AGENDA REPORT
Meeting Date: April 12, 2022
Item Number:
To: Honorable Mayor & City Council
From: Rachel Evans, Human Services Administrator
Joana Torres, Management Analyst
Subject: AUTHORIZE THE CITY MANAGER TO EXECUTE AMENDMENT NO. 3 TO AN AGREEMENT BETWEEN THE CITY OF BEVERLY HILLS
AND MYDATT, INC., DBA BLOCK BY BLOCK FOR SAFETY AND
HOSPITALITY AMBASSADOR SERVICES IN THE NOT-TO-EXCEED
AMOUNT OF $1,487,898.42 FOR FISCAL YEAR 2021-22 AND
$1,600,00.00 FOR FISCAL YEAR 2022-23 FOR A TOTAL NOT-TOEXCEED AMOUNT OF $4,175,796.84; AND
APPROVAL TO ISSUE A CHANGE PURCHASE ORDER FOR FISCAL
YEAR 2021-22 IN THE AMOUNT OF $400,000.00 FOR A NOT-TOEXCEED AMOUNT OF $1,487,898.42 FOR THE SERVICES DESCRIBED; AND
AUTHORIZE THE CITY MANAGER TO APPROVE FISCAL YEAR
2022-23 PURCHASE ORDER FOR A TOTAL NOT-TO-EXCEED
$1,600,000.00; AND
AN APPROPRIATION OF $150,000.00 FROM THE GENERAL FUND
FOR FISCAL YEAR 2021-22 TO SUPPORT ENHANCED
AMBASSADOR SERVICES INCLUDING BEVERLY HILLS UNIFIED
SCHOOL DISTRICT SAFETY MEASURES; AND
ADVANCED APPROVAL OF AN APPROPRIATION OF $512,101.58
FROM THE GENERAL FUND FOR FISCAL YEAR 2022-23 TO
SUPPORT ENHANCED AMBASSADOR SERVICES INCLUDING
BEVERLY HILLS UNIFIED SCHOOL DISTRICT SAFETY MEASURES.
Attachments: None
D-15
Meeting Date: April 12, 2022
RECOMMENDATION
Staff respectfully recommends that City Council move to approve an amendment to the agreement between the City of Beverly Hills and Mydatt, Inc., DBA Block by Block for safety and hospitality Ambassador services, and to issue a change purchase order in the amount of $400,000.00 to increase the purchase order from $1,087,898.42 to a total notto-exceed $1,487,898.42 for Ambassador services. Additionally, staff requests that the City Council authorize the City Manager to approve the fiscal year 2022-23 purchase order not-to-exceed $1,600,000.00. Lastly, staff requests that the City Council approve an appropriation from the General Fund of $150,000.00 for the current fiscal year 2021- 22 and also approve an appropriation for fiscal year 2022-23 of $512,101.58 to ensure funding through the duration of the agreement to provide for enhanced Ambassador services including Beverly Hills Unifies School District (“BHUSD”) safety measures.
Based on City Council’s approval of the fiscal year 2022-23 appropriation request, this amount will be incorporated into the fiscal year 2022-23 proposed operating budget, which will be brought before Council in May 2022.
INTRODUCTION
On June 19, 2018, Council approved the City’s Fiscal Year (“FY”) 2018-19 budget which included an increased hourly rate for the Beverly Hills Ambassador Program. During this same period, City Council also approved a one-time request by the BHUSD to enhance Ambassador presence at the schools during the hours that the City uses the facilities and fields. This request led to a five week expanded Ambassador presence after school and on the weekends, through the end of the school year. It also led to an Ambassador being assigned to Hawthorne School, where the City summer camps took place over the summer break.
The current three-year agreement was approved on June 16, 2020 for a total not-toexceed amount of $3,263,695.26. Amendments 1 and 2 were approved on August 21, 2020 and September 15, 2020 included changes to the scope of work, but no changes to the amount of the agreement. Amendment No. 3 to the agreement will be for $912,101.58 for a total amount not-to-exceed $4,175,796.84.
Original Agreement Amendment 3 Total Not-To-Exceed
FY 20/21 $ 1,087,898.42 $ 1,087,898.42
FY 21/22 $ 1,087,898.42 $ 400,000.00 $ 1,487,898.42
FY 22/23 $ 1,087,898.42 $ 512,101.58 $ 1,600,000.00
Total $ 3,263,695.26 $ 912,101.58 $ 4,175,796.84
DISCUSSION
The positive impact of the Ambassador team on the Beverly Hills community has been significant. Residents appreciate the quality of life in the downtown core, merchants value the team’s role in promoting hospitality and addressing social service needs, and individuals in-need are getting the assistance they deserve. Additionally, as a result, City infrastructure, such as parking structures have become significantly cleaner and safer for residents, visitors and business owners. In August of 2020, during the COVID-19 pandemic, the agreement was amended to include the Ambassadors’ assistance with the education and encouragement of individuals to wear facial coverings while in the City. Ambassadors also assisted with enforcing social distancing among the public. The Ambassador team has proven to be responsible, reliable and flexible in response to an ever-growing demand for their services. Staff is recommending the continuation of the Ambassador Program’s coverage to support the quality of life in Beverly Hills.
Meeting Date: April 12, 2022
The Ambassador team also provides permit, field and facility management at Beverly Hills High School, Beverly Vista Middle School, Hawthorne Elementary School and Horace Mann Elementary School at their fields and athletic facilities. BHUSD has not assisted with any funding for this program.
It should be noted that the Ambassadors role does not include opening and securing the school facilities. The Ambassadors only supplement the District security staff, and are responsive to City programs held at the schools. Per the JPA, the overall security of District facilities continues to be the responsibility of the District.
FISCAL IMPACT
Funding for the Beverly Hills Ambassador Program of $1,087,898.42 was budgeted in the fiscal year 2021-22 City Budget as approved by City Council on June 24, 2021.
Amendment 3 is needed to add additional consideration to the agreement of $400,000.00 for the remainder of the fiscal year and by $512,101.58 for fiscal year 2022-
23. Due to reduced programming and events during fiscal year 2021-22, the Community Services Department can absorb $250,000.00 of the $400,000.00 amendment within the current Community Services budget; however, the remaining $150,000.00 cannot be absorbed and staff is requesting that the City Council approve a fiscal year 2021-22 appropriation of $150,000.00 to continue to provide enhanced Ambassador coverage throughout the City and enhance safety measures at BHUSD sites for the remainder of fiscal year 2021-22.
Additionally, staff is requesting an appropriation of $512,101.58 be approved for fiscal year 2022-23 to continue to provide this level of service through the remainder of the contract. If approved, this budget increase will be included in the City’s fiscal year 2022- 23 proposed operating budget, which will be brought forward to the City Council in May 2022.
Jeff Muir
____ Director of Finance_______
Jenny Rogers,
Director of Community Services
Approved By Approved By