Taylor Area Baseball & Softball

Uniform Vendor Selection Policy

(Vote Approved January 2023)

Purpose
The purpose of this policy is to establish a fair and transparent process for the selection of uniform vendors for Taylor Area Baseball & Softball (TABS). This policy is designed to eliminate any conflict of interest and ensure that all vendor selections are made in the best interest of the league and its participants.

1. Conflict of Interest

• In accordance with league bylaws, any board member, officer, or voting representative who is employed by, has family members employed by, or has a financial interest in any supplier that submits a bid must:

  • Publicly acknowledge the conflict of interest.

  • Abstain from participating in any discussion, deliberation, or vote related to vendor selection.

• Failure to disclose a conflict of interest may result in disciplinary action as determined by the board.

• The League Treasurer, regardless of affiliation, will abstain from voting in all uniform vendor selection decisions.

2. Bid Process

• All uniform bid requests will be distributed to prospective vendors simultaneously to ensure fairness.

• Each vendor will be provided with the same specifications, instructions, and deadlines.

• All bid proposals must be submitted directly to the League Treasurer by the stated deadline.

• Late submissions or bids not returned in accordance with the instructions provided will not be considered.

3. Bid Review and Compilation

• The League Treasurer will receive all bid proposals and compile them into a blind bid format for board review.

  • Vendor names and identifying information will be removed prior to board consideration.

  • Only the specifications, pricing, and terms will be presented to ensure impartial evaluation.

• The League Treasurer will not participate in the evaluation or voting process.

4. Selection Process

• The board will review the blind bid options and select the uniform vendor(s) based on:

  • Quality of products.

  • Cost-effectiveness.

  • Ability to meet deadlines.

  • Vendor reputation and reliability.

• The board’s decision will be determined by majority vote of eligible members, with all conflicts of interest acknowledged and abstentions properly recorded.

5. Enforcement

This policy shall be enforced by the Board of Directors of Taylor Area Baseball & Softball. Any exceptions must be approved by a majority vote of the board, excluding conflicted members.