Item G-4 Agenda Report — Beverly Hills City Council, August 23, 2022

AGENDA REPORT
Meeting Date:

Item Number:

August 23, 2022
To: Honorable Mayor & City Council
From: Gabriella Yap, Deputy City Manager
Cynthia Owens, Policy and Management Analyst
Gabrielle Ressa, Management Analyst
Subject: RECOMMENDATION OF THE BEVERLY HILLS CITY COUNCIL

LIAISON / NEXT BEVERLY HILLS COMMITTEE REGARDING THE
NEXT NIGHT STREET FESTIVAL EVENT;
APPROVE AN APPROPRIATION FROM FISCAL YEAR 2021-2022 TO
FISCAL YEAR 2022-2023 IN AN AMOUNT NOT TO EXCEED $42,900;

AUTHORIZE THE CITY MANAGER TO EXECUTE AN AGREEMENT

BETWEEN THE CITY OF BEVERLY HILLS AND AUTHENTIC

AGENCY FOR EVENT MANAGEMENT SERVICES FOR THE
BEVERLY HILLS NEXT NIGHT STREET FESTIVAL EVENT;

AUTHORIZE THE CITY MANAGER TO APPROVE A FISCAL YEAR
2022-2023 PURCHASE ORDER FOR AUTHENTIC AGENCY IN AN
AMOUNT NOT TO EXCEED $142,900 FOR THE BEVERLY HILLS
NEXT NIGHT STREET FESTIVAL EVENT; AND

AUTHORIZE A PARTIAL STREET CLOSURE FOR SOUTH BEVERLY

DRIVE BETWEEN CHARLEVILLE DRIVE AND GREGORY WAY
BEGINNING AT 6:00 PM ON FRIDAY, OCTOBER 21, 2022, WITH A FULL CLOSURE FROM 12:00 AM ON SATURDAY, OCTOBER 22,
2022 TO 4:00 AM ON SUNDAY, OCTOBER 23, 2022
Attachment: 1. Authentic Agency Next Night Street Festival Event Proposal

RECOMMENDATION
Staff recommends the City Council:

G-4
Meeting Date: August 23, 2022

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1) Approve the recommendation of the Beverly Hills City Council Liaison / Next Beverly Hills Committee regarding the Next Night Street Festival Event (“Next Night”);
2) Approve an appropriation from Fiscal Year 2021-2022 (“FY 21-22”) to Fiscal Year 2022-2023 (“FY 22-23”) in an amount not to exceed $42,900 from the Tourism and Marketing Division “013” Tourism and Marketing budget (00101311-731200) to the Tourism and Marketing Division “013” Business Development budget (00101313-734200-NXTBH);
3) Authorize the City Manager to execute an agreement with Authentic Agency for event management and production services for Next Night; 4) Authorize the City Manager to approve a FY 22-23 purchase order in an amount not to exceed $142,900 with Authentic Agency for Next Night; 5) Authorize a partial street closure for South Beverly Drive between Charleville Drive and Gregory Way beginning at 6:00 PM on Friday, October 21, 2022, with a full closure from 12:00 AM on Saturday, October 22, 2022 to 4:00 AM on Sunday, October 23, 2022; and
6) Waive the bidding requirements per Beverly Hills Municipal Code 3-3-204 (D).

INTRODUCTION
This item requests the City Council approve the Beverly Hills City Council Liaison / Next Beverly Hills Committee’s (Vice Mayor Gold and Councilmember Friedman) recommendation for Next Night, scheduled to occur from 4:00 p.m. to around 9:00 p.m. on Saturday, October 22, 2022.

Funding in the amount of $150,000 for Next Night is in the City Council adopted FY 22/23 budget. The total cost of Next Night is $192,900 if approved as presented to the City Council. Staff is requesting the City Council approve an appropriation of $42,900 from FY 21-22 to FY 22-23 to cover the additional costs.

Additionally, staff is requesting the City Council authorize the City Manager to execute an agreement with Authentic Agency for event management services for Next Night and authorize the City Manager to approve a FY 22-23 purchase order in an amount not to exceed $142,900 to Authentic Agency for event management services related to Next Night.

Finally, staff is requesting the City Council authorize the street closure of South Beverly Drive between Charleville Drive and Gregory Way and waive the bidding requirements per Beverly Hills Municipal Code 3-3-204 (D).

DISCUSSION
The Beverly Hills City Council Liaison / Next Beverly Hills Committee (“the Committee”) was established in 2015 to engage the 25 to 45 year-old demographic in the Beverly Hills community. In August 2016, the Committee hosted the first Next Night Block Party on South Beverly Drive as a local outdoor street festival.

The event attracted support from the local Beverly Hills businesses and residents, while delivering an entertaining community experience for approximately 2,000 attendees in its first year. Next Night also occurred in 2017, 2018, and 2019 as part of the City’s Summer BOLD initiative. Due to COVID-19, Next Night did not take place in 2020 or 2021. This year, Next Night is set to occur on Saturday, October 22, 2022 beginning at 4:00 p.m. and concluding around 9:00 p.m. and is being re-themed in its fifth year as a street festival to be more reflective of the events being planned for this day.

Meeting Date: August 23, 2022

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Since its inception in 2016, the City has contracted with an event production company to complete the event design development and production for this event. This year, staff reached out to numerous companies to obtain quotes for event management services for Next Night.

The City received four event proposals. Three of the event proposals were brought to the Committee for discussion: Authentic Agency, MMP, and Utopia Worldwide. The fourth proposal was not included for review as it was significantly over the proposed budget and did not provide adequate information regarding the company’s vision for the event.

At the August 9, 2022, Committee meeting, the three proposal were reviewed by Vice Mayor Gold and Councilmember Friedman (“Liaisons”). During the discussion, staff informed the Liaisons that in addition to being the lowest responsive bidder, Authentic Agency provided event management in 2019 for the Next Night Block Party. The Liaisons recommended Authentic Agency for Next Night 2022 due to their past experience with the event, their past experience with other City events such as the Art Show, the concepts provided for Next Night 2022, and their quote being the lowest of the three presented. The total cost proposed by Authentic Agency is $142,900, which excludes the cost for k-rail, a traffic control plan, provision of portable restrooms, and talent. These items were specifically identified as costs and/or agreements the City would procure.

It should be noted that all quotes received by staff exceeded $50,000. Under the City’s Municipal Code quotes over $50,000 typically require a request for proposal (“RFP”) process. Staff did consider conducting a full RFP process after the four quotes were received; however, Next Night is just over nine weeks away and conducting a RFP is a lengthy process, which would hinder the successful planning and execution of Next Night. As such, staff requested, and the Liaisons approved) proceeding with a request to the City Council to waive the bidding requirements.

During the meeting, staff requested the Liaisons to recommend a level of talent for the event for the evening hours. These costs were not included in the quotes received from the event management companies. Staff proposed the following three levels of talent to the Liaisons for their consideration:
 Local, community talent ($15,000),
 C-level talent ($35,000), or
 B-level talent ($50,000).

The Liaisons recommended C-level talent. The pricing listed above does include a disc jockey to perform in between the musical performances. Direction was also received from the Liaisons to see what other local talent could be obtained, for no additional charge above the $35,000, to provide entertainment during the afternoon and early evening hours. Staff and Volunteer Sub-Committee Members are currently checking with the Wallis Annenberg Theater, other local theater groups, and with the school district to see if they would be available on this date and willing to perform at little to no cost to the City.

The City currently has contracts in place for k-rail and portable restrooms, which will provide better pricing to the City for Next Night; therefore, these costs are excluded from the event management company’s pricing. Staff is currently estimating these costs at Meeting Date: August 23, 2022

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$15,000. Additionally, in 2019, City staff provided the traffic control plan. As such, this is proposed to continue for Next Night 2022.

Finally, direction was also received to fill in the un-activated areas of footprint for the event from prior years. Staff is coordinating what this will look like with Authentic Agency and staff from the Community Services Department. The intent is to plan fun, low cost, and creative items for these areas such as face painting and a Halloween costume event. Staff will return to a future City Council meeting with more information on these details.

FISCAL IMPACT
At the May 24, 2022 Beverly Hills City Council Formal Meeting, the City Council approved the Committee’s FY 22-23 work plan and budget. This included an appropriation of $150,000 from the City’s FY 22-23 general fund reserves to the Policy & Management Business Development budget (00101313734200-NXTBH) for Next Night.

At the August 9, 2022, Committee Meeting, the Liaisons approved the selection of Authentic Agency as the event management company for Next Night. The table below reflects a comparison of costs between 2019 and 2022. It should be noted that costs have increased from 2019 to 2022 due to items such as supply chain issues, inflation, expenses increasing related to employment, etc.

Description 2019 Cost 2022 Cost
Production & Labor Staff $26,727.02 $28,000.00
Administrative Expenses (Insurance, Legal) $2,646.40 $2,900.00 Pre-Production & CAD Surveys $2,640.00 $2,500.00
Location Costs (Security, Prod & Dressing
Rooms)
$3,174.26 $12,000.00
Creative & Scenic $35,445.91 $43,000.00
Site Production (Power, Plant & Machinery) $4,241.41 $7,000.00 Agency Management Fees $21,484.04 $22,500.00
Stage Sounds, Lights, Rentals $20,800.00 $25,000.00
Talent $12,000.00 $0.00
TOTAL $129,159.04 $142,900.00
The table below reflects the total proposed costs for Next Night 2022 ($192,900), which includes City funded costs for k-rail, portable restrooms, and C-level talent. As this exceeds the FY 22-23 City Council approved budget, and there are adequate year-end savings from the prior fiscal year, staff is requesting $42,900 in unencumbered carry forward be re-appropriated from FY 21-22 to FY 22-23.

Description Cost
Authentic Agency $142,900
K-Rail $12,000
Portable Restrooms $3,000
C-Level Talent $35,000
Total $192,900
Approved FY 22/23 Budget ($150,000)
Amount Needed for Unencumbered Carry Forward $42,900
Consistent with prior years, the City’s proposed soft costs and in-kind costs for Next Night 2022 would be absorbed within the FY 22-23 City Council adopted budget for Meeting Date: August 23, 2022

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various City departments. These soft costs include, but are not limited to: the use of City staff and resources associated with Next Night including a full street closure; security (Covered 6, Nastec, and the Beverly Hills Police Department as needed); marketing and advertising; printing and graphics work; and waiving permits and parking fees.

Authentic Agency will complete their own bidding process for subcontractors to handle certain aspects of the event. There is a potential for these costs to come in lower than initially quoted. As such, the $42,900 is the maximum funding that would be needed to be carried forward from FY 21-22 to FY 22-23.

George Chavez
City Manager
Approved By
Attachment 1

CITY OF BEVERLY HILLS
RESPONSE TO RFP:

EVENT PRODUCTION SERVICES
NEXT NIGHT 2022

07.27.2022

AGENDA
Ø Re-introduction to Authentic
Ø Next Night Next Chapter
Ø Thematic Exploration
Ø Budget
Ø Planning

AUTHENTIC

AUTHENTIC
1046 PRINCETON DRIVE
STUDIO 116
VENICE, CA 90292
310.659.5550
AUTHENTICAGENCY.COM
@AUTHENTICAGENCY
(15) YEARS IN

BUSINESS
(5) YEARS IN

PARTNERSHIP

WITH BH
(6) FULL TIME +
(88) TEMPORARY

EMPLOYEES

HELLO, AGAIN
The ideas, concepts and content contained herein are intended for review exclusively by the recipient and are not permitted for distribution or disclosure to any third party entities or individual. The content contains proprietary information and intellectual property, exclusively owned by the authors at Authentic Agency, Inc. and no permission is granted for exploitation, sharing or other use of the enclosed without prior written authorization of Authentic Agency, Inc.

WHO WE ARE
Bespoke, small-batch experiential studio
Extracting authentic culture at the heart
of client brands
Creating meaningful human experiences
Enabling enduring brand relationships
Seeking not to be something to everyone,
but everything to a few

LIVE

EXPERIENCE

PRODUCERS

TECHNICAL

DIRECTORS

FILM & TV

CONTENT

PARTNERS

CREATIVE

TECHNOLOGISTS
BRAND

STRATEGISTS
WEB &

INTERACTIVE

DESIGNERS
TALENT
AGENTS
& MANAGERS
BRAND

AMBASSADORS

PRODUCTION

DISCIPLINE

EXPERTS

OUR ECOSYSTEM

AUTHENTIC

CREATIVE

DIRECTORS
& SCENIC

DESIGNERS
RENTAL

PARTNERS
FOOD &

BEVERAGE

EXPERTS
The ideas, concepts and content contained herein are intended for review exclusively by the recipient and are not permitted for distribution or disclosure to any third party entities or individual. The content contains proprietary information and intellectual property, exclusively owned by the authors at Authentic Agency, Inc. and no permission is granted for exploitation, sharing or other use of the enclosed without prior written authorization of Authentic Agency, Inc.

BEYOND THE

EXPERIENCE
The digital space is our megaphone
and our multiplier, connecting
audiences to first person human
experiences
Conversations with consumers no longer
have bounds or parameters. All
possibilities are created equal including
but not limited to:
> channel re-defining content
> immersive social media integrations
> mobile and other digital extensions

COMPANY WE KEEP

AUTHENTIC
SAMPLES OF WORK TO FOLLOW…
The ideas, concepts and content contained herein are intended for review exclusively by the recipient and are not permitted for distribution or disclosure to any third party entities or individual. The content contains proprietary information and intellectual property, exclusively owned by the authors at Authentic Agency, Inc. and no permission is granted for exploitation, sharing or other use of the enclosed without prior written authorization of Authentic Agency, Inc.

WEST

HOLLYWOOD

CARNAVAL

AUTHENTIC
2009 - Present
Authentic has proudly partnered with the City of
West Hollywood for 11 years to produce the largest
holiday street festival in the world, Halloween
Carnaval.

The event is built on a tradition of entertainment,
social activism and community participation,
delivering an unforgettable experience to half a
million attendees annually.

The live experience has included content integration
extensions with MTV, 20th Century Fox and Clear
Channel and performances by Boy George, Tim
Curry, Laverne Cox, Darren Criss & more!
The ideas, concepts and content contained herein are intended for review exclusively by the recipient and are not permitted for distribution or disclosure to any third party entities or individual. The content contains proprietary information and intellectual property, exclusively owned by the authors at Authentic Agency, Inc. and no permission is granted for exploitation, sharing or other use of the enclosed without prior written authorization of Authentic Agency, Inc.

AIRBNB OPEN

AUTHENTIC
2014 - 2016
The trailblazer brand Airbnb partnered with the Authentic team to create its tent-pole experience for 26,500+ attendees from across the globe to connect, inspire and share.

We developed a multi-day agenda focusing on the core Airbnb brand values, civic good works and entertainment experiences. Programming included general sessions, breakout sessions, award ceremonies, sponsor activations, hospitality touchpoints and musical performances.

Venues transformed – Fort Mason (San Francisco), Parc De La Villette (Paris) and the Historic Core District, Downtown Los Angeles – the global Airbnb Open campus encompassed 33 simultaneous performance, presentation and community spaces.

The 2016 event garnered coverage in every major US entertainment show and coverage in more than 50 print and online publications throughout the week of the event.

Produced with key cooperation from Municipal leaders and with Mayoral participation in the program, the event has welcomed participants from 110 unique countries.

The ideas, concepts and content contained herein are intended for review exclusively by the recipient and are not permitted for distribution or disclosure to any third party entities or individual. The content contains proprietary information and intellectual property, exclusively owned by the authors at Authentic Agency, Inc. and no permission is granted for exploitation, sharing or other use of the enclosed without prior written authorization of Authentic Agency, Inc.

HOUSE OF SOCCER

AUTHENTIC
July 2018 + July 2019
House of Soccer was created to drive awareness of
the International Champions Cup and to celebrate its
loyal fans through art, music and style.

House Of Soccer promotes the intersection of soccer
and culture featuring youth participants, influencers
and celebrity game with team rosters including
Heather O’Reilly, Megan Rapinoe, Cody Walker, Ray
Parlor, Mia Hamm, 2Chainz, Draymond Green, Odell
Beckham Jr., Paolo Maldini & more.

Fans engagement tactics included onsite nail &
tattoo salon and barber shop, by celebrity stylists,
customized jerseys, photo + gif opportunities, live
mural by renown artist Kevin Lyons, a vintage jersey
installation and hospitality.

GREEN SUNDAY AT RED ROCKS

AUTHENTIC
2008
When presented with the opportunity to position Denver, host to the 2008 DNC, as a progressive, green city and to promote the greening efforts undertaken in the organization of this historic convention, Authentic produced a rally and concert event at one of the most iconic, natural, and bucolic outdoor venues in the world, Red Rocks Amphitheatre.

Deemed a highlight of the 2008 Convention, Green Sunday at Red Rocks attracted a sold out invite only 20,000 live audience of delegates, politicos and action groups.

The event included highlights from political leaders delivering rallying addresses to special performances by Dave Matthews & Tim Reynolds, Sugarland and Sheryl Crow. The show was simulcast on Sirius XM Radio.

NEXT NIGHT NEXT CHAPTER
The ideas, concepts and content contained herein are intended for review exclusively by the recipient and are not permitted for distribution or disclosure to any third party entities or individual. The content contains proprietary information and intellectual property, exclusively owned by the authors at Authentic Agency, Inc. and no permission is granted for exploitation, sharing or other use of the enclosed without prior written authorization of Authentic Agency, Inc.

Restating the Vision
Maintaining and enhancing a sustainable, successful Beverly Hills Next Night event that can evolve creatively and feasibly, while ensuring that public safety, and community interests are placed in highest priority in order to catalyze lasting, mutually beneficial relationships between Next Night and its constituents:
> Local Residents
> Locally Based Businesses
> Restaurant Community
> Municipal Agencies
> Corporate Partners
> Performing Arts Community
> City Residents
> Visitors & Tourists
An event that the City’s residents’ value by having a sense of ownership, and pride of place that will ensure enduring support.

The Story
The culture is constantly changing, evolving, growing and creating. Here at Authentic, we believe that the most powerful cultural statements first need a core truth or authenticity at their heart. These truths then need to be well told through well focused thematic conceptualization.

PRELIMINARY THEMATIC CONCEPT:

BEVERLY HARVEST FESTIVAL
NEXT NIGHT 2022: BEVERLY HARVEST FESTIVAL
Day Into Night Program
Cross-generational Entertainment
Hospitality
Community Engagement
Local Business Participation
Celebrating Beverly Hills

MOOD BOARD 1: DAY

AUTHENTIC
MOOD BOARD 2: NIGHT

AUTHENTIC
CREATIVE TOUCHPOINTS | IMMERSIVE EXPERIENCES
More than ever, people want to be a part of the moment and share it with the (digital) world.

NEXT NIGHT attendees are the performers, photographers, models, editors and publishers. Their social handles are their platform.

MOOD BOARD 3:

SELF-CAPTURE

Interactive Instagramcentric installations
transform the experience
from a location specific
spectacular to a global
culture moment, live
from Beverly Hills
MOOD BOARD 4:

PARADE OF COSTUMES

PUBLIC SAFETY
Authentic has developed a partnership with Public Safety, BH Police Department, Fire Department and all related City Agencies. We recognize, as we always have, that we simply cannot achieve this big expression at scale without the critical leadership of these fine teams.

Moreover, we believe that diligent planning requires a contingency plan not only for the best-case scenarios but also for the worst-case scenarios. Together with multiple City Partners across diverse municipalities, we have sought to improve community safety protocols & policies, to tighten security systems, to refine emergency plans and to be in constant oversight for our City and its citizens.

It is the backbone of any City sponsored event and we never take a moment for granted.

AUTHENTIC
The ideas, concepts and content contained herein are intended for review exclusively by the recipient and are not permitted for distribution or disclosure to any third party entities or individual. The content contains proprietary information and intellectual property, exclusively owned by the authors at Authentic Agency, Inc. and no permission is granted for exploitation, sharing or other use of the enclosed without prior written authorization of Authentic Agency, Inc. - Team Curation
- Site Survey
- Budget Development
- Vendor Outreach & RFP Process
- Budget Development
- Vendor Selection
- Budget Approved
- Run of Show
.I
August 15 - 31
.II
September 1 - 15
.III
September 15 - 30
.IV
October 1 - 22
NEXT NIGHT 2022 PROJECT PLANNING

AUTHENTIC
- All Teams Training
- Load-in, Show Days, Load-out
- Next Night Event Live

PROJECT

MANAGEMENT
- Creative & Strategy
- Theme Exploratory & Dev.
- Environmental Design Deep Dive
- Theme Selection
- Theme Graphics Exploratory
- Environmental Design Reviews
- Theme Graphics Selection
- Media / Content Development
- Environmental Design Approved
- Environmental & Graphics
Installation
- Content Files Approved & Tested

CREATIVE

DEVELOPPMENT
- Technical Leads Onboard
- Vendor Outreach
- Site Study
- Technical Design Study
- Vendor RFP Process & Selection
- Budget Development
- Production Schedule
- Technical Crews Locked
- AV Gear Secured
- Media Server & Systems
Secured
- Final Files Tested
- Technical Rehearsals Onsite

TECHINCAL

PRODUCTION
- Talent Exploratory
- Talent Shortlist Finalized
- Programming Exploratory
- Talent Outreach & Negotiations
- Presenter/Creative Director Intros
- Speech Starters & Creative Ideas
- Presentation Consulting
- Story Agenda Finalized
- Presentation Graphics Reviews
- Talent Manager Onboarded
- Talent Logistics
- Final Presentations Received
- Talent Sound Checks
- Technical Rehearsals Onsite
- Staged Performances
TALENT

PROCUREMENT
& MANAGEMENT
The ideas, concepts and content contained herein are intended for review exclusively by the recipient and are not permitted for distribution or disclosure to any third party entities or individual. The content contains proprietary information and intellectual property, exclusively owned by the authors at Authentic Agency, Inc. and no permission is granted for exploitation, sharing or other use of the enclosed without prior written authorization of Authentic Agency, Inc.

THANK YOU

BEVERLY HILLS
The ideas, concepts and content contained herein are intended for review exclusively by the recipient and are not permitted for distribution or disclosure to any third party entities or individual. The content contains proprietary information and intellectual property, exclusively owned by the authors at Authentic Agency, Inc. and no permission is granted for exploitation, sharing or other use of the enclosed without prior written authorization of Authentic Agency, Inc.

Beverly Hills City CouncilAugust 23, 2022

Beverly Hills City Council
August 23, 2022