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LTC 404-2017 Garage Index Results for FY 2016_17 Quarter 3MIAMIBEACH OFFICE OF THE CITY MANAGER LTC # 404-2017 LETTER TO COMMISSION TO: Mayor Philip Levine and Members of theC4ty Commission FROM: Jimmy L. Morales, City Manag DATE: August 7, 2017 SUBJECT: Garage Index Results for FY 2016/17 Quarter 3 The purpose of this Letter to Commission is to communicate the results of the newly developed Garage Index from FY 2016/17 Quarter 3 (Apriil 1, 2017 to June 30, 2017). 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/clobwebs) Appearance Parking Area / Stairwells / Elevators. • Signage well-maintained • Lighting Sufficient • No damage (leaks/rust/concrete sipalling) 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 3 Overall, the City Garage index in FY 2016/17 Quarter 3 was a 2.19, with 65.7% of assessments scoring a 2.0 or better. Majority of scores have improved when compared to the prior quarter, with overall and percent meeting target improving 6% and 10% respectively. Areas of Focus Appearance Interior — Overall garage interior appearance improved at 2.39 with 58.5% of assessments meeting the target. Both parking and stairwell areas improved in many garages, a 12.0% and 8.0% improvement respectively, with the percent meeting target in these areas improving by 16.9% and 13.5% as well. Parking area assessments yielded the lowest score at 2.46 and 51.5% of assessments meeting target due to pavement stains in the parking area; only 10.2% of assessments were stain free, although this is a significant improvement from the average of 2.2% the prior quarter. This continues to be 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. The City's Parking Department and Property Management Division are pursuing alternative coatings for garage decks. The goal is to have a more resilient surface coating that returns to its original luster with low maintenance. Cleanliness — Overall garage cleanliness improved to 1.98, a 5.0% improvement from the prior quarter., with 72.2% of assessments meeting the target. Cleanliness improved in the parking area by 14.0%, with decreased trash on the ground at 45.7%, a 15.4% improvement from prior quarter. As of June1, an additional staff member was added seven (7) days per week from 11 pm — 6am at the 7tH 12tH and 13th street garages to address cleanliness issues throughout the garages. Trash and organic material appear to be the primary issue on the weekend during late night hours. Exterior Appearance — Exterior appearance of the parking garages remained stable when compared to the same quarter in the prior FY at 2.09 with 67.7% meeting the target. This is a 3% decline when compared to the same quarter in the prior FY. Graffiti and trash on the exterior of the garage appear to be the issues, with trash around the exterior at all garages. United Services janitorial contractor has been more actively involved with trash removal in the plant beds and exterior greenspaces surrounding the garages. Planters/grassy areas improved by 11.3% when compared to the prior quarter. Overall Garage Index Tar et=1.5 FY15116 FY15116 Q1 Q2 Q3 Q4 FY Average Overall Cleanliness Appearance Interior Appearance Exterior Overall City Garage Score Cleanliness Appearance Interior Appearance Exterior Parking Area Stairwells Elevators Parking Area Stairwells Elevators Q1 60.50% 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 1 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 1 2.53 2.69 2.62 2.60 2.36 2.06 2.03 1.75 2.04 Overall Garage Index Tar et=1.5 50.6% 53.2% 65.0% 69.30% 82.6% 68.0% Overall Garage Index 2.0 or better (Target 90%) FY16117 FY16117 Overall City Garage Score Cleanliness Appearance Interior Appearance, Exterior - Parkinq Area Stairwells Elevators Parking Area Stairwells Elevators ' Q1 Q2 Q3 62.40% Q4 FY Average prior Qtr %changeini7i hange base year Qtr 2.30 2.33 2.19 -6% 6% 1.94 2.08 1.98 -5%1% 9°- 2.16 2.30 1.98 -14%1 % 1.84 2.06 2.06 0% 4% 1.82 1.90 1 1.9 0% 2.66 2.59 2.39 -8% r 1 % 1 -11 % 2.93 2.81 2.46 -12% -12% -12% 2.46 2.58 2.38 -8% -8% -8% 2.58 2.37 2.33 -2% -13% 1 -13% 1.81 2.09 2.09 0% 3% 3% -1.0-1.4999 1.5-1.999 2.0-6.0 Overall Garage Index 2.0 or better (Target 90%) FY15116 Q1 Q2 Q3 Q4 FY Average Overall Cleanliness Appearance Interior Appearance Exterior Parking Area Stairwells Elevators Parking Area Stairwells Elevators 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% Overall Garage Index 2.0 or better (Target 90%) FY16117 ' %change m % change %change Q1 02 03 Q4 FY Average prior Qtr in prior FY from base Qtr year Qtr Overall Cleanliness Appearance Interior Appearance Exterior Parking Area Stairwells Elevators Parking Area Stairwells Elevators 62.40% 59.80% 65.70%10°0 5% 9°- 75.20% 69.00% 72.20% 59/. 3% 3% 66.70% 59.90% 73.10% 22% 80/. 8% 75.80% 68.60% 67.30% -2% 73% -3% 83.10% 78.40% 76.20% -3% 5% 5% 42.80% 47.40% 58.50% 23% 21% 21% 23.80% 34.901,16 51.50% 48% 199/6 19% 54.10% 48.70% 62.10% 28% 18% 18% 50.60% 58.50% 61.90% 67/-b 27 % 27% 82.60% 69.20% 67.70% -2% -72---/6- -2% 79.999 and below 80.0-89.999 - 90.0-100 FY 1 5/16 FY16117 01 02 03 Q4 FY Average Overall Cleanliness Garage Location Garage Location 1900 Bay Road Sunset Harbour 5th Street and Alton Road 82-86% 73.32% 85.64 / 76,32% 76% 79-44% 88.34% 76-36% 7th Street and Collins Ave- 71.121/6 67.3% 1 70.980% 77.90% 71-88% 12th Street and Drexel 68.56 / 73.520/6 75.520/6 82-64% 75-62% 13th Street and Collins Ave. 76.021/6 75.18% 74.84 / 82-48% 77.26% 16th Street and Collins Anchor Shops) 74.94% 73.741/6 70-66% 76.08/ 73.821/6 17th Street and Pennsylvania Ave 89.98 72.28% 82.22% 13.8% 9.9% 17th Street and Meridian Court 76.58% 80-86% 76.34% 79.3/ 78-38% 42nd Street and Sheridan Ave78.82% 1.0% 78.90/6 84.56% 87.940/6 82-72% 18th Street and Meridian Ave. (City Hall Garage) 87.54'? -9.4 17th Street and Meridian Court 77.22% 73.20% FY15/16 FY16117 01 Q1 Q2 Q3 Q4 FY Average % change from % change from % change from prior Qtr prior FY Qtr base year Qtr Overall Cleanliness Garage Location Garage Location 1900 Bay Road Sunset Harbour 81.42% 1900 Bay Road Sunset Harbour 86.00% 85.96% 88.18% 2.6% -3.9% -3.9% 5th Street and Alton Road 76.24% 75.60% 76.02% 0.6% 0.0% 0.0% 7th Street and Collins Ave. 78.82% 75.20% 1 76.60% 1.9% 7.9% 7.9% 12th Street and Drexel 78.14% 78.20% 79.14% 1.2% 4.8% 4.8% 13th Street and Collins Ave. 78.94% 72.28% 82.22% 13.8% 9.9% 9.9% 16th Street and Collins(Anchor Shops) 69.30% 70.42% 71.34% 1.3% 1.0% 1.0% 17th Street and Pennsylvania Ave 59.84% 88.44% 84.68% -4.3% -9.4% -9.4 17th Street and Meridian Court 77.22% 73.20% 74.12% 1.3% -2.9% -2.9 42nd Street and Sheridan Avenue 82.08% 79.72% 80.20% 0.6% -5.2% -5.2 18th Street and Meridian Ave. (City Hall Gara a 75.04% 85.90 % 79.36% 8.7 % -1.5% 1.5 FY15/16 FY16117 01 Q2 03 Q4 FY Average Overall Appearance Garage Location Gara a Location 1900 Bay Road Sunset Harbour 81.42% 81.261/. 79.74% 75.92% 79.59% 5th Street and Alton Road 71.38% 72.64% 70.521/6 69.640/6 71.051% 7th Street and Collins Ave. 65-560% 60.7% 58.521% 62.22% 61-75% 12th Street and Drexel 55.781/o 57.81/o 60.78% 63.42% 59.45% 13th Street and Collins Ave. 64.74% 59.26% 56.52% 59-58% 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% 78.01% 17th Street and Meridian Court 62.48 % 67.28% 59.84% 62.36% 62.99% 42nd Street and Sheridan Ave. 69.4 % 64.74% 68.06% 70.06% 68.07% 18th Street and Meridian Ave. Ci Hall Gara e 78.26% 83.74% 76.86% 76.12% 78.75% FY16117 Q1 Q2 Q3 Q4 FY Average % change from % change from % change from prior Qtr prior FY Qtr base year Qtr Overall Appearance Gara a Location 1900 Bay Road Sunset Harbour 76.26% 77.44% 79.56% 2.7% -0.2% -0.2% 5th Street and Alton Road 7144% 77.34/0 75.88% -1.9% 7.6% 7.6% 7th Street and Collins Ave. 68.46% 68-78% 70.24% 2.1% 20.0% 20.0% 12th Street and Drexel 64.50% 64.48% 69.74% 8.2% 14.7% 14.7% 13th Street and Collins Ave. 59.82% 61.38% 63.44% 3.4% 12.2% 12.2% 16th Street and Collins Anchor Shops) 51.34% 55.40% 67.68% 22.2% 27.7% 27.7% 17th Street and Pennsylvania Ave 72.54%3.7% 3.7% -3.1 % -3.1% 17th Street and Meridian Court 65.20% 67.26% 71.06% 5.6% 18.8% 18.8% 42nd Street and Sheridan Ave. 62.08% 61.28° 0 167.80 % 10.6 % -0.4% -0.4/0 18th Street and Meridian Ave. (City Hall Garage) 75.04% 75.14% 1 79.36% 5.6% 3.3% 3.3% 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 Frances, Parking Director Dr. Leslie Rosenfeld, Chief Learning and Development Officer Al Zamora, Sanitation Division Director Adrian Morales, Property Management Division Director Rodney Knowles, Green Space Division Director