garage) 78.26% 83.74% 76.86% 76.12% ' 78.75% FY16/17 01 Q2 03 Q4 FY Average % change from prior Qtr % change from prior FY Qtr % change from base year Qtr Overall Appearance Garage Location 1900 Bay Road (Sunset Harbour) 76.3% 0.4% -6.3% -6.3% 5th Street and Alton Road 71.4% 2.6% 0.1% 0.1% 7th Street and Collins Ave. 68.5% 10.0% 4.4% 4.4% 12th Street and Drexel 64.5% 1.7% 15.6% 15.6% 13th Street and Collins Ave. 59.8% 0.4% -7.6% -7.6% 16th Street and Collins (Anchor Shops) 51.3% -1.9% -14.9% -14.9°/u 17th Street and Pennsylvania Ave 72.5% 3.0% -10.2% -10.2% 17th Street and Meridian Court 65.2% 4.6% 4.4% 4.4% 42nd Street and Sheridan Ave. 62.1% -11.4% -10.5% -10.5% 18th Street and Meridian Ave. (City Hall Garage) 75.0% -1.4% -4.1% -4.1% Next Quarter Assessments City part-time staff is conducting assessments each quarter. Additionally, residents are always welcome to participate. If you or any member of your staff is interested in participating in the City's Garage Index Program, please contact Dr. Leslie Rosenfeld with Organization Development Performance Initiatives at extension 6923. If you have any further questions, please feel free to contact me. c: Kathie G. Brooks, Assistant City Manager Eric Carpenter, Assistant City Manager and Public Works Director Mark Taxis, Assistant City Manager John Rebar, Parks and Recreation Director Saul Francis, Parking Director Dr. Leslie Rosenfeld, Chief Learning and Development Officer Al Zamora, Sanitation Division Director Adrian Morales, Interim Property Management Division Director Rodney Knowles, Green Space Division Director KGB/