Title
Resolution to Ratify an Emergency Purchase Order Request to CivicPlus, LLC for 2020 Day Camp and Other Program Registrations Cancelled and Reimbursed Due to COVID-19 (NTE $465,000.00)
Memorandum
Attached for your review and action is a resolution ratifying an emergency purchase order request to CivicPlus, LLC for 2020 Day Camp and other program registrations cancelled and reimbursed due to COVID-19. Due to COVID-19, Summer 2020 Day Camps are cancelled, along with swimming pool programming. Registration for Day Camps begins February 1 of the year the day camps take place. Day Camp registrations were 90% full at the time of cancellation, resulting in the need to refund approximately $430,375. A handful of season swim passes, and swim lessons also need to be refunded. Staff recommend the purchase order be for a not to exceed amount of $465,000.00 to capture any other outlier cancellations. CivicPlus handles all on-line registrations for the Parks & Recreation Services Unit and Parks receive a bi-weekly check that captures sales of program registrations on-line. In the case of refunds, staff are able to process a refund directly to the customers' credit card that was used to register, so there is no significant delay in issuing refunds to the customer. CivicPlus will send the City, in this case, bi-weekly invoices capturing the amount of refunds issued due to cancellation, that the City will pay to CivicPlus.
Budget/Fiscal Impact: This expenditure will impact the revenue total for the FY2020 Parks and Recreation budget by approximately $465,000.00.
CivicPlus complies with the requirements of the City's Non-discrimination and Living Wage ordinances.
Staff
Prepared by: Josh Landefeld, Parks & Recreation Services Deputy Manager
Reviewed by: Colin Smith, Parks & Recreation Services Manager
Derek Delacourt, Community Services Area Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, CivicPlus, LLC is the developer of the Parks an...
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