Explanation
Background: This ordinance is to authorize the Director of Recreation and Parks to enter into year one (1) of a three (3) year contract, subject to annual approval and authorization, with the option to extend for two (2) one-year terms, with Event Approvals, Inc. to provide permit management system and application services for the Office of Special Events.
Event Approvals, Inc. will provide professional services to the Office of Special Events as the permit management system and food vending application for the Office of Special Events. Services reserving locations, providing event details and information as well as connecting event organizers with the rest of the Citywide Event Management team. Event Approvals, Inc. provides access for City department managers and their staff to review event information, communicate with organizers and arrange for City services, routing of traffic, and arrangements of safety staff or facility needs. Event Approvals, Inc. also provides a hub for food vending applicants to bid to serve at the festivals and concerts supported by the Office of Special Events.
The maximum amount to be paid under any purchase order associated with this Contract shall not exceed $54,000.00 unless additional funds are appropriated and authorized. Payment will be made to Event Approvals, Inc. upon receipt of proof of payment and invoice for services rendered.
Initial contract term will commence on July 1st, 2025.
Vendor Bid/Proposal Submissions:
Bids were advertised through Vendor Services, in accordance with City Code Section 329, on March 7, 2025 and received by the Recreation and Parks Department on March 17, 2025. Bids were received from the following companies:
3SG Plus, LLC
Accela, Inc
Allerin US Inc.
Event Approvals Inc.
OpenGov, Inc.
Tyler Technologies Inc.
After reviewing the proposals that were submitted, it was determined that Event Approvals Inc was the most qualified bidder. This contractor has previous experience with these events, necessary qualifications and availability to perform the required services.
Principal Parties:
Event Approvals Inc.
Suite 600, Hornby Street
Vancouver, BCV61S4
Canada
Jonathan Thompson, (604) 505-2425
Contract Compliance Number 035031
Benefits to the Public: The Columbus community will be offered cultural, recreational and family-oriented programs. These events provide positive social and economic impact for the community. Event Approvals, Inc. allows for the streamlining of communication from event organizers to City departments to make sure that events are safe, not in conflict or overlapping with other events and that organizers and vendors have their required documentation. This agreement will ensure the safety and success of events in parks throughout the City of Columbus.
Area(s) Affected: Citywide (99)
Master Plan Relation: This contract will support the mission of the Recreation and Parks Master Plan to improve efficiency and performance.
Fiscal Impact: $54,000.00 is budgeted and available from within the Recreation and Parks Operating Fund 2285 to meet the financial obligations of this contract. ($54,000.00)
Title
To authorize the Director of the Recreation and Parks Department to enter into year one (1) of a three (3) year contract, subject to annual approval and authorization, with the option to extend for two (2) one-year terms, with Event Approvals, Inc. to provide permit management system and application services for the Office of Special Events; and to authorize the expenditure of $54,000.00 from the Recreation and Parks Operating Fund 2285. ($54,000.00)
Body
WHEREAS, it is necessary to authorize the Director of Recreation and Parks to enter into year one (1) of a three (3) year contract, subject to annual approval and authorization, with the option to extend for two (2) one-year terms, with Event Approvals, Inc. to provide permit management system and application services for the Office of Special Events; and
WHEREAS, it is necessary to authorize the expenditure of $54,000.00 from the Recreation and Parks Operating Fund 2285; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Recreation and Parks Department be and is hereby authorized to enter into year one (1) of a three (3) year contract, subject to annual approval and authorization, with the option to extend for two (2) one-year terms, with Event Approvals, Inc. to provide permit management system and application services for the Office of Special Events.
SECTION 2. That, for the purpose stated in Section 1, the expenditure of $54,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized per the accounting codes in the attachment to this ordinance
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.