STRATEGIC PRIORITY: Quality of Life, Arts & Culture
AGENDA DATE: May 22, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Department of Convention and Event Services
EXECUTIVE: Robin Bentley
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SUBJECT
Title
Authorize a three-year service contract with two one-year renewal options for permitting software licenses and services for the Convention and Event Services Department's Office of Special Events with Event Approvals, Inc. - Not to exceed $142,500.00 - Financing: Convention and Event Services Fund (subject to annual appropriations)
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BACKGROUND
Understanding that the City Manager goals for FY 20-21 included the acquisition of a permitting platform to improve customer service and efficiencies, Conventions and Event Services Department of Special Events (CES-OSE) completed a six-month comprehensive review of software options to streamline the needs of special event permit applicants while maintaining an auditable and fiscally responsive process that aligns with Special Event Ordinance - Chapter 42A. As a result of the review, staff recommended procurement of Event Approvals, Inc., a permitting platform specifically designed to meet the needs of local and regional governments and agencies which hold responsibility for special event processes.
In the Fall of 2021, CES-OSE staff submitted a Special Need Consideration Memo to the City Manager for signature requesting approval to engage a licensing contract for Event Approvals, Inc. for an annual licensing cost of $49,500, which fell below the Administrative Action threshold. The memo was approved and a contract for $49,500 for December 2021 was developed.
In the summer of 2022, Event Approvals, Inc. went live to the public with the launch of the Commercial Promoter Registration program followed by Special Event Permit applications. Trainings were provided to clients and internal and external stakeholders. Event Approvals, Inc. has been live to cu...
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