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TO: Mayor Richard C. Irvin
FROM: Michael Nelson, Special Events Coordinator
Jeff Anderson, Deputy CIO
DATE: 1/27/2025
SUBJECT:
A Resolution to approve the purchase a 3-year renewal subscription of the ePremium platform from Event Approvals, Inc., Vancouver, Canada in the amount of $48,500 annually, for a total award of $145,500.
PURPOSE:
The purchase of the ePremium platform from Event Approvals will allow for more efficient registration, invoicing and payment collection for Special Events.
BACKGROUND:
Since 2019, the City has successfully utilized eProval from Event Approvals to gather registration information online for all Special Events and Special Use Permits. In 2021, Resolution R22-047 approved the first renewal as well as the addition of the Applications Payment module allowed applicants to complete the payment process online.
DISCUSSION:
The eProval solution currently utilized by the City is priced at $46,000 annually. With this renewal, the City is requesting a sixth application type to be added to the agreement for processing of liquor license renewals. This renewal will bring the annual fee to $48,500.
In addition to the new addition of liquor license processing, the ePremium platform will allow the City to provide the following functions:
- Agency workflow
- Invoicing
- Application fee calculations & payments
- Application summary (PDF)
- Permit generation (PDF)
- Automated permit numbering
- Payments report & export
- Custom payment reports
- Invoice report & export
- Public application information
- Custom communication workflow
Funding is available in account 101-1280-419.45-02.
IMPACT STATEMENT:
Efficient online registration and payment for City services is expected from residents. The purchase of the ePremium platform continues to improve the City's efficiency in processing registrations for Special Events.
RECOMMENDATIONS:
That the proposed resolution be adopted.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to approve the purchase a 3-year renewal subscription of the ePremium platform from Event Approvals, Inc., Vancouver, Canada in the amount of $48,500 annually, for a total award of $145,500.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, since 2019, the City has successfully utilized eProval from Event Approvals to gather registration information online for all Special Events and Special Use Permits; and
WHEREAS, The addition of the ePremium platform has greatly improve the efficiency of the special even registration process; and
WHEREAS, The addition of the liquor license processing application will greatly improve the efficiency of the license renewals; and
WHEREAS, funding for this module will be from account 101-1380-419.45-02.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to issue purchase orders for services described in this resolution and as more fully set forth in the contract attached hereto.