STAFF REPORT. Meeting Date: To: From: Subject: 1. Letters of Support Rodeo Drive Committee and the Beverly Hills Conference & Visitors Bureau

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1 STAFF REPORT Meeting Date: To: From: Subject: Attachment: December 19, 2017 Honorable Mayor & City Council Chad Lynn, Assistant Director of Public Works Trish Rhay, Assistant Director of Public Works Derek Nguyen, Project Manager Continuation of Temporary Seating Amenities on Rodeo Drive through June 30, Letters of Support Rodeo Drive Committee and the Beverly Hills Conference & Visitors Bureau INTRODUCTION As part of the City s Businesses Open Later Days (BOLD.) program, additional amenities were provided in the City s Business Triangle to attract and accommodate visitors throughout the Business District. At its August 22, 2017, meeting, City Council approved the continuation of existing amenities in the Business Triangle through December 31, On December 5, 2017, City Council further approved the continued maintenance of temporary audio and lighting systems in the Business Triangle through June 30, 2018, under the City Manager s authority of $48,620. The items presented in this report were discussed at the Rodeo Drive / Special Events Liaison meeting on December 14, The report provides a summary of the costs required to continue the temporary seating amenities on Rodeo Drive and associated maintenance services. Following discussion, the Committee recommended the City Council approve continuation of the Rodeo Drive Bistro Seating through June Furthermore, the Rodeo Drive Committee (RDC) and Convention and Visitor Bureau (CVB) have submitted letters of support (attached). DISCUSSION At its August 22, 2017, meeting, City Council approved the continuation of existing amenities provided in the City s Business District through December 31, Additionally, City Council directed staff to develop conceptual layouts of permanent seating amenities on Rodeo Drive. Public Works staff is currently developing conceptual design plans for the permanent Rodeo Drive seating arrangement. Design plans are

2 Meeting Date: December 19, 2017 anticipated to be completed by the second quarter of 2018 and will be presented to City Council for review and approval for construction. The items provided in this report were presented to the Rodeo Drive Committee/Special Events Liaison on December 14, 2017 and is also scheduled to be presented at the study session on December 19, Staff received two letters of support to continue the bistro seating amenities on Rodeo Drive by the Rodeo Drive Committee and the Beverly Hills Conference and Visitors Bureau. Rodeo Drive Amenities Amenities on Rodeo Drive include cleaning and janitorial services for 48 bistro tables and 192 chairs, K-Rails protection and rental and landscape maintenance services of 96 planters with hedges. The bistro tables, chairs and K-Rail barricades were previously purchased by Public Works. Services related to supporting these amenities include, janitorial services, landscape/planter rentals, landscape rental watering, security and chair organization/recovery, and maintenance of the K-Rail, tables and chairs (painting, replacement, etc.) The estimated cost to maintain these services on Rodeo Drive from January 1, 2018 to June 30, 2018 are as follows: Service Costs Status Janitorial Service Part of executed custodial agreement. $39,000 Funding available for partial year in current program budget. Planter Rentals Contract ends 12/31/17. Subject to - Includes Exchanges extension, but requires additional and Condition Fees contracting authority over $50,000 to $31,000 continue services into Irrigation for Rental Planters Security and Chair Recovery1 Funding transfer required from current budget no appropriation needed Stand-Alone Agreement with LandCare (landscape vendor) for these services. $13,000 Funding transfer required from current budget no appropriation needed Execution of a supplemental or amended agreement required for add-on services and may require contracting authority for aggregated costs over $50,000 to provide $12 000, these specific services in Funding transfer required from current budget no appropriation needed. Ambassador services were extended 3 hours per day to provide 24 hours of observation and reporting in this area and around the Triangle. On a daily basis, each table and chair configuration is reorganized to start the day with 4 chairs around each table. Chairs are moved from table to table over the course of the day, including to different seating areas and across the street. Page 2 of4

3 Meeting Date: December 19, 2017 Service Costs Status K-Rail, Table and Chair Part of existing service and/or purchasing Maintenance (Touch-up agreements. painting, replacement, etc) $3,000 Funding available for partial year in current program budget. Total through June 2018 $98,000 The Committee explored options related to the rental landscape, including City fabricated planter boxes, purchasing artificial plants and purchasing the existing planter boxes from the existing vendor. During Summer BOLD, the City fabricated planter boxes for comparison to the rental boxes by Rodeo Drive customers and businesses. Since these plants were not mature they did not have the same aesthetic quality so were not a viable alternative. Aesthetics related to artificial plants were also of concern, as well as the replacement frequency due to fading and environmental damage. Lastly, the opportunity to purchase the existing planters from the rental vendor was considered. The cost of purchase was approximately $74,000. Although the long-term cost to purchase may be cheaper than rentals, the City currently exchanges and refreshes the existing rentals every 3-4 months. This ensures the long-term health of the plant and aesthetic quality over a longer term. As listed above, certain agreements require additional authority due to the aggregated cost of the agreements exceeding staff s authority. The anticipated contracts requiring amendments are for the planter rentals and security and chair recovery services for approximately $50,000 per contract. There may be other amendments based on assigned work. These anticipated amendments, however, do not change the estimated total cost of services described above. Staff s authority to issue contract amendments may be subject to the overall aggregate agreements for work beyond Rodeo Drive bistro seating. FISCAL IMPACT Funding for these services is available in the current fiscal year General Fund budget, however some specific services may require a transfer of funds between programs within the General Fund. The total cost related to these services is approximately $98,000. No appropriations or additional funding is required. Staff is working with the Finance Division of the Administrative Services Department and Policy and Management to analyze and review various metrics related to the B.O,L.D. program and associated economic activity in the City s business triangle. Sales revenue and sales tax data for Q is expected in mid-january 2018, which may provide general feedback when comparing to Q Earned media outreach and in-kind contributions by the Rodeo Drive Committee are also being reviewed. Upon completion of the various analyses, staff will provide an update to City Council seeking further direction. Page 3014

4 Meeting Date: December 19, 2017 REC 0MM EN DATI ON Staff recommends City Council review the information presented within this report and provide further direction. I /Shana pstetn Approved By V Page 4 of 4

5 Attachment 1

6 RODEO DRIVE j Honorable Liii Bosse, Mayor And Members of the City Council City of Beverly Hills 455 North Rexford Drive Beverly Hills, CA Dear Mayor Liii Bosse and Members of the City Council City of Beverly Hills On behalf of the Rodeo Drive Committee, I write this letter to offer our overwhelming support for the continuation of the bistro seating, and the white palm tree wrap-lights along Rodeo Drive, until such time that a proposal has been put forth to create a permanent seating in that space. This enhancement has undoubtedly increased the amount and quality of foot traffic on Rodeo Drive, leading to a higher-level of walk-in pedestrian traffic for all retail stores. The bistro seating creates a lively and welcoming atmosphere - echoing sentiments and requests shared by members for years. Since the implementation of these seating areas we have noticed an increase in sales, and the wrap lights have created a warm and friendly atmosphere on the street. It would be extremely beneficial to Rodeo Drive and the city as a whole to keep the seating on the street. Thank you for taking our recommendation into consideration. Sincerely, Kathy Davoudi-Gohari President Rodeo Drive Committee

7 December 14, 2017 Honorable Liii Bosse, Mayor And Members of the City Council City of Beverly Hills 455 North Rexford Drive Beverly Hills, CA Dear Mayor Bosse and Members of the City Council, The purpose of this letter is to express the support of the Beverly Hills Conference & Visitors Bureau (BHCVB) to keep the bistro tables currently located on Rodeo Drive throughout Fiscal Year 2017/18. Per the Rodeo Drive Committee, this additional feature positively effected the amount and of foot traffic on the street which has led to a higher-level of walk in traffic for the retail stores. The bistro seating also creates a lively and welcoming atmosphere and gives people a place to take in the wonderful environment on the street. It also gives the street energy, which undoubtably makes the street that much more attractive to visitors and locals alike. We appreciate your consideration and hope you will agree that this has been a wonderful new attribute on the street. Sincerely, Julie Wagner CEO Beverly Hills Conference & Visitors Bureau cc: Mahdi Aluzri BHCVB Board of Directors Santa Monica Blvd. #102, Beverly Hills, CA I I info@lovebeverlyhills.com g.a s ed5. fls