Recommend approval to award an annual contract for Eproval, an event and film permitting software with Event Approvals, Inc. in an amount of $45,000.The Film and Tourism Department will use the software to process permit applications for City events and films.  

Currenty,  the event permit process is facilitated through the City’s Energov program, a land management permitting software. Whereas Energov excels at building, inspections and code compliance related tasks, it lacks ability to appropriately address event, film and permit needs for the City. The public is faced with a long, complex paper-based application process. There are administrative challenges to this process that include possible data entry errors along with a costly, time consuming process in which the status of the applications is unable to be tracked electronically by the public.

Eproval is a sole source provider currently being used in similar cities, that offers a convenient, online, smart and transparent solution to the public via a user-friendly application interface. The Epremium license offers unlimited users and permit types (below are a few examples of Eproval’s potential uses):

•        block party permits
•        public demonstration requests
•        street closure permits
•        sidewalk sale permits
•        food truck/vendor permits
•        alcohol serving permits
•        busking permits
•        fire permits
•        fireworks permits
•        sign permits
•        sound permits
•        filming permits
•        photography permits.

Eproval will assist staff with creating an enhanced customer satisfaction level while offering accuracy, quality and real-time transparency to the public user thus creating a better experience for all.  The $45,000 annual licensing cost will be recovered in full through permit application and processing fees for films and events. In 2019 the City recieved $365,000 in permit fees for film and special Events.

The contract expires May 12, 2022 and has three renewal options available.
 

S.S. Event Approvals, Inc. (Vancouver, CA)^(D)                                            $45,000

(D) Indicates non-local, non-DBE business.  Recommend approval.

Approval