HomeMy WebLinkAbout1990-02-27 - AGENDA REPORTS - YOUTH BASKETBALL TEAM UNIFORMS (2)CONSENT CALENDAR
DATE: FEBRUARY 27, 1990
AGENDA REPORT
Ll
City Manager Approval
Item to be presented b
Jeff Kolin
SUBJECT: PURCHASE OF TEAM UNIFORMS FOW YOUTH BASKETBALL LEAGUE
DEPARTMENT: PARKS AND RECREATION /-7-AM V 1 -
BACKGROUND
During the 1988-89 season, the Parks and Recreation Department served over 500
of our youths organized into 75 youth basketball teams. While we anticipated a
modest increase in the current season, the Department was unprepared for the
overwhelming success of this program. More than 1.100 youth, comprising 140
teams registered for youth basketball competition. This was, at that time, the
largest youth sports activity in the City history of the Department's youth
programs.
Youth basketball participants pay a fee of $50 to the City for the 12 week
season. This fee covers the cost of uniforms, facility rental, officials,
equipment, and awards.
As staff became aware of the increased need for team uniforms, three competitive
bids were sought and staff selected the lowest bid submitted by a local vendor.
An order was placed for $11,411.73 in youth sports uniforms. Inadvertently and
in an effort to obtain the uniforms in a timely manner, staff did not follow the
City's purchasing procedures in making this purchase which exceeded staff
authority by approximately $1,400.
The City Manager and City Attorney have reviewed the purchase and recommended
that the City Manager authorize the purchase as an emergency purchase required
to be made to continue the operation of the youth basketball program. The
City's purchasing ordinance requires that the City Council be notified and asked
to ratify the City Manager's use of emergency purchasing authority.
Staff is working to correct the situation which led to this inadvertent breech
of proper purchasing procedures. Currently, in-service training by the City's
Finance Department is scheduled. Also, written purchasing procedures have been
re -distributed to the staff and reviewed in staff meetings. Finally, future
program needs are to be addressed on an annual basis with an emphasis on long
term planning and competitive bidding for annual contracts.
RECOMMENDATION
It is recommended that the City Council ratify the City Manager's use of
emergency purchasing authority for the purchase of basketball uniforms.
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