AGENDA REPORT
Meeting Date: July 16, 2024
Item Number:
To: Honorable Mayor & City Council
From: Stephanie Harris, Director of Community Services
Keith Sterling, Deputy City Manager
Subject: APPROVAL OF A PURCHASE ORDER IN THE AMOUNT OF
$230,000 FOR AUTHENTIC AGENCY FOR SPECIAL EVENT
MANAGEMENT AND PRODUCTION SERVICES FOR THE BEVERLY
HILLS NEXT NIGHT STREET FESTIVAL EVENT; AND
APPROVAL OF THE CORRESPONDING STREET CLOSURES ON
SOUTH BEVERLY DRIVE FROM FRIDAY, SEPTEMBER 27 TO
SUNDAY, SEPTEMBER 29, 2024
Attachments: None
RECOMMENDATION
It is recommended the City Council approve a Fiscal Year (FY) 2024-25 purchase order for Authentic Agency in an amount not to exceed $230,000 for as needed special event management and production services for Beverly Hills Next Night Street Festival on Saturday, September 28, 2024, and the corresponding street closure of S. Beverly Drive from 6 p.m. on Friday, September 27, 2024, through 4 a.m. on Sunday, September 29, 2024
INTRODUCTION
This item requests the City Council approve a purchase order for FY 2024-25 in an amount not to exceed $230,000 to Authentic Agency for event management services related to the Beverly Hills Next Night Street Festival. An agreement is already in place for fiscal year 2024-25 however, a purchase order was not previously requested.
DISCUSSION
On June 18, 2024, the City Council approved a one-time budget enhancement of $150,000 for the Next Beverly Hills Committee’s Next Night Street Festival bringing the total available budget to a not-to-exceed amount of $230,000. The Next Night Street Festival is scheduled to take place on Saturday, September 28, 2024, with the Meeting Date: July 16, 2024
necessary street closures taking place from 6 p.m. on Friday, September 27, 2024, through 4 a.m. on Sunday, September 29, 2024. 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.
In February 2023, staff conducted a Request for Qualifications (RFQ) process for asneeded event management services for the City. The City received 13 responses, 11 were deemed to be responsive proposals, and five agreements were awarded. Authentic Agency was the highest rated proposal amongst the five awardees and due to Authentic Agency’s extensive experience with the City, specifically with Next Night, they were selected to produce the event through 2025.
FISCAL IMPACT
The purchase order for Authentic Agency in an amount not-to-exceed $230,000 for as needed special event management and production services for Next Beverly Hills Next Night is part of the funding previously approved by Council on June 18, 2024.
Consistent with prior years, the City’s proposed soft costs and in-kind costs for Next Night 2024 would be absorbed within the FY 2024-25 City Council adopted budget for various City departments. These soft costs include but are not limited to the following:
the use of City staff and resources associated with Next Night including full street closures; security (Private Security, and the Beverly Hills Police Department as needed); marketing and advertising; printing and graphics work; and waiving permits and parking fees, and are estimated to be approximately $81,600 based on the figures from the 2023 event as further detailed below. Due to CPI increases, it is anticipated soft costs will increase by approximately $5,000 this year.
Fee Unit Cost
Event - Police Supervision Major Private Events $ 12,271.00 Fire Personnel 43.25 $ 7,136.25
Large Special Event Permits $ 3,972.00
No-Parking Signs 50 $392.50
Parking Meter Revenue Lost 200 $200.00
Public Works/Facilities Personnel 386 $22,774.00
Special Event - Sworn Police Personnel 94.5 $11,151.00
Special Events Permits: Application Processing Fee $ 65.00 Street Closure (Per Event) 1 $15,860.00
Traffic Control Officer/Parking 99.2 $7,761.00
Total $ 81,582.75
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.
Stephanie Harris,
Director of Community Services
Approved By