To:                   Mayor Allen Green

                        Vice Mayor Dennis Kennedy

                        Council Member Bob Ford

                        Council Member Donald Burnette

                        Council Member Robert Pohlmann


From:              Kenneth W. Parker, City Manager


Subject:          Agenda Commentary for Regular City Council Meeting of

                           May 3, 2011


Date:               April 26, 2011



The Budget Workshop session on Tuesday will be Public Works.  Public Works will discuss their General Fund, Solid Waste, Drainage Utility, and Vehicle Maintenance preliminary budget for 2012-13.  This meeting is scheduled to begin at 5:30 p.m.




Item 1 -           Pledge of Allegiance

Item 2 -           Silent Invocation

Item 3 -           Roll Call




Item 4 -           Port Orange Elementary Art Contest Winners


The Port Orange Police Department in cooperation with Wal-Mart is promoting crime prevention in the City of Port Orange by sponsoring a Crime Prevention Art Contest at all six elementary schools in Port Orange – kindergarten through fifth grade.  First place winners from each of the six elementary schools will receive a certificate, a new bicycle and a new bicycle helmet.


Recognition of the winners at all six Port Orange Elementary Schools by the Mayor and City Council and presentation of the new bicycles and certificates to the winners of the 2011 Port Orange Elementary Schools Art Contest.


Item 5 -           Janet Newcomb, Market Director, PNC Institutional Investments


Janet Newcomb, Market Director for PNC Institutional Investments will be present to speak with the Council.


City Manager Comments: Ms. Newcomb will be appearing before City Council to explain the Fire Pension Fund transaction that occurred last year that created a comment by the City Auditors.




The Town Center Community Redevelopment Agency Board will meet to review and finalize the Request for Proposals for land owned by the City in Town Center.  This is in preparation for the formal advertisement in June 2011.  The CRA Board decided that it would be the review committee when proposals are received.  The CRA Board will need to determine dates of availability during the month of July to review and rank proposals and then conduct interviews.


D.   CITIZEN PARTICIPATION (Non-Agenda – 15 Minutes)




Item 6 -           Board Appointments and Interviews

            a.         Civil Service Board Reappointment

            b.         Environmental Advisory Board Reappointment



Item 7 -           Approval of Minutes


a.)   April 19, 2011 – Regular City Council Meeting


Item 8 -           Construction Activity Report


Attached is the update on construction projects from Quentin L. Hampton Associates, Inc.  Staff recommends acceptance of the report.


Item 9 -           Agreement with Fastenal Company to provide materials for City operations


In order to provide a more efficient way to dispense goods and supplies to City Operations, Staff has been investigating different methods material issues. 


Staff proposes to enter into an agreement with Fastenal Company to provide industrial vending machine service.  All goods and supplies will be provided by Fastenal Company at State contract prices, stocked by Fastenal and purchased by the City when dispensed by the equipment.


Please see the attached program summary and related agreement for detail.  Staff recommends approval.


City Manager Comments: We are beginning a pilot program at the Water Treatment Plant.  This will give us an opportunity to evaluate the program before moving forward to other sites within the City’s operation.  As the City Council may recall, this was part of the purchasing presentation made by John Shelley a few weeks ago.  The idea is to take advantage of the State contract pricing for materials while at the same time allowing the company to maintain the inventory until the City needs the product. 


Item 10 -        Generator for Public Works


The generator used for the Public Works facility is not working and needs to be replaced. This generator is relied upon to run office operations (phones, computers) and essential operations such as the fuel pumps once power is lost during hurricanes and storms.  Staff can utilize a generator that was previously used at City Hall.  The generator needs some revisions in order to serve the needs at Public Works and Florida Detroit Diesel has provided a quote for the work (see attached).  As shown, total cost for generator work and installation will not exceed $29,000.00 and funds are available in Account #50510005806400, Project#CIP010.


Staff recommends approval to have Florida Detroit Diesel proceed with generator work and installation at the Public Works facility for a cost not to exceed $29,000.00.


City Manager Comment:  All of our generators are maintained by Detroit Diesel.


Item 11 -        Award of Construction Services Contract for Bid B11-13 Clarifiers Modifications and Improvements Project


The two existing clarifiers on the north process train in the wastewater treatment plant (WWTP) were originally constructed in 1980.  They were modified in 1990 as part of the WWTP expansion project and were last rehabilitated in 2000. 


Over the course of the last 31 years, corrosion and normal wear has rendered the existing structures obsolete and in need of replacement.  Both clarifiers have reached the end of their expected useful life.  In addition to equipment and structures replacements, we are also proposing to improve the overall working safety environment and efficiency of these two clarifiers.  Perimeter concrete walkways and handrails will be installed around each clarifier to improve workers safety and accessibility during the clarifiers’ routine inspection, cleaning, and future maintenance works.  Additional walkways will be extended and flood lights will be added to improve night time working conditions. 


Ten firms submitted bids on April 19, 2011, three firms were deem non-responsive on the Envelope #1 process and seven firms bids proceeded forward to the Envelope #2.  Utilizing all bid alternates, the apparent responsive low bidder was then determined to be McMahan Construction at a total cost of $702,000.00.  Subsequent evaluation of the bids conducted by the City’s Engineering Consultant, Quentin L. Hampton, found McMahan’s bid prices to be fair and consistent within current industry standards.  In addition, McMahan has done numerous City facilities projects successfully in the past years.  As such, City staff has found McMahan Construction to be the most responsive, responsible, low bidder we therefore would like to recommend that McMahan Construction be awarded the bid at this time.


Funds have been identified and budgeted for the current fiscal year to complete this work.  These funds are currently available in the Sewer Plant Replacement Project # SSP002.  Therefore, we are requesting that Council award a contract to McMahan Construction in the amount of $702,000.00.


Staff recommends Council approve award of a contract to the firm of McMahan Construction for Bid B11-13 Clarifiers Modifications and Improvements Project, in the amount of $702,000.00, and authorize the Mayor and City Manager to execute the associated contract documents.


Item 12 -        Florida Health Care Plans/Blue Cross/Blue Shield Contract Renewal Proposal


Through a Request for Proposal and the annual negotiation process, the City and FHC/BC/BS have reached a tentative agreement for the renewal of the Health Insurance Plans for City employees for a July 1, 2011 effective date. 


This tentative agreement includes changing all the plans to a Health Care Reform platform which means all preventative/wellness visits are now covered in full.


We have secured a zero percent rate increase to the Balance HMO plan which means there is no change in the current cost to the City.  However, due to extremely high utilization on our most popular plan, the Premium HMO, within the past year an overall rate increase of 9.9% is being proposed resulting in a higher employee cost on the Premium HMO and Classic 2000 plans.  Staff recommends approval.




Item 13 -        Comments/Concerns from Council Members


At this time council members may discuss various matters or concerns.