Explanation
This ordinance will authorize the Director of Columbus Recreation and Parks Department to exercise an option to renew the contract for year two (2) and add funding in the amount of $54,000.00. The first year of the three-year term was authorized by Ordinance 0920-2025.
Background: This ordinance is to authorize the Director of Recreation and Parks Department to exercise an option to renew the contract for year two (2) and add funding in the amount of $54,000.00, 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.
Contract term will commence on July 1st, 2026.
1.1 The amount of additional funds to be expended: The total amount of additional funds needed for this contract is $54,000. Original contract approved in Ordinance 0920-2025. Total contract amount, including this amount, is $108,000.
1.2 Reasons additional goods/services could not be foreseen: The need for additional funds were expected and approved at the time of the initial contract, Ordinance 0920-2025.
1.3 Reason other procurement processes are not used: Procurement was completed by the posting of RFQ029859 on Vendor Services on March 7, 2025, and the authorization of Ordinance 0920-2025.
1.4 How cost of modification was determined: The cost is based upon estimated requirements for 2026 at rates established in the existing contract, approved in Ordinance 0920-2025.
Principal Parties:
Event Approvals Inc.
Suite 600, 777 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 Recreation and Parks to exercise an option to renew the contract for year two (2) and add funding in the amount of $54,000.00, with Event Approvals, Inc. to provide permit management system and application services for the Office of Special Events; to authorize the expenditure of $54,000.00 from the Recreation and Parks Operating Fund. ($54,000.00)
Body
WHEREAS, it is necessary to authorize the Director of Recreation and Parks to exercise an option to renew the contract for year two (2) and add funding in the amount of $54,000.00, 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 Recreation and Parks be and is hereby authorized to exercise an option to renew the contract for year two (2) and add funding in the amount of $54,000.00, 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.