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 t...
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