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RESOLUTION # j..5"""
(Series of 2007)
A RESOLUTION APPROVING ADDENDUM #1 TO THE CONTRACT FOR
SERVICES BETWEEN THE CITY OF ASPEN, COLORADO, AND THE
ASPEN CHAMBER RESORT ASSOCIATION, AMENDING THE HOURS OF
OPERATION FOR PROVISION OF GUEST, AND PROVIDING FOR SNOW
REMOVAL SERVICES BY THE CITY OF ASPEN. AND AUTHORIZING THE
CITY MANAGER TO EXECUTE SAID CONTRACT ADDENDUM
WHEREAS, there has been submitted to the City Council a contract
addendum between the City of Aspen, Colorado, and Aspen Chamber Resort
Association (ACRA) a copy of which contract is annexed hereto and made a part
thereof, and
WHEREAS, as provided in the services contract dated November 28, 2005,
ACRA, during 2006, evaluated its service demand at its three customer service
locations and recommends standard customer service hours of operation for the
Guest Services Pavilion located at the comer of Galena and Cooper Streets, and
WHEREAS, ACRA has requested and the City of Aspen wishes to provide
snow removal services as defined in Addendum # 1 to the ACRA Guest Services
Pavilion located at the comer of Galena and Cooper Streets,
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF ASPEN, COLORADO:
Section 1
That the City Council of the City of Aspen hereby approves that contract
addendum #1 between the City of Aspen, Colorado, and the Aspen Chamber
Resort Association regarding provision of guest services, a copy of which is
annexed hereto and incorporated herein, and does hereby authorize the City
Manager ofthe City of Aspen to execute said contract on behalf ofthe City of
Aspen.
Dated:~.Aft ..L;~ 8 dcu1-
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I, Kathryn S. Koch, duly appointed and acting City Clerk do certify that the
foregoing is a true and accurate copy of that resolution adopted by the City
Council ofthe City of Aspen, Colorado, at a meeting held ~ 2J, ZOD~
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ADDENDUM #1
TO
CITY OF ASPEN AND ASPEN CHAMBER RESORT ASSOCIATION SERVICES
AGREEMENT Dated November 28, 2005
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I. Information. Communication, and Soecial Events
B. The Centers will be staffed and hours of operation shall be:
Rio Grande: 8:30 am to 5:00pm, Monday through Friday
Wheeler: I 0:00am to 6:00pm, 365 days a year with the exception of City
of Aspen designated closure dates.
Guest Services Pavilion:
October 151 through April15lh:
April 16th through June 151:
June 2nd through September 30th:
10:00am to 5:00pm
II :OOam to 4:00pm
lOam to 6:00pm
All open times are weather permitting
VII. Responsibilitv for the Facilities:
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E. Snow removal: The City of Aspen Parks department shall provide snow
removal services on ground surfaces around the Guest Services Pavilion as
part of its normal Cooper Street mall maintenance work program. Such
services shall be in accordance with its normally planned and scheduled
work program, shall be at no additional cost, and shall not be unreasonably
withheld.
CITY OF ASPEN, a Colorado municipal
corporation
ASPEN CHAMBER RESORT
ASSOCIATION, a Colorado not-for-profit
corporation
Bya~
By:
Wl1?ll t:
President
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Attest:
By:
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~ASPEN
CHAMBER
RESORT ASSOCIATION
MEMORANDUM
To:
City Council
Thru:
Paul Menter, finance director, City of Aspen
From:
Debbie Braun, president, ACRA
Date:
February 25, 2007
Re:
Contractual update and request for amendment to the
Economic Development service agreement
Summary:
January 2006 the City and the ACRA entered into a 3-year contract for service
agreement, specifically for visitor services and special events. Now, at the end of the
first year, we were to provide the City the set hours of operation at each of our locations.
Heading I, section B of the service agreements states the information centers will be
staffed and hours of operation shall be:
Rio Grande: 8:30 a.m. - 5 p.m., Monday thru Friday.
Wheeler Opera House: 10 a.m. to 6 p.m., year-round with the exception of City of
Aspen designated closure dates.
Guest Service Pavilion: Per the agreement, the ACRA must operate the Pavilion
between 6-8 hours a day, 365 days a year, weather and maintenance permittino. The
ACRA is proposing the following defined schedule for 2007:
Hours of operation:
10 a.m. to 5 p.m. now until April 15, 2007. Right now we are troubleshooting
maintenance issues and learning to make the most from the space.
11 a.m. - 4 p.m. April 16 - June 1, 2007. During this time frame, visitor traffic slows
down considerably and most visits are during the proposed open times. While the
contract states we should be open at least 6 hours per day, we are requesting, based on
historical traffic flow, opening only 5 hours.
10 a.m. - 6 p.m. June 2 - Sept. 30, 2007. This is our busiest time and will extend the
hours as demand and special events require.
We would like to request, if possible that the City's Parks department be responsible for
snow removal on and around the structure since they currently maintain the mall. Our
staff is not properly trained or equipped to perform that function.
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ADDITIONAL FUNDING REQUEST FOR NEW SCOPE OF WORK
The ACRA is requesting a financial contractual amendment to the existing contract for
an additional $10,000 per year based on expanding service for the community.
The last year, the ACRA and Town of Snowmass Village, along with many business
partners, embarked on a community-wide guest service initiative called Faces of
Aspen/Snowmass. This long-term commitment provides guest service resources to our
business community.
In the first year, we've been able to conduct research with our local businesses, spoke
with over 1000 visitors and hired a mystery shopping company to benchmark the current
state of service in our community.
We also provide resources like our "How to Aspen/Snowmass" booklet, our one-day
guest service training programs, and on-line program support; we partner with other
organizations like the Aspen Historical Society in support of Aspen 1 01.
We coordinate a Rewards and Recognition program which any employee from the
Aspen/Snowmass area can be recognized for providing outstanding service. Local
businesses are big supporters by providing gifts and prizes throughout the winter and
summer seasons.
And finally, renewed focus on service recovery. The ACRA provides an outlet for
consumers to supply feedback on their experience - good or bad, and we'll work to help
solve any issues that might have occurred during their stay in our area.
This multi-tiered approach to guest service needs many partners to be truly sustainable.
We have big plans for the next couple years and we know this effort could be enhanced
by the City of Aspen's participation. Please see the attachment of guest service
materials.
Thank you for your consideration.
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