SPECIAL CITY COUNCIL MEETING MINUTES
COUNCIL CHAMBERS – CITY HALL
1000 CITY CENTER CIRCLE
APRIL 5, 2011
THE SPECIAL CITY COUNCIL MEETING (Purchasing Procedures) of the City of Port Orange was called to order by Mayor Allen Green at 6:15 p.m.
Pledge of Allegiance
Roll Call: Present: Councilman Bob Ford
Councilman Donald Burnette
Councilman Bob Pohlmann
Vice Mayor Dennis Kennedy
Mayor Allen Green
Also Present: Kenneth W. Parker, City Manager
Margaret T. Roberts, City Attorney
Robin Fenwick, Deputy City Clerk
B. BUDGET WORKSHOP (PURCHASING PROCEDURES)
Mr. Parker announced that Tom Cinefro, Purchasing Coordinator, is out sick; however, John Shelley, Finance Director, is present to make the presentation regarding the current purchasing procedures and the changes being implemented.
Mr. Shelley presented the powerpoint prepared by Mr. Cinefro and discussed the purchasing team being split into two; a strategic team and a tactical team. Other highlights include: the investigation into purchase (credit) cards and the opportunity to pool together with other cities for better rates; a new tracking database for bids, RFP’s, contracts, and projects; a new vendor guide; bidder’s checklist; website changes; intranet updates; two (2) envelope bid process; and the ‘Buy American Certification’ process.
Mr. Parker brought to Council’s attention that “Buy American” has some pitfalls and Council needs to clearly define the term. Short discussion was held regarding “Buy American”.
Mayor Green wants to include a drug free certificate as well. Mr. Parker advised Council that vendors have to sign a drug free work place affidavit now.
Mr. Shelley discussed more changes relating to change orders, purchase orders, requisitions, and auction surplus items, as well as warehouse changes. The warehouse hours will be reduces so that those employees can be used for other projects within the purchasing division.
Councilman Ford asked if there is a way to open the first envelope to determine whether there are any missing papers and give the bidder a certain time frame to produce the missing items before the bids are due.
Mayor Green does not want to see that happen. He believes if a person doesn’t know how to bid properly, they don’t’ know how to do the work properly. He believes a checklist on the envelope would be sufficient and the bidder can check off the items. Otherwise, it opens the City up to determine what’s minor and what’s major deficiencies.
Councilman Ford disagrees and thinks it could have been a simple clerical issue.
Councilman Burnette asked how the purchase cards are being used currently. Mr. Shelley explained that departments use the cards and the department head reconciles and signs off on the purchases. The cards are monitored very closely and support materials are provided for each purchase. Councilman Burnette asked for more details relating to the vending machines. Mr. Shelley explained that the items in the vending machines are specific for the department where they are located and the City doesn’t pay for the items until we use them from the machine. The vendor supplies the items up front and continues to refill the vending machine as needed.
Councilman Pohlmann asked if Staff is looking for State contracts to get the lowest prices. Mr. Shelley said yes.
ADJOURNMENT: 7:02 P.M.
Mayor Allen Green
Kenneth W. Parker, City Manager