HomeMy WebLinkAbout12-20-2023 City Council Packet
CITY OF FAIRHOPE
CITY COUNCIL REGULAR AGENDA
Wednesday, December 20, 2023 - 2:00 PM
City Council Chamber
Council Members
Jack Burrell
Corey Martin
Jimmy Conyers
Jay Robinson
Kevin G. Boone
Invocation and Pledge of Allegiance
1. Approve minutes of December 11, 2023 Regular City Council Meeting and minutes
of December 11, 2023 Work Session.
2. Report of the Mayor
3. Council Comments
4. Public Participation – Agenda Items – (3 minutes maximum)
5. Final Adoption - Ordinance - Annexation - Nicole Scopolites Administratrix for the
Estate of James M. Scopolites, (containing 4.66 acres, more or less), property
located at 8611 Gayfer Avenue Extension, Fairhope, Alabama. Tax Parcel 46-02-
09-0-000-016.000 (PIN Number 43888).
6. Resolution – That Mayor Sherry Sullivan is hereby authorized to execute an
Agreement between the City of Fairhope (“City”) and Local Government Services,
LLC (“LGS”) to provide for Video Fee Payment Compliance Review Services. The
service options chosen under this Agreement shall not exceed $6,000.00 plus pre-
approved out-of-pocket expenses if applicable.
7. Resolution - That the City of Fairhope approved the procurement of the Annual
Renewal of Palo Alto Support/Subscriptions for the Firewall that is on NASPO
(Contract #AR3229) with Clearwinds Technologies and therefore does not have to
be let out to bid. The total amount not-to-exceed $52,230.24.
8. Resolution - That the City of Fairhope approves the procurement of the Annual
Renewal of Palo Alto Cortex XDR Pro Upgrade for 1 Endpoint that is on NASPO
(Contract #AR3229) with Clearwinds Technologies and therefore does not have to
be let out to bid. The total amount not-to-exceed $10,125.00.
9. Resolution - That the City Council approves and adopts the recommendations for
the Planning Department Restructuring and Reclassification as follows: Upon the
retirement of one Code Enforcement Officer on December 31, 2023 reclassify one
(1) Code Enforcement Officer (Grade 7) to Planning Technician (Grade 8) effective
January 1, 2024.
Page 1 of 106
City Council Regular Meeting
December 20, 2023
Page - 2 -
10. Resolution - To award (Bid No. 24-010) to Osprey Initiative for GOMESA Litter
Trap Project with a bid proposal not-to-exceed $166,722.50.
11. Resolution - To award (Bid No. 24-011-2024-PWI-012) to Southern Steel
Structures for Metal Building - 50' x 100' x 18' Truck Shed for City of Fairhope -
Public Works with a bid proposal not-to-exceed $131,467.00.
12. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract
for Extension No. 1 of (Bid No. 038-22) Asphalt and Concrete Repair with JTB
Construction LLC for two (2) months per the terms and conditions of the original
contract.
13. Resolution - That the City of Fairhope approves the procurement of
Hydrofluorosilicic Acid from Hawkins, Inc. for the Water Department and authorizes
procurement based on the option allowed by the Code of Alabama 1975, Section
41-16-51(b)(7). This cost is estimated at $50,000.00.
14. Resolution - That the City of Fairhope approves the procurement of Hydrated Lime
and Chlorine Liquefied Gas from Hawkins, Inc. for the Water Department and
authorizes procurement based on the option allowed by the Code of Alabama
1975, Section 41-16-51(b)(7). The cost is an estimated $85,000 for Hydrated Lime
and $60,000.00 for Chlorine Liquefied Gas.
15. Public Participation – (3 minutes maximum)
16. Executive Session - To discuss the legal ramifications of and legal options for
pending litigation, controversies not yet being litigated but imminently likely to be
litigated or imminently likely to be litigated if the governmental body pursues a
proposed course of action.
17. Adjourn
Next Regular Meeting - Monday, January 8, 2024, 6:00 p.m.
City Council Chamber
Page 2 of 106
CITY OF FAIRHOPE
AGENDA MEMORANDUM
FROM:Lisa Hanks, City Clerk
SUBJECT:Approve the City Council Minutes, December 11, 2023 and Work
Session Minutes, December 11, 2023
AGENDA
DATE:
December 20, 2023
RECOMMENDED ACTION:
Council approval of the City Council Minutes, December 11, 2023 and Work Session
Minutes, December 11, 2023.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No.Account Title Current Budget Cost Available
Budget
$___$___($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 3 of 106
STATE OF ALABAMA )(
:
COUNTY OF BALDWIN )(
The City Council, City of Fairhope, met in regular session at
6:00 p.m., Fairhope Municipal Complex Council Chamber,
161 North Section Street, Fairhope, Alabama 36532, on
Monday, 11 December 2023.
Present were Council President Corey Martin, Councilmembers: Jack Burrell,
Jimmy Conyers, Jay Robinson, and Kevin Boone, Mayor Sherry Sullivan, City
Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks.
There being a quorum present, Council President Martin called the meeting to
order. The invocation was given by Dr. Darren McClellan, pastor of Fairhope United
Methodist Church, and the Pledge of Allegiance was recited.
Council President Martin stated there was a need to add on an agenda item
after Agenda Item Number 26: a Resolution that the City of Fairhope approves the
procurement of concrete and concrete forming materials for the Batting Cages. The
total cost is not-to-exceed $16,631.00.
Councilmember Robinson moved to add on the above-mentioned item not on
the printed agenda. Seconded by Councilmember Boone, motion passed unanimously
by voice vote.
Councilmember Robinson moved to approve minutes of the 27 November
2023, regular meeting; and minutes of the 27 November 2023, work session.
Seconded by Councilmember Burrell, motion passed unanimously by voice vote.
Mayor Sullivan addressed the City Council and thanked the City employees
for the Christmas Parade and other events during this time of the year. She told
everyone it was a great event.
Mayor Sullivan addressed the City Council and introduced Boy Scout Ashton
Sawyer with Pack 5087. Mr. Sawyer addressed the City Council and briefed them on
his Interactive Tree Trail in North Park. He said there are 24 plaques with QR codes.
He thanked the following individuals who helped him with this project: Mayor
Sullivan, Jamie Rollins, George Ladd, Paige Crawford, Mae Moss Parker, Patrick
Waldrop, Morgan Slay, Paul Fontenot, and the Tree Committee. Mayor Sullivan
commented this is a “Legacy Project” due to the work Mike Ford did with the Tree
Committee; and who is Ashton Sawyer’s grandfather.
Page 4 of 106
11 December 2023
The following individuals spoke during Public Participation for Agenda
Items:
1) Gary Gover, 300 Lincoln Street, addressed the City Council regarding Agenda
Number 23: a resolution that approves Mayor Sullivan’s selection of Pyro
Productions, Inc. for our New Year Eve’s Fireworks Display. Mr. Gover
mentioned the use of Artificial Intelligence to find issues with fireworks and
environmental effects. He said we should find another way to have these big
displays.
2) William Silcox, 8351 Highway 98 in Barnwell, addressed the City Council
regarding the issue with vehicles not stopping while his children are trying to get
on the bus for school. He asked for help with this issue.
Councilmember Burrell thanked everyone, Mayor Sullivan, and Community
Affairs Director Paige Crawford for all of their hard work to make the Christmas
Parade a great event.
Councilmember Conyers congratulated Ashton Sawyer on his project; and
Crystal for her festive outfit.
Councilmember Robinson thanked everyone for the Christmas Parade; and
said it was a great event.
Councilmember Boone reiterated what everyone else commented; and said
this is his favorite City event and best parade.
Council President Martin said he heard great comments regarding the
Christmas Parade. He said good job everyone.
Council President Martin announced Agenda Item Number 5 had been pulled
from the Agenda.
Councilmember Robinson introduced in writing an ordinance to annex the
property of Nicole Scopolites, Administratrix for the Estate of James M. Scopolites,
located at 8611 Gayfer Avenue Extension, Fairhope, Alabama. Tax Parcel 46-02-09-
0-000-016.000 (PIN Number 43888), containing 4.66 acres, more or less.
Due to lack of a motion for immediate consideration, this ordinance will
layover until the December 20, 2023 City Council meeting.
*
*
Page 5 of 106
11 December 2023
Councilmember Robinson introduced in writing, and moved for the adoption
of the following resolution, a resolution that the City of Fairhope approves the
procurement of a Three-Year Lease Renewal on the Hewlett-Packard DesignJet
T2600 Plotter on NAPSO Contract for a 36/month lease and Service Agreement for a
total FY24 Expense not-to-exceed $3,523.53); and to authorize Mayor Sherry
Sullivan to execute the Lease Agreement and Service Agreement. Seconded by
Councilmember Conyers, motion passed unanimously by voice vote.
RESOLUTION NO. 4939-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the procurement of a Three-Year Lease
Renewal on the Hewlett-Packard DesignJet T2600 Plotter under the
Statewide/NAPSO Contract for $324.19/month for a 36/month lease, (9/months of
FY24 with a not-to-exceed amount of $2,917.71); with Service Agreement of
($201.94/quarter for 3/quarters of FY24 with a not-to-exceed amount of $605.82);
(Total FY24 Expense $3,523.53); and to authorize Mayor Sherry Sullivan to execute
the Lease Agreement and Service Agreement.
ADOPTED ON THIS 11TH DAY OF DECEMBER, 2023
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Robinson introduced in writing, and moved for the adoption
of the following resolution, a resolution that Mayor Sherry Sullivan is hereby
authorized to execute a Contract with Watermark Design for Professional
Architectural and Engineering Services for (RFQ PS24-004) Fairhope Municipal Pool
Rehabilitation - Phase II Design Documentation with a not-to-exceed amount of
$120,000.00. Seconded by Councilmember Boone, motion passed unanimously by
voice vote.
Page 6 of 106
11 December 2023
RESOLUTION NO. 4940-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to
execute a Contract with Watermark Design for Professional Architecture and
Engineering Services for (RFQ PS24-004) Fairhope Municipal Pool Rehabilitation –
Phase II Design Documentation with a not-to-exceed amount of $120,000.00.
DULY ADOPTED THIS 11TH DAY OF DECEMBER, 2023
______________________________
Corey Martin, Council President
Attest:
____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Robinson introduced in writing, and moved for the adoption
of the following resolution, a resolution to award (Bid No. 23-030) Consulting
Services for FEMA Public Assistance Management Services - Government Services
to Royal Engineers and Consultants, LLC; and the cost of this contract will be
determined if it is activated at the time of a disaster. Seconded by Councilmember
Conyers, motion passed unanimously by voice vote.
RESOLUTION NO. 4941-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids to procure services
for (Bid No. 23-030) Consulting Services for FEMA Public Assistance Management
Services – Government Services at 555 South Section Street in the City of Fairhope
offices, Fairhope, Alabama.
Page 7 of 106
11 December 2023
[2] At the appointed time and place, bids were received and tabulated as follows:
AC Disaster Consulting 84
BDO USA. P.C. 59
Forvis 63
Goodwyn Mills Cawood 74
ICF Incorporated, LLC 68
Innovative Emergency Management, Inc. 79
Royal Engineers and Consultants, LLC 87
[3] After evaluating the bids with the required specifications, Royal Engineers and
Consultants, LLC is now awarded (Bid No. 23-030) for Consulting Services for
FEMA Public Assistance Management Services – Government Services. The cost of
this contract will be determined if it is activated at the time of a disaster. The hourly
rates for this firm are included in proposal.
DULY ADOPTED THIS 11TH DAY OF DECEMBER, 2023
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Burrell introduced in writing, and moved for the adoption of
the following resolution, a resolution to award (Bid No. 23-031) Consulting Services
for FEMA Public Assistance Management Services - Utility's Damage Projects to
Royal Engineers and Consultants, LLC; and the cost of this contract will be
determined if it is activated at the time of a disaster. Seconded by Councilmember
Conyers, motion passed unanimously by voice vote.
*
*
Page 8 of 106
11 December 2023
RESOLUTION NO. 4942-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, as follows:
[1] That the did request, receive, and open bids to procure services for (Bid No. 23-031)
Consulting Services for City of Fairhope FEMA Public Assistance Management Services –
Utility’s Damage Projects at 555 South Section Street in the City of Fairhope offices,
Fairhope, Alabama.
[2] At the appointed time and place, bids were received and tabulated as follows:
AC Disaster Consulting 82
BDO USA. P.C. 63
CSA Consulting Group, LLC 79
Goodwyn Mills Cawood 77
ICF Incorporated, LLC 73
Innovative Emergency Management, Inc. 80
Royal Engineers and Consultants, LLC 90
[3] After evaluating the bids with the required specifications, Royal Engineers and
Consultants, LLC is now awarded (Bid No. 23-031) for Consulting Services for FEMA
Public Assistance Management Services – Utility’s Damage Projects. The cost of this
contract will be determined if it is activated at the time of a disaster. The hourly rates for this
firm are included in proposal.
DULY ADOPTED THIS 11TH DAY OF DECEMBER, 2023
____________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Robinson introduced in writing, and moved for the adoption
of the following resolution, a resolution that Mayor Sherry Sullivan is hereby
authorized to execute a Contract with Watershed for Professional Architectural and
Engineering Services for (RFQ PS24-008) Nature Center Building Rehabilitation
with a not-to-exceed amount of $48,000.00. Seconded by Councilmember Burrell,
motion passed unanimously by voice vote. Rebecca Bryant with Watershed was
present to answer questions.
Page 9 of 106
11 December 2023
RESOLUTION NO. 4943-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a Contract with
Watershed for Professional Architectural and Engineering Services for (RFQ PS24-008)
Nature Center Building Rehabilitation with a not-to-exceed amount of $48,000.00.
DULY ADOPTED THIS 11TH DAY OF DECEMBER, 2023
________________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Robinson introduced in writing, and moved for the adoption
of the following resolution, a resolution that Mayor Sherry Sullivan is hereby
authorized to execute a Contract with Gresham Smith for Professional Engineering
Services for (RFQ PS24-009) Section Street Resurfacing in the Central Business
District (CBD) with a not-to-exceed amount of $59,517.00. Seconded by
Councilmember Boone, motion passed unanimously by voice vote.
RESOLUTION NO. 4944-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a Contract with
Gresham Smith for Professional Engineering Services for (RFQ PS24-009) Section Street
Resurfacing in the Central Business District (CBD) with a not-to-exceed amount of
$59,517.00.
DULY ADOPTED THIS 11TH DAY OF DECEMBER, 2023
________________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 10 of 106
11 December 2023
Councilmember Boone introduced in writing, and moved for the adoption of
the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized
to execute a contract with Kimley-Horn and Associates, Inc. for Professional
Engineering Services for (RFQ PS23-027) Force Sewer Main Upgrades with a not-to-
exceed amount of $530,000.00. Seconded by Councilmember Robinson, motion
passed unanimously by voice vote.
RESOLUTION NO. 4945-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to
execute a Contract with Kimley-Horn and Associates, Inc. for Professional
Engineering Services for (RFQ PS23-027) Force Sewer Main Upgrades with a not-to-
exceed amount of $530,000.00.
DULY ADOPTED THIS 11TH DAY OF DECEMBER, 2023
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized
to execute a contract with Kimley-Horn and Associates, Inc. for (RFQ PS24-010)
Professional Engineering Services for the Lead Service Line Inventory and
Compliance - Phase 1 with a not-to-exceed amount of $77,700.00. Seconded by
Councilmember Robinson, motion passed unanimously by voice vote.
*
*
Page 11 of 106
11 December 2023
RESOLUTION NO. 4946-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a
Contract with Kimley-Horn for (RFQ PS24-010) Professional Engineering Services for the
Lead Service Line Inventory and Compliance – Phase 1 with a not-to-exceed amount of
$77,700.00.
DULY ADOPTED THIS 11TH DAY OF DECEMBER, 2023
_______________________________
Corey Martin, Council President
Attest:
________________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized
to execute a contract with Krebs Engineering and Associates for Professional
Engineering Services for (RFQ PS23-025) Wastewater Treatment Plant Headworks
Improvements with a not-to-exceed amount of $350,000.00. Seconded by
Councilmember Boone, motion passed unanimously by voice vote.
RESOLUTION NO. 4947-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a Contract with
Krebs Engineering for Professional Engineering Services for (RFQ PS23-025) Wastewater
Treatment Plant Headworks Improvements with a not-to-exceed amount of $350,000.00.
DULY ADOPTED THIS 11TH DAY OF DECEMBER, 2023
________________________________
Corey Martin, Council President
Attest:
____________________________
Lisa A. Hanks, MMC
City Clerk
Page 12 of 106
11 December 2023
Councilmember Robinson introduced in writing, and moved for the adoption
of the following resolution, a resolution that Mayor Sherry Sullivan is hereby
authorized to execute a Temporary Construction Easement and Purchase Options
between the City of Fairhope, Grantee, and Bible Way Holiness Church, Grantor, for
a non-exclusive temporary construction easement. Seconded by Councilmember
Conyers, motion passed unanimously by voice vote.
RESOLUTION NO. 4948-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, That Mayor Sherry Sullivan is hereby authorized to execute a
Temporary Construction Easement and Purchase Options between the City of
Fairhope, Grantee, and Bible Way Holiness Church, Grantor, for a non-exclusive
temporary construction easement: one 50’x125’ temporary construction easement
for a pilot test well on the northwest corner of Grantor’s Property for the purpose
of constructing a water well pilot bore and possible construction of a permanent
in-ground water well on the subject property.
Adopted on this 11th day of December, 2023
________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Robinson introduced in writing, and moved for the adoption
of the following resolution, a resolution that Mayor Sherry Sullivan is hereby
authorized to execute a Temporary Construction Easement and Purchase Options
between the City of Fairhope, Grantee, and Baldwin County Board of Education,
Grantor, for the following non-exclusive temporary construction easements.
Seconded by Councilmember Conyers, motion passed unanimously by voice vote.
Page 13 of 106
11 December 2023
RESOLUTION NO. 4949-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, That Mayor Sherry Sullivan is hereby authorized to execute a
Temporary Construction Easement and Purchase Options between the City of
Fairhope, Grantee, and Baldwin County Board of Education, Grantor, for the
following non-exclusive temporary construction easements: one 50’x50’
temporary construction easement for a pilot test well on the northeast corner of
Fairhope East Elementary School (“Fairhope East”); one 15-foot easement across
the northeast side of Fairhope East to the pilot test well; and one 30’ x 150’
temporary construction easement on the northeast side of Fairhope to Well 8B),
for the purpose of constructing a water well pilot bore and possible construction
of a permanent in-ground water well on the northeast corner of Fairhope East
Elementary School campus.
Adopted on this 11th day of December, 2023
________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Boone Conyers introduced in writing, and moved for the
adoption of the following resolution, a resolution that until further notice and until
feasibility studies are completed, the City Utility Department will not issue
availability certificates for sewer service to new applicants outside the corporate
limits of the City of Fairhope. Seconded by Councilmember Conyers, motion passed
unanimously by voice vote.
*
*
Page 14 of 106
11 December 2023
RESOLUTION NO. 4950-23
WHEREAS, in recent years the explosive growth of the City of Fairhope has put
heavy demands on the resources of the City to meet the sewer needs of Fairhope
residents and businesses; and
WHEREAS, these demands on the City’s resources, particularly the demand for
sewer, have made it increasingly difficult for the City to meet the needs of Fairhope’s
customers while continuing with the City’s policy of serving sewer customers outside
Fairhope’s corporate limits; and
WHEREAS, while the City is presently engaged or will be engaged in research and
professional studies designed to determine adequate capacity for sewer services and
potential expansion of sewer infrastructure, the success of the effort is far from
certain and, in any event, the costs of securing additional infrastructure for sewer
services will be substantial; and
WHEREAS, the Governing Body of the City of Fairhope finds and declares its
primary purpose to be the provision of sewer service to customers located within the
corporate limits of the City of Fairhope.
NOW, THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF
THE CITY OF FAIRHOPE, ALABAMA, That until further notice and until
feasibility studies are completed, the City Utility Department will not issue
availability certificates for sewer service to new applicants outside the corporate
limits of the City of Fairhope. Additionally, as alternate sewer services including but
not limited to septic tanks, aerobic lagoons, hydrograph lagoons, trench filters,
alternate commercial services, etc., are not subject to inspection or permitting and do
not meet the stringent standards of the City of Fairhope, an applicant using any of
these alternate sewer types or services will not be eligible for annexation into the
corporate limits of the City of Fairhope.
ADOPTED THIS 11TH DAY OF DECEMBER, 2023
________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 15 of 106
11 December 2023
Councilmember Boone introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the
procurement of Lights and Poles for the Greeno Road Median between Sportsman
Marine to State Route 104 from Gresco for a not-to exceed cost of $295,200.00; and
authorizes procurement without formal bid based on the option allowed by the Code
of Alabama 1975, Section 41-16-51(b)(7). Seconded by Councilmember Conyers,
motion passed unanimously by voice vote.
RESOLUTION NO. 4951-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the procurement of Lights and Poles for the
Greeno Road Median between Sportsman Marine to State Route 104 from Gresco for
a not-to exceed cost of $295,200.00; and authorizes procurement without formal bid
based on the option allowed by the Code of Alabama 1975, Section 41-16-51(b)(7).
ADOPTED ON THIS 11TH DAY OF DECEMBER, 2023
________________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Robinson introduced in writing, and moved for the adoption
of the following resolution, a resolution that the City of Fairhope approves the
procurement of Weathering Steel Poles from Meyer Utility Structures for a not-to-
exceed cost of $283,224.00; and authorizes procurement without formal bid based on
the option allowed by the Code of Alabama 1975, Section 41-16-51(b)(7). This is a
Sole Source Provider. Seconded by Councilmember Burrell, motion passed
unanimously by voice vote.
*
*
Page 16 of 106
11 December 2023
RESOLUTION NO. 4952-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City of Fairhope approves the procurement of Weathering Steel Poles from
Meyer Utility Structures for a not-to exceed cost of $283,224.00; and authorizes procurement without
formal bid based on the option allowed by the Code of Alabama 1975, Section 41-16-51(b)(7). This is
a Sole Source Provider.
ADOPTED ON THIS 11TH DAY OF DECEMBER, 2023
_________________________________
Corey Martin, Council President
Attest:
______________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Burrell introduced in writing, and moved for the adoption of
the following resolution, a resolution to award (Bid No. 24-009) New
Sherman+Reilly Bullwheel Wire Tensioner or Equivalent to SouthCon with a total
bid proposal not-to-exceed $110,709.00. Seconded by Councilmember Conyers,
motion passed unanimously by voice vote.
RESOLUTION NO. 4953-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids to procure services for (Bid No. 24-
009) New Sherman+Reilly Bullwheel Wire Tensioner or Equivalent at 555 South Section Street in the
City of Fairhope offices, Fairhope, Alabama.
[2] At the appointed time and place, bids were received and tabulated as follows:
SouthCon $110,709.000
[3] After evaluating the bid with the required specifications, SouthCon is now awarded (Bid No. 24-
009) for New Sherman+Reilly Bullwheel Wire Tensioner or Equivalent with a bid proposal not-to-
exceed $110,709.00.
DULY ADOPTED THIS 11TH DAY OF DECEMBER, 2023
_________________________________
Corey Martin, Council President
Attest:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 17 of 106
11 December 2023
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the
procurement for contractor Bagby & Russell Electric Company, Inc. to replace the
Traffic Control Cabinet at the Intersection of Fairhope Avenue and Bancroft Road for
a not-to-exceed cost of $31,350.00. Seconded by Councilmember Boone, motion
passed unanimously by voice vote.
RESOLUTION NO. 4954-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the procurement of contractor Bagby &
Russell Electric Company, Inc. to replace the Traffic Control Cabinet at the
Intersection of Fairhope Avenue and Bancroft Road for a not-to exceed cost of
$31,350.00.
ADOPTED ON THIS 11TH DAY OF DECEMBER, 2023
________________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves Mayor
Sherry Sullivan selection of Pyro Productions Inc. as Professional Consultant for
(RFQ PS24-011) Design and Production of the Fireworks Display for New Year's
Eve 2024, pursuant to Code of Alabama, "Pyrotechnic Shooter Law"; and authorizes
the Mayor to execute a contract with an amount not-to-exceed $12,000.00. Seconded
by Councilmember Boone, motion passed unanimously by voice vote.
*
*
Page 18 of 106
11 December 2023
RESOLUTION NO. 4955-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves Mayor Sherry Sullivan selection of Pyro
Productions Inc. as Professional Consultant for (RFQ PS24-011) Design and
Production of the Fireworks Display for New Year's Eve 2024, pursuant to Code of
Alabama, "Pyrotechnic Shooter Law"; and authorizes the Mayor to execute a contract
with an amount not-to-exceed $12,000.00; and authorizes the City Treasurer to pay
$6,000.00 with the execution of contract and $6,000.00 on December 31, 2023.
[2] This professional service is exempt from formal bidding per Code of Alabama
1975, Section 41-16-51 (a)(3).
DULY ADOPTED THIS 11TH DAY OF DECEMBER, 2023
________________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Burrell introduced in writing, and moved for the adoption of
the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized
to execute a contract between the City of Fairhope and Music Garden to provide
musical entertainment at the Fairhope New Year's Eve 2024 Celebration for a not-to-
exceed amount of $8,500.00; and authorize the City Treasurer to pay $8,500.00
payable to Music Garden with execution of contract prior to the performance.
Exempt from formal bidding per Code of Alabama1975, Section 41-16-51 (a)(3).
Seconded by Councilmember Conyers, motion passed unanimously by voice vote.
*
*
Page 19 of 106
11 December 2023
RESOLUTION NO. 4956-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAM, as follows:
[1] That Mayor Sherry Sullivan is hereby authorized to execute a contract between
the City of Fairhope and Music Garden to provide musical entertainment at the
Fairhope New Year’s Eve 2024 Celebration for a not-to-exceed amount of $8,500.00;
and authorize the City Treasurer to pay $8,500.00 payable to Music Garden with
execution of contract prior to the performance.
[2] This professional service is exempt from formal bidding per Code of Alabama
1975, Section 41-16-51 (a)(3).
ADOPTED ON THIS 11TH DAY OF DECEMBER, 2023
_______________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Council President Martin announced Agenda Item Number 25 had been pulled
from the Agenda.
Councilmember Robinson moved to grant the request of Randal Wright, on
behalf of the Friends of the Fairhope Public Library, Requesting permission to serve
alcohol at its annual Chocolate and Champagne Gala 2024 on Saturday, January 27,
2024, from 7:00 p.m. to 9:30 p.m. in the Fairhope Public Library. Seconded by
Councilmember Conyers, motion passed unanimously by voice vote.
Councilmember Robinson introduced in writing, and moved for the adoption
of the following resolution, a resolution to approve the procurement of materials for
the Batting Cages for the Recreation Department with a cost not-to-exceed
$16,631.00. Seconded by Councilmember Boone, motion passed unanimously by
voice vote. Recreation Director Pat White explained the two batting cages and said
these would be placed behind Field 1 in the Northwest corner.
Page 20 of 106
11 December 2023
RESOLUTION NO. 4957-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope has voted to procure Materials for the Batting Cages for
the Recreation Department; and the concrete is available for direct procurement
through the South Alabama Purchasing Association (“SAPA”) which has been
nationally bid ($11,700.00); and the lumber and forming materials from Creel
Construction are under $5,000.00 ($4,931.00); therefore, do not have to be let out for
bid. The total not to exceed cost is $16,631.00 that is not budgeted.
Adopted on this 11th day of December, 2023
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
The following individuals spoke during Public Participation for Non-Agenda
Items:
1) Doug Greengard, 311 Wakefield Avenue, addressed the City Council regarding his
opposition to some books in the teen section of the Fairhope Public Library. He told
the Mayor and Councilmembers they had not commented on this issue; and said with
no comments you must condone it. Mr. Greengard said if I handed out this material,
how soon would I be arrested. Council President Martin asked Mr. Greengard has
any of the authors been arrested. Councilmember Conyers responded everyone has
their own opinion. Council President Martin commented there was a process,
individuals read the books, and then books were reconsidered with the same result.
2) Charles Wilson, 489 Bartlett Avenue, addressed the City Council, and mentioned the
Federal Law on Obscenity and read excerpts from it. He said the Board of Trustees
approved these books without reading these. He asked City Clerk Lisa Hanks to
make copies of the Federal Law on Obscenity and hand out to the Mayor,
Councilmembers, and Library Board of Trustees.
Page 21 of 106
11 December 2023
3) Carol Wilson, 489 Bartlett Avenue, addressed the City Council and mentioned a
resolution for consideration that states no public building should provide a platform
or distribution for obscene and objectionable materials to minors. She commented the
Library Board of Trustees approved to keep the books in the teen area without a
discussion. She asked the City Council to consider approving the resolution. Ms.
Wilson commented on the two books she submitted for reconsideration.
4) Rebecca Bryant, 103 Blakeney Avenue, addressed the City Council and commented
she knew about this issue but had not experienced it until tonight. Ms. Bryant said
she does think there are a lot of Fairhopers who have not attended these meetings but
who support the process of the Library, support the free exchange of ideas, and
deeply concerned and afraid of small subcommittee defining books (what is
acceptable and what is not acceptable). Ms. Bryant said her family moved to
Fairhope for the rich tradition of open exchange of ideas, and support of the arts. She
said they are not welcome to limit our thoughts and what we can read.
At the request of the City Attorney, Marcus E. McDowell, the City Council
will rise from the meeting to go into Executive Session based on Alabama Code § 36-
25A-7(a)(6) to discuss the consideration the City is willing to offer or accept when
considering the purchase, sale, exchange, lease, or market value of real property. The
discussions could have a detrimental effect upon the competitive position of the City
in the negotiations if the matter was discussed in public; and 36-25A-7(a)(3) to
discuss controversies not yet being litigated but imminently likely to be litigated or
imminently likely to be litigated if the governmental body pursues a proposed course
of action. The approximate time to be in Executive Session is 45 minutes.
Councilmember Robinson moved to go into Executive Session. Seconded by
Councilmember Conyers, motion passed unanimously by voice vote.
Exited the dais at 7:08 p.m. Returned at 7:36 p.m.
Councilmember Conyers moved to adjourn the meeting. Seconded by
Councilmember Burrell, motion passed unanimously by voice vote.
There being no further business to come before the City Council, the meeting
was duly adjourned at 7:37 p.m.
Corey Martin, Council President
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 22 of 106
STATE OF ALABAMA ) (
:
COUNTY OF BALDWIN ) (
The City Council met in a Work Session
at 4:30 p.m., Fairhope Municipal Complex Council Chamber,
161 North Section Street, Fairhope, Alabama 36532,
on Monday, 11 December 2023.
Present were Council President Jay Robinson, Councilmembers: Jack Burrell,
Corey Martin, Jimmy Conyers, and Kevin Boone, Mayor Sherry Sullivan, City
Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks.
Council President Robinson called the meeting to order at 4:33 p.m.
The following topics were discussed:
•The first item on the Agenda was the Discussion of the Wastewater Infrastructure and
Connections outside the Corporate Limits of the City of Fairhope. Council President
Martin read the resolution and explained it briefly. Mayor Sullivan said we need a
plan in place and there is not a specific timeline. Councilmember Burrell questioned
the paragraph with “Certificates of availability may be issued by the City Utility
Department and it may provide sewer service to a subdivision with 4 or fewer lots or
a single-family home outside the corporate limits.” The City Council agreed that in
six months the Mayor would report back to them. Councilmember Burrell and
Council President Martin both agreed that none would be allowed outside the City
limits. Water and Wastewater Superintendent Daryl Morefield addressed the City
Council and explained that Kimley Horn would be doing a feasibility study for the
infrastructure.
•The next item on the Agenda was the Discussion of GIS Software Licensing
presented by Planning Director Hunter Simmons. He said the software ESRI was a
sole source software; and the quote is good through January 2024. Mr. Simmons
mentioned there would be a 10 percent increase after or during January.
Councilmember Burrell questioned receivables and difference. Mr. Simmons
explained the credits and how used.
•Councilmember Conyers gave a brief update on the Library Board meeting. He said
they reconsidered the books to relocate from the teen section to the adult section. The
Library Board of Trustees upheld the decision of the Library.
•Councilmember Robinson commented there would be a Historic Preservation
meeting this week.
•Planning Director Hunter Simmons addressed the City Council regarding Agenda
Item No. 5 and said he met with Councilmember Burrell and City Attorney
McDowell to discuss this ordinance. Councilmember Burrell explained how they
came to the revision of the ordinance. He said they cannot change the original roof
lines (exterior) but can change interior. He stated this will preserve the front of the
building and structure with flexibility. Mr. Simmons stated that with these conditions,
the ordinance will have to be readvertised for a new public hearing. Councilmember
Conyers commented he was not in favor of up zoning.
Page 23 of 106
Monday, 11 December 2023
Page -2-
Council President Martin asked if we could keep B-4 and have the same
recommendations; and questioned day care as a use. Councilmember Conyers
questioned building beyond 10 feet. Councilmember Robinson said the goal is to
enhance downtown Fairhope and maintain the charm and integrity. Councilmember
Robinson said he notices the big and new buildings being built downtown. He said
we need to enhance downtown; and there is global concern for downtown Fairhope.
Councilmember Conyers said we need to look at this now and for 25 years from now.
Council President Martin said we must look at and give our due diligence for our
zoning and comprehensive plan. Councilmember Burrell said to add “shopping
centers” to the conditions we will not allow.
Mr. Simmons addressed Agenda Items No. 6 and No. 7; and answered any questions
if needed.
•City Engineer Richard Johnson addressed the City Council regarding Agenda Items
No. 8, No. 9, No, 10, No. 11, No. 12 and No. 22; and answered any questions if
needed.
•Water and Wastewater Superintendent Daryl Morefield addressed the City Council
regarding Agenda Items No. 13, No. 14, and No. 15; and answered any questions if
needed.
•Gas Superintendent Wes Boyett addressed the City Council and gave an update on
Phase I Cast Iron Replacement Project that began on December 4, 2023. He
mentioned Cowpen Creek, D’Olive Creek line, and Highway 31 projects.
•Mayor Sherry Sullivan addressed the City Council regarding Agenda Items No. 16
and No. 17; and answered any questions if needed.
•Electric Superintendent Ben Patterson addressed the City Council regarding Agenda
Items No. 19, No. 20, No. 21, and No. 22; and answered any questions if needed.
City Attorney Marcus McDowell questioned why the poles were not bid out.
•Mayor Sullivan addressed the City Council regarding Agenda Items No. 23 and No.
24; and answered any questions if needed.
•City Clerk Lisa Hanks addressed the City Council regarding Agenda Item No. 26;
and answered any questions if needed.
There being no further business to come before the City Council, the meeting
was duly adjourned at 5:55 p.m.
_________________________________
Corey Martin, Council President
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 24 of 106
CITY OF FAIRHOPE
AGENDA MEMORANDUM
FROM: Lisa Hanks, City Clerk
SUBJECT: Annexation - Nicole Scopolites Administratrix for the Estate of James
M. Scopolites, (containing 4.66 acres, more or less), property located
at 8611 Gayfer Avenue Extension, Fairhope, Alabama. Tax Parcel
46-02-09-0-000-016.000 (PIN Number 43888)
AGENDA
DATE:
December 20, 2023
RECOMMENDED ACTION:
Approve and Adopt Annexation of Nicole Scopolites Administratrix for the Estate of James M.
Scopolites, (containing 4.66 acres, more or less), property
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 25 of 106
ORDINANCE NO. ____
WHEREAS, NICOLE SCOPOLITES ADMINISTRATRIX FOR THE ESTATE OF
JAMES M. SCOPOLITES, the owner of the hereinafter described property, did, in writing,
petition the City of Fairhope, a municipal corporation, for annexation under Section 11-42-
21 of the Code of Alabama, 1975, as amended; and
WHEREAS, a map of said property is attached to said Petition as an exhibit;
NOW, THEREFORE BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY
OF FAIRHOPE, ALABAMA, that the following described property, lying contiguous to the
corporate limits of the City of Fairhope, Alabama; and not within the corporate limits or the
police jurisdiction of any other municipality; be and the same is hereby annexed to the City
of Fairhope, Alabama, to-wit:
Property is located at 8611 Gayfer Avenue Extension, Fairhope, Alabama.
LEGAL DESCRIPTION:
TAX PARCEL 46-02-09-0-000-016.000
LOT 2 OF GAYFER PLACE AS PER ITS PLAT RECORDED ON SLIDE 2731-
A IN THE JUDGE OF PROBATE’S OFFICE, BALDWIN COUNTY,
ALABAMA, CONTAINING 4.66 ACRES, MORE OR LESS.
This property shall be zoned R-1, Low Density Single-Family Residential District.
BE IT FURTHER ORDAINED that a certified copy of this Ordinance, with a copy of the
Petition and the exhibit, be recorded in the Office of the Probate Judge, Baldwin County,
Alabama.
This Ordinance shall take effect immediately upon its due adoption and publication as
required by law.
Adopted and approved this 20th day of December, 2023.
By:_____________________________
Corey Martin, Council President
Attest:
By: ___________________________
Lisa A. Hanks. MMC
City Clerk
Adopted and approved this 20th day of December, 2023.
By:___________________________
Sherry Sullivan, Mayor
Page 26 of 106
STATE OF ALABAMA
COUNTY OF BALDWIN
CITY OF FAIRHOPE
P.O. DRAWER 429
FAIRHOPE, AL 36533
251/928-2136
PETITION FOR ANNEXATION
)(
)(
We, the undersigned PETITIONER(S), owner(s) of the lands in fee simple described in th e
attached EXHIBIT A , such property being without the Corporate Limits of the City of Fairhop e,
Alabama, but being contiguous to the said Corporate Limits; and such property no t lying with in
the corporate limits or police jurisdiction of any other municipality, do, by these presents, hereby
p etition the City of Fairhope, a municipal corporation, that said property be annexed into the City
of F airhope, Alabama.
The subj e ct land is delineated on the map attached hereto as EXHIBIT B that will be prepared by
th e City of Fairhope to verify property is contiguous.
This p etition is filed under authority of Section 11-42-21 , Code of Alabama, 1975 , as amended.
)( This petition is for R-1 Zoning
The condition of the Petition is that zoning be established as i R-1
Concurrent with Annexation. (Zoning Request)
Is this property colony property ___ Yes XXXNo. If this property is colony
property, the Fairhope Single Tax Office must sign as a petitioner. IZ A-te_ ~ i.J./CQI e.... r,-D111 1n 1sr 7 ..... ,
11~ C'=·. ~ SCOPOLITES Eucuter for the Estate
-~ y. ~ of James M. Scopolites
Signature of Ptitio~ Print petitioner's name
Signature of Petitioner Print petitioner's name
Signature of Petitioner Print petitioner's name
Physical Address of property being annexed: 8611 Gayfer A venue Ext, Fairhope, AL
Petitioner 's Current Physical Address :
.Y0/ / Gey:e:/2_ f.h.Je E ;<.,.
F flt f?/fcpe I A: L--~5 '3.;;L
Telephone Number(s):
Petitioner's Current Mailing Address:
Home Work
P N : 05-46-02-09-0-000-016.000
Tax Parcel ID Number: PIN: 43888 Size of Property: 4.66+/-Acres
Page 27 of 106
Petition for Annexation
Page -2-
~(~~B-a Notary Public in and for said State and CoUJny , hereby
certify that -\::_5 whose name(s) is/are signed to the forgorng
Petition and who is/are known to me, this day appeared before me and, being first duly sworn,
acknowledge that he/she/they have voluntarily executed this Petition on this day same bears date.
Given under my Hand and Seal thi~ay of }Loe... , 2<G3_,
(Seal.~_...i...a.,._. ............... -c ~UJG no Ll A) { ,W Q mfx)J
TIFFANEY WILLIAMSON No'tWublic 1J
Notary Public My Commission Expires
Alabama State at Large My commission expires ___ N_o_v_e_m_b_e_r_8_, _20_2_5
I, ______________ a Notary Public in and for said State and County, hereby
certify that _____________ whose name(s) is/are signed to the forgoing
Petition and who is/are known to me, this day appeared before me and, being first duly sworn,
acknowledge that he/she/they have voluntarily executed this Petition on this day same bears date.
Given under my Hand and Seal this ___ day of _____ , 20 __ ,
(Seal)
Notary Public
My commission expires ________ _
I, ______________ a Notary Public in and for said State and County, hereby
certify that _____________ whose name(s) is/are signed to the forgoing
Petition and who is/are known to me, this day appeared before me and, being first duly sworn,
acknowledge that he/she/they have voluntarily executed this Petition on this day same bears date.
Given under my Hand and Seal this ___ day of ____ __, 20_,
(Seal)
Notary Public
My commission expires ________ _
Page 28 of 106
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8 ~---------FOGLE, EDWIN E ~ 21140 ~AOOWBROOK DR o I FAIRHOPE AL 36532
0 c:i S 89° 57' 45" E 723.09' ! l'1 r-------------------SIP ______________________ ~-----1-'' 0,-........ k Utllt, r .... mont --,oo• -----------;;;:;;;7 §
f-------2D.5.00' __________ T -r------------------,--~--, N 89° '-;~:~~." ~S~•,-;_109' ----------------I l ~
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11 ' ~·1 \ · .. 0 \ N 89° 57'45" ~ -,j I .) ! j 1' -\ \ ~ \ 35.oo· w ~ I I
,gl I ~.~ \ ·. ~ \ Wooded Areo ~I •I I ;$• IU'l \ ', Cl \ \ I ~I I ...I 0, \ ·•. (<\ \
3: ~I Wooded Area , 'ii'~ \ <" \ ., 11 : 5 I -~I L OT 2-A \ ~ Tu \ ~ -
: ~~ PROPOSED ZONING R-1 j ;jj~ 1~gi~~_l;c;~ Ft \ \_ \ \ PROPOSED ZONING R-1 ~
c ~"'I LOT 3 -B ' 'I"' PROPOSED ZONING R-1 \ ~ \ 1 !ii
:;, 5 I La ' -. \ ~---. '---+<T-is 0 ~ 55,245+/-Sq . Ft •-'10 \ ~ \ ! Mobile Home I i; .j/ '"I
z g1 1.268+/-Acres Ill j o Wooded Area \ ~ .,-, \ ,o• 'jl ~ El ,! •j8 \ <!> ··"'· \ ,I !I
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I I I \ ··.. , I I
LO T 1 GAYFER PLACE Recorded Slide 2731-A
0 I j \ \ ·. \ 1~• Drolnoge, utllty Easement & I I :;; L __ ____ ~--·.. _ _:, __________ Fut..-e SK!ewotk Easement _'"')_ ___ J_ ~L
c I 205.00' SIP 15' Drainage & Utiily Easement & Fut..-e SK!ewolk Easement 554.08' ·.. /
:-~ ~ oo• ~. 50" .w 30.~, • • • • • = -~ N 89° 57' 45" W 729.08' ~..._
LI
I S 89° 57' 45" E 30.0'
Edge of Road
--0' 50' 100'
60' Right-of-way Paved Rood GA YFER ROAD EXTENS ON
Existing
150'
/
/
Existing Fire Hydrant
Sidewalk_.,.,.
LEGAL DESCRIPTION :
LOT 2 OF GA YFER PLACE AS PER
ITS PLAT REC ORD ED ON SLIDE 2731-A
IN THE JUDGE OF PROBATE'S OFFICE,
BALDWIN COUNTY, ALABAMA .
SSL = Bu ilding Setback Line
f'PT = f' ound Crimp Top Pipe
FOTP = f'ound Open Top Pipe
u
242'
I, Seth W. Moore, a Licensed Professi onal Land Surveyor, hereby
stole that oft pOf'ts of this survey and drawing hove been completed
in accordance with the requirements by the Standards of Practice
for Latd Surveying in the Stole of Alabama to the best of my
Knowledge, informat ion and belief, this is a true and correct mop .
All according to my survey mode this the __ day of ----
2022.
I also stole that this drawing and or certification does not reflect
any title or easement research, other than what is visible on the
grC)t.l'Kj or provided by the clients al time of survey.
Seth W. Moore, P.L .S.
Alo. Reg. No. 166 71
Page 30 of 106
Annexation -PIN 4388 8
Page 31 of 106
CITY OF FAIRHOPE
AGENDA MEMORANDUM
FROM: Lisa Hanks, City Clerk
Kim Creech, CITY TREASURER
SUBJECT: Local Government Services, LLC (“LGS”) to provide for Video Fee Payment
Compliance Review Services.
AGENDA
DATE:
December 20, 2023
RECOMMENDED ACTION:
Authorize Mayor Sherry Sullivan to execute an Agreement between the City of Fairhope
(“City”) and Local Government Services, LLC (“LGS”) to provide for Video Fee Payment Compliance
Review Services.
BACKGROUND INFORMATION:
Assist the City in performing a video fee payment compliance review to determine
DIRECTV’s compliance with the City’s Agreement, for the period January 1, 2021
through December 31, 2023 related to video service fee payments. LGS shall also
assist the City in enforcing the video fee payment provisions of the City’s Agreement
with DIRECTV.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Page 32 of 106
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 33 of 106
RESOLUTION NO. ______
A RESOLUTION OF THE CITY OF FAIRHOPE THROUGH THE CITY COUNCIL TO
AUTHORIZE THE MAYOR OF SAID CITY TO EXECUTE A VIDEO FEE PAYMENT
COMPLIANCE REVIEW SERVICE
WHEREAS, the City of Fairhope desires to regulate and oversee the provision of video
services;
WHEREAS, Local Government Services, LLC has available a video fee payment
compliance review service to assist the City in such regulation offered through a Joint Service
Agreement with LGS as an independent contractor of the Municipal Association of Alabama;
NOW THEREFORE BE IT RESOLVED, that the Mayor of the City of Fairhope is hereby
authorized to execute a video fee payment compliance review service agreement on behalf of the
City, in substantially the same form as Appendix A which is attached to and made a part of this
resolution.
RESOLVED by the Mayor and City Council of the City of Fairhope this 20th day of
December, 2023.
ATTEST:
By
__________________________
Lisa A. Hanks, MMC
City Clerk
_____________________________
Corey Martin, Council President
City of Fairhope
(SEAL)
Page 34 of 106
APPENDIX A
AGREEMENT BETWEEN
THE CITY OF FAIRHOPE , ALABAMA
AND
LOCAL GOVERNMENT SERVICES, LLC
FOR VIDEO FEE PAYMENT COMPLIANCE REVIEW SERVICE
WHEREAS, the City of Fairhope, Alabama ("City") desires to provide regulation and oversight
of video services being provided to the citizens of the City;
WHEREAS, Local Government Services , LLC ("LGS") has available a video fee payment
compliance review service offered through a Joint Service Agreement with LGS as an
independent contractor of the Alabama League of Municipalities; and ,
WHEREAS, the City has a need for such video fee payment compliance review service.
THEREFORE, THE CITY AND LGS AGREE AS FOLLOWS:
Section 1. Service options provided to the City of Fairhope, Alabama
LGS assures that its services will be accomplished in a timely manner with the cooperation and
assistance of the City. In this regard, the City agrees to designate a contact whom LGS will contact
and who will regularly review, discuss regarding the services provided, the time for performance of
the services, and to assist in arranging meetings , conferences, and other arrangements with LGS to
facilitate the performance of services by LGS and to ensure that all information and issues required
for review by LGS are made available to LGS . LGS agrees to provide , directly or through its agents
or subcontractors, the following services:
a) _x_Assist the City in performing a video fee payment compliance review to detennine
DIRECTV's compliance with the City's Agreement, for the period January 1, 2021 through
December 31, 2023 related to video service fee payments. LGS shall also assist the City in
enforcing the video fee payment provisions of the City's Agreement with DIRECTV (LGS is not
responsible for cost associated with filing for court action or legal representation in a court
proceeding).
In the event that the City, at a later date , desires to obtain additional services offered by LGS the
parties to the agreement may execute an addendum or addenda to this agreement for the City to
obtain such services
Section 2. Effective Date, Payment and Termination.
a) This agreement shall become effective upon the signature by the parties.
b) The total cost of the video fee compliance review service is $6 ,000.00 plus pre-approved out
of pocket expenses if applicable. There is an initial payment of $3 ,000.00 and the final
payment of $3 ,000.00 applies only if LGS is required to assist City in recovering underpaid
video service fees that were due for the review period. LGS shall provide to the City
documentation sufficient to substantiate any out-of-pocket costs.
Page 35 of 106
c) The City shall pay LGS the initial payment of the total obligation when this Agreement is
executed and upon completion of the review the final payment for the option chosen above
within fourteen (14) days following completion of the work performed by LGS. The City
agrees to utilize whatever reasonable enforcement remedies that exist to assist LGS in
obtaining the information necessary for LGS to perfonn the review and to recover any video
service fees due. Failure of the City to enforce state law will relieve LGS from any
obligations to the City.
Section 3. Hold Harmless and Indemnification.
Each party shall bear the responsibility for liability for negligence, errors or omissions of its own
officers, agents, employees or subcontractors in carrying out this agreement.
Section 4. Assignment/Transfer
LGS is prohibited from assigning or transferring any of its obligations of this Agreement without
obtaining prior approval of the City.
Section 5. Amendments.
This contract may be amended by future written agreements executed on behalf of the City and LGS.
Section 6. Law Applicable.
This agreement shall be construed under the laws of the State of Alabama.
EXECUTED ON BEHALF OF THE CITY OF FAIRHOPE THIS
2023.
DAY OF DECEMBER,
ATTEST:
By ___________ _
Lisa A . Hanks , MMC
City Clerk
SEAL
Mayor:
Sherry Sullivan,
City of Fairhope
EXECUTED ON BEHALF OF LOCAL
GOVERNMENT SERVICES , LLC
By ___________ _
Member
Page 36 of 106
CITY OF FAIRHOPE
AGENDA MEMORANDUM
FROM: Jeff Montgomery
SUBJECT: The I.T. Director, Jeff Montgomery, requests approval to procure the
annual renewal of support/subscriptions for the firewall.
AGENDA
DATE:
December 20, 2023
RECOMMENDED ACTION:
To approve this procurement for the Annual Renewal of Firewall Support/Subscriptions
at a cost of $52,230.24.
BACKGROUND INFORMATION:
Thre renewal will include Palo Alto Networks GlobalProtect Subscription - Qty: 2
($3,710.73 each); Palo Alto Networks DNS Security Subscription - Qty: 2 ($3,710.73
each) ; Palo Alto Networks Wildfire Subscription - Qty: 2 ($3,710.73 each); Palo Alto
Networks Threat Prevention Subscription - Qty: 2 ($3,710.73 each); Palo Alto Networks
Advanced URL Filtering Subscription - Qty: 2 ($6,472.20 each); Palo Alto Networks
Premium Support Renewal - Qty: 2 ($4,800.00 each). The total cost for the year will be
Fifty-Two Thousand Two Hundred Thirty Dollars and Twenty-Four Cents ($52,230.24).
This will be purchased through the purchasing cooperative NASPO (Contract #AR3229)
with Clearwinds Technologies and therefore does not have to be let out to bid.
2023 Cost was $50577.16
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001160-
50300
Computer - Palo
Alto Renewal (Line
150)
$52,230.24 $52,230.24 $0.00
GRANT:
N/A
Page 37 of 106
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
Page 38 of 106
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the procurement of the Annual Renewal of
Palo Alto Support/Subscriptions for the Firewall that is on NASPO (Contract
#AR3229) with Clearwinds Technologies and therefore does not have to be let out to
bid. The total amount not to exceed $52,230.24.
ADOPTED ON THIS 20TH DAY OF DECEMBER, 2023
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 39 of 106
We have prepared a quote for you
Palo Alto PA-3250 Renewal
Quote # 046726
Version 1
Prepared for:
City of Fairhope
Jeff Montgomery
jeff.montgomery@cofairhope.com
Page 40 of 106
13001 Liberty Parkway
Vestavia Hills, AL 35242
www.clearwinds.net
(205) 413-8323
Software
Description Price Qty Ext. Price
PAN-PA-3250-GP-
HA2-R
Palo Alto Networks GlobalProtect Subscription for Device in an HA Pair
Renewal - PA-3250 - 1 Year
Serial # - 016301005633
Coverage Dates - 2-JAN-24 thru 2-JAN-25
NASPO Contract # AR3229
$3,710.73 1 $3,710.73
PAN-PA-3250-
DNS-HA2-R
Palo Alto Networks DNS Security Subscription for Device in an HA Pair
Renewal - PA-3250 - 1 Year
Serial # - 016301005633
Coverage Dates - 2-JAN-24 thru 2-JAN-25
NASPO Contract # AR3229
$3,710.73 1 $3,710.73
PAN-PA-3250-WF
-HA2-R
Palo Alto Networks WildFire Subscription for Device in an HA Pair
Renewal - PA-3250 - 1 Year
Serial # - 016301005633
Coverage Dates - 2-JAN-24 thru 2-JAN-25
NASPO Contract # AR3229
$3,710.73 1 $3,710.73
PAN-PA-3250-TP-
HA2-R
Palo Alto Networks Threat Prevention Subscription for Device in an HA
Pair Renewal - PA-3250 - 1 Year
Serial # - 016301005633
Coverage Dates - 2-JAN-24 thru 2-JAN-25
NASPO Contract # AR3229
$3,710.73 1 $3,710.73
PAN-PA-3250-
ADVURL-HA2-R
Palo Alto Networks Advanced URL Filtering Subscription for Device in an
HA Pair Renewal - PA-3250 - 1 Year
Serial # - 016301005633
Coverage Dates - 2-JAN-24 thru 2-JAN-25
NASPO Contract # AR3229
$6,472.20 1 $6,472.20
Page: 2 of 6Quote #046726 v1 Page 41 of 106
13001 Liberty Parkway
Vestavia Hills, AL 35242
www.clearwinds.net
(205) 413-8323
Software
Description Price Qty Ext. Price
PAN-SVC-PREM-
3250-R
Palo Alto Networks Premium Support Renewal - PA-3250 - 1 Year
Serial # - 016301005633
Coverage Dates - 2-JAN-24 thru 2-JAN-25
NASPO Contract # AR3229
$4,800.00 1 $4,800.00
PAN-PA-3250-GP-
HA2-R
Palo Alto Networks GlobalProtect Subscription for Device in an HA Pair
Renewal - PA-3250 - 1 Year
Serial # - 016301005688
Coverage Dates - 2-JAN-24 thru 2-JAN-25
NASPO Contract # AR3229
$3,710.73 1 $3,710.73
PAN-PA-3250-
DNS-HA2-R
Palo Alto Networks DNS Security Subscription for Device in an HA Pair
Renewal - PA-3250 - 1 Year
Serial # - 016301005688
Coverage Dates - 2-JAN-24 thru 2-JAN-25
NASPO Contract # AR3229
$3,710.73 1 $3,710.73
PAN-PA-3250-WF
-HA2-R
Palo Alto Networks WildFire Subscription for Device in an HA Pair
Renewal - PA-3250 - 1 Year
Serial # - 016301005688
Coverage Dates - 2-JAN-24 thru 2-JAN-25
NASPO Contract # AR3229
$3,710.73 1 $3,710.73
PAN-PA-3250-TP-
HA2-R
Palo Alto Networks Threat Prevention Subscription for Device in an HA
Pair Renewal - PA-3250 - 1 Year
Serial # - 016301005688
Coverage Dates - 2-JAN-24 thru 2-JAN-25
NASPO Contract # AR3229
$3,710.73 1 $3,710.73
Page: 3 of 6Quote #046726 v1 Page 42 of 106
13001 Liberty Parkway
Vestavia Hills, AL 35242
www.clearwinds.net
(205) 413-8323
Software
Description Price Qty Ext. Price
PAN-PA-3250-
ADVURL-HA2-R
Palo Alto Networks Advanced URL Filtering Subscription for Device in an
HA Pair Renewal - PA-3250 - 1 Year
Serial # - 016301005688
Coverage Dates - 2-JAN-24 thru 2-JAN-25
NASPO Contract # AR3229
$6,472.20 1 $6,472.20
PAN-SVC-PREM-
3250-R
Palo Alto Networks Premium Support Renewal - PA-3250 - 1 Year
Serial # - 016301005688
Coverage Dates - 2-JAN-24 thru 2-JAN-25
NASPO Contract # AR3229
$4,800.00 1 $4,800.00
Subtotal:$52,230.24
Page: 4 of 6Quote #046726 v1 Page 43 of 106
13001 Liberty Parkway
Vestavia Hills, AL 35242
www.clearwinds.net
(205) 413-8323
Palo Alto PA-3250 Renewal
Prepared by:Prepared for:Quote Information:
Clear Winds Technologies City of Fairhope Quote #: 046726
Joey Hopkins
(205) 413-8323
jhopkins@clearwinds.net
555 South Section St
Fairhope, AL 35632
Jeff Montgomery
(251) 990-0135
jeff.montgomery@cofairhope.com
Version: 1
Delivery Date: 12/01/2023
Expiration Date: 12/31/2023
Quote Summary
Description Amount
Software $52,230.24
Total:$52,230.24
PRICES SUBJECT TO CHANGE - PRICES BASED UPON TOTAL PURCHASE - PRICE DOES NOT INCLUDE TAXES OR DELIVERY
COSTS - ALL DELIVERY, TRAINING OR CONSULTING SERVICES TO BE BILLED AT PUBLISHED RATES FOR EACH ACTIVITY
INVOLVED - SERVICE COSTS ARE ESTIMATED BASED ON OUR KNOWLEDGE OF THE PROJECT - WE SPECIFICALLY DISCLAIM
ANY AND ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO ANY IMPLIED WARRANTIES OR
WITH REGARD TO ANY LICENSED PRODUCTS. WE SHALL NOT BE LIABLE FOR ANY LOSS OF PROFITS, BUSINESS,
GOODWILL, DATA, INTERRUPTION OF BUSINESS, NOR FOR INCIDENTIAL OR CONSEQUENTIAL MERCHANTABILITY OR
FITNESS OF PURPOSE, DAMAGES RELATED TO THIS AGREEEMENT. - ALL ACTUAL EXPENSES (INCLUDING TRAVEL, CAR
RENTAL AND OTHER COMMONLY ACCEPTED EXPENSES) WILL BE INVOICED. – FIRST PAYMENT OF 50% OF TOTAL IS DUE
UPON SIGNATURE. EQUIPMENT AND SOFTWARE WILL BE ORDERED WHEN THE PAYMENT IS RECEIVED. - INVOICES ARE
PAYABLE ON RECEIPT. ALL SUMS NOT PAID WHEN DUE SHALL ACCRUE INTEREST DAILY AT THE ANNUAL RATE OF 18%.
- MINIMUM 15% RESTOCKING FEE WITH ORIGINAL PACKAGING. - THE CLIENT AGREES NOT TO HIRE ANY CLEAR WINDS'
PERSONNEL FOR A PERIOD OF EIGHTEEN MONTHS AFTER THE COMPLETION OF THIS AGREEMENT AND ANY CHANGE
ORDERS WITHOUT WRITTEN CONSENT FROM CLEAR WINDS. SHOULD ANY CLEAR WINDS PERSONNEL BE HIRED BY THE
CLIENT OR ANY OF ITS SUBSIDIARIES DURING THE EIGHTEEN MONTH PERIOD AFTER THE PERSON'S EMPLOYMENT ENDS
AT CLEAR WINDS, THE CLIENT AGREES TO PAY 100% OF THAT EMPLOYEE'S ANNUAL INCOME TO CLEAR WINDS FOR THE
COST OF REPLACING THAT EMPLOYEE. - REFERENCE THE FOLLOWING DOCUMENTS: CWT-0102 FOR ITOPS MANAGED
SERVICES, CWT- 0103 FOR ITOPS ONLINE BACKUP, CWT-0104 FOR ITOPS DISASTER RECOVERY, CWT-0161 FOR
VIRTUALIZATION IMPLEMENTATION AND CWT-9999 FOR NORMAL TERMS AND CONDITIONS.
Page: 5 of 6Quote #046726 v1 Page 44 of 106
13001 Liberty Parkway
Vestavia Hills, AL 35242
www.clearwinds.net
(205) 413-8323
Clear Winds Technologies City of Fairhope
Signature:
Name:Joey Hopkins
Title:Inside Sales
Date:12/01/2023
Signature:
Name:Jeff Montgomery
Date:
Page: 6 of 6Quote #046726 v1 Page 45 of 106
Page 46 of 106
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name:Jeff Montgomery Date:12/05/23
Department:Information Technology
Expenditure Threshold**Distinctions Quotes Required Approval Green Sheet Resolution
Under $5,000 No restrictions Not Required N/A N/A N/A
Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A
Greater than:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$15,000
Utilities - $10,001 - $15,000
Operational Budgeted Three Treasurer N/A N/A
Over $15,000/$50,000 Operational Budget*State Bid List or
Buying Group
Treasurer/Mayor N/A N/A
Over $15,000/$50,000 Operational Budgeted Bids Council Required Required
Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required
*Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an
approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution.
**Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of
the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases.
QUOTES
Vendor Name Vendor Quote
1.Clearwinds Technoloies $52,230.24
2.Click or tap here to enter text.$
3.Click or tap here to enter text.$
Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group
☐ Sole Source (Attach Sole Source Justification)
ITEM OR SERVICE INFORMATION
1. What item or service do you need to purchase? Firewall Renewal
2. What is the total cost of the item or service? 52,230.24
3. How many do you need? Click or tap here to enter text.
4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request
5. Vendor Name (Lowest Quote): Click or tap here to enter text.
6. Vendor Number: 442
If you do not have a Vendor Number, please go to the City of Fairhope page: http://www.fairhopeal.gov/
www.FairhopeAL.gov, Departments, Purchasing, Vendor Registration, and complete the required information.
BUDGET INFORMATION
1. Is it budgeted? ☒ Yes ☐ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? 55000
3. Budget code: 001160-50300
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 47 of 106
CITY OF FAIRHOPE
AGENDA MEMORANDUM
FROM: Jeff Montgomery
SUBJECT: The I.T. Director, Jeff Montgomery, requests approval to procure the
annual renewal of Palo Alto Cortex XDR Pro Upgrade for 1 Endpoint.
AGENDA
DATE:
December 20, 2023
RECOMMENDED ACTION:
To approve this procurement for the Annual Renewal of Palo Alto Cortex XDR Pro for 1
Endpoint at a cost of $10,125.00.
BACKGROUND INFORMATION:
The renewal will include Palo Alto Cortex XDR Pro for 1 Endpoint, including 30 days of
alerts retention and standard success, Qty: 300 for a total cost of Ten Thousand One
Hundred Twenty-Five Dollars ($10,125.00).
This will be purchased through the purchasing cooperative NASPO (Contract #AR3229)
and therefore does not have to be let out for bid.
Price Increase cost.
$10,125.00
Budget: $8,500
Difference: $1,625
FIREWALL Renewal was $52,230.24 with a budget of $55,000 (Budget Line Item 150).
Difference of $2,769.76. We can use this money to pay the difference.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001160-
50300
Computer Exp
(Line 190)
$8,500.00 $10,125.00 ($1,625.00)
GRANT:
N/A
Page 48 of 106
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
Page 49 of 106
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the procurement of the Annual Renewal of
Palo Alto Cortex XDR Pro Upgrade for 1 Endpoint that is on NASPO (Contract
#AR3229) with Clearwinds Technologies and therefore does not have to be let out to
bid. The total amount not-to-exceed $10,125.00.
ADOPTED ON THIS 20TH DAY OF DECEMBER, 2023
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 50 of 106
We have prepared a quote for you
Palo Alto Cortex XDR Pro Upgrade
Quote # 046729
Version 1
Prepared for:
City of Fairhope
Jeff Montgomery
jeff.montgomery@cofairhope.com
Page 51 of 106
13001 Liberty Parkway
Vestavia Hills, AL 35242
www.clearwinds.net
(205) 413-8323
Software
Description Price Qty Ext. Price
PAN-XDR-ADV-EP Palo Alto Cortex XDR Pro for 1 Endpoint - Includes 30 days of alerts
retention and standard success
Coverage Dates - 3-JAN-24 thru 3-JAN-25
NASPO Contract # AR3229
$33.75 300 $10,125.00
Subtotal:$10,125.00
Page: 2 of 4Quote #046729 v1 Page 52 of 106
13001 Liberty Parkway
Vestavia Hills, AL 35242
www.clearwinds.net
(205) 413-8323
Palo Alto Cortex XDR Pro Upgrade
Prepared by:Prepared for:Quote Information:
Clear Winds Technologies City of Fairhope Quote #: 046729
Joey Hopkins
(205) 413-8323
jhopkins@clearwinds.net
555 South Section St
Fairhope, AL 35632
Jeff Montgomery
(251) 990-0135
jeff.montgomery@cofairhope.com
Version: 1
Delivery Date: 12/01/2023
Expiration Date: 12/31/2023
Quote Summary
Description Amount
Software $10,125.00
Total:$10,125.00
PRICES SUBJECT TO CHANGE - PRICES BASED UPON TOTAL PURCHASE - PRICE DOES NOT INCLUDE TAXES OR DELIVERY
COSTS - ALL DELIVERY, TRAINING OR CONSULTING SERVICES TO BE BILLED AT PUBLISHED RATES FOR EACH ACTIVITY
INVOLVED - SERVICE COSTS ARE ESTIMATED BASED ON OUR KNOWLEDGE OF THE PROJECT - WE SPECIFICALLY DISCLAIM
ANY AND ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO ANY IMPLIED WARRANTIES OR
WITH REGARD TO ANY LICENSED PRODUCTS. WE SHALL NOT BE LIABLE FOR ANY LOSS OF PROFITS, BUSINESS,
GOODWILL, DATA, INTERRUPTION OF BUSINESS, NOR FOR INCIDENTIAL OR CONSEQUENTIAL MERCHANTABILITY OR
FITNESS OF PURPOSE, DAMAGES RELATED TO THIS AGREEEMENT. - ALL ACTUAL EXPENSES (INCLUDING TRAVEL, CAR
RENTAL AND OTHER COMMONLY ACCEPTED EXPENSES) WILL BE INVOICED. – FIRST PAYMENT OF 50% OF TOTAL IS DUE
UPON SIGNATURE. EQUIPMENT AND SOFTWARE WILL BE ORDERED WHEN THE PAYMENT IS RECEIVED. - INVOICES ARE
PAYABLE ON RECEIPT. ALL SUMS NOT PAID WHEN DUE SHALL ACCRUE INTEREST DAILY AT THE ANNUAL RATE OF 18%.
- MINIMUM 15% RESTOCKING FEE WITH ORIGINAL PACKAGING. - THE CLIENT AGREES NOT TO HIRE ANY CLEAR WINDS'
PERSONNEL FOR A PERIOD OF EIGHTEEN MONTHS AFTER THE COMPLETION OF THIS AGREEMENT AND ANY CHANGE
ORDERS WITHOUT WRITTEN CONSENT FROM CLEAR WINDS. SHOULD ANY CLEAR WINDS PERSONNEL BE HIRED BY THE
CLIENT OR ANY OF ITS SUBSIDIARIES DURING THE EIGHTEEN MONTH PERIOD AFTER THE PERSON'S EMPLOYMENT ENDS
AT CLEAR WINDS, THE CLIENT AGREES TO PAY 100% OF THAT EMPLOYEE'S ANNUAL INCOME TO CLEAR WINDS FOR THE
COST OF REPLACING THAT EMPLOYEE. - REFERENCE THE FOLLOWING DOCUMENTS: CWT-0102 FOR ITOPS MANAGED
SERVICES, CWT- 0103 FOR ITOPS ONLINE BACKUP, CWT-0104 FOR ITOPS DISASTER RECOVERY, CWT-0161 FOR
VIRTUALIZATION IMPLEMENTATION AND CWT-9999 FOR NORMAL TERMS AND CONDITIONS.
Page: 3 of 4Quote #046729 v1 Page 53 of 106
13001 Liberty Parkway
Vestavia Hills, AL 35242
www.clearwinds.net
(205) 413-8323
Clear Winds Technologies City of Fairhope
Signature:
Name:Joey Hopkins
Title:Inside Sales
Date:12/01/2023
Signature:
Name:Jeff Montgomery
Date:
Page: 4 of 4Quote #046729 v1 Page 54 of 106
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name:Jeff Montgomery Date:12/05/23
Department:Information Technology
Expenditure Threshold**Distinctions Quotes Required Approval Green Sheet Resolution
Under $5,000 No restrictions Not Required N/A N/A N/A
Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A
Greater than:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$15,000
Utilities - $10,001 - $15,000
Operational Budgeted Three Treasurer N/A N/A
Over $15,000/$50,000 Operational Budget*State Bid List or
Buying Group
Treasurer/Mayor N/A N/A
Over $15,000/$50,000 Operational Budgeted Bids Council Required Required
Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required
*Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an
approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution.
**Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of
the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases.
QUOTES
Vendor Name Vendor Quote
1.Clearwinds Technoloies $$10,125.00
2.Click or tap here to enter text.$
3.Click or tap here to enter text.$
Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group
☐ Sole Source (Attach Sole Source Justification)
ITEM OR SERVICE INFORMATION
1. What item or service do you need to purchase? End Point Protection (Antivirus)
2. What is the total cost of the item or service? 10.125.00
3. How many do you need? Click or tap here to enter text.
4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request
5. Vendor Name (Lowest Quote): Click or tap here to enter text.
6. Vendor Number: 442
If you do not have a Vendor Number, please go to the City of Fairhope page: http://www.fairhopeal.gov/
www.FairhopeAL.gov, Departments, Purchasing, Vendor Registration, and complete the required information.
BUDGET INFORMATION
1. Is it budgeted? ☒ Yes ☐ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? 8,500
3. Budget code: 001160-50300
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 55 of 106
CITY OF FAIRHOPE
AGENDA MEMORANDUM
FROM:Hannah Noonan, Human Resources Director
SUBJECT:Planning Department Restructuring and Reclassification as follows: Upon the
retirement of one Code Enforcement Officer on December 31, 2023 reclassify
one (1) Code Enforcement Officer (Grade 7) to Planning Technician (Grade 8)
effective January 1, 2024
AGENDA
DATE:
December 20, 2023
RECOMMENDED ACTION:
City Council approves and adopts the recommendations for the Planning Department Restructuring
and Reclassification as follows: Upon the retirement of one Code Enforcement Officer on December
31, 2023 reclassify one (1) Code Enforcement Officer (Grade 7) to Planning Technician (Grade 8)
effective January 1, 2024.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No.Account Title Current Budget Cost Available
Budget
$___$___($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 56 of 106
RESOLUTION NO. _____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City Council approves and adopts the recommendations for the
Planning Department Restructuring and Reclassification as follows: Reclassify one (1) Code
Enforcement Officer (Grade 7) to Planning Technician (Grade 8).
ADOPTED THIS 20TH DAY OF DECEMBER, 2023
______________________________
Corey Martin, Council President
ATTEST:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 57 of 106
CITY OF FAIRHOPE
AGENDA MEMORANDUM
FROM: Nicole Love, Grants Coordinator
SUBJECT: The Grants Coordinator, Nicole Love, has requested hiring a
contractor for the design, installation and maintenance of litter
capture devices to include twelve (12) litter interceptors within the
City. The Contractor will be required to perform ETAP (Escaped
Trash Assessment Protocol) on 10 percent of the materials that are
collected during the maintenance period of the project.
AGENDA
DATE:
December 20, 2023
RECOMMENDED ACTION:
To award Bid No. 24-010 Request for Proposal - GOMESA Litter Trap Project to Osprey
Initiative for the not-to-exceed cost of $166,722.50.
BACKGROUND INFORMATION:
A Request for Proposal was issued on November 16, 2023, posted to the City of
Fairhope's website, and viewed by 161 of 420 vendors who select to receive e-
notifications. One (1) responsive proposal was received at the bid opening on
December 5, 2023 at 2:00pm.
The proposal was evaluated by three (3) City of Fairhope staff (see attached Evaluation
Score Sheet). The recommendation by the evaluation team is to award the contract to
Osprey Initiative.
The proposal by Osprey Initiative includes the following fee schedule:
Year 1:
Fabrication/Installation/Maintenance $80,322.50
Year 2:
Maintenance $43,200.00
Year 3:
Maintenance $43,200.00
Total Cost Proposal for Three (3) Years is One Hundred Sixty-Six Thousand Seven
Hundred Twenty-Two Thousand and Fifty Cents ($166,722.50).
This project is funded by the Gulf of Mexico Energy Security Act of 2006 (GOMESA)
Grant Agreement, Alabama Department of Conservation and Natural Resources
(ADCNR) and ADEM, Grant #: G-ADEMLT/21/ADEM, Subaward #ADEMLT-SA07.
Page 58 of 106
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001350-
50475
Capital
Improvements
$166,722.50 $166,722.50 $0.00
This project will be fully funded by the GOMESA grant.
GRANT:
GOMESA Grant # G-ADEMLT/21/ADEM Subaward #ADEMLT-SA07 for $166,725.00
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
Page 59 of 106
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids to procure services
for (Bid No. 24-010) Request for Proposal - GOMESA Litter Trap Project at 555
South Section Street in the City of Fairhope offices, Fairhope, Alabama.
[2] At the appointed time and place, a bid was received and tabulated as follows:
Please see attached Bid Tabulation for
Request for Proposal – GOMESA Litter Trap Project
[3] After evaluating the bid with the required specifications, Osprey Initiative is now
awarded (Bid No. 24-010) Request for Proposal - GOMESA Litter Trap Project for
the not-to-exceed cost of $166,722.50.
[4] This project is funded by the Gulf of Mexico Energy Security Act of 2006
(GOMESA) Grant Agreement, Alabama Department of Conservation and Natural
Resources (ADCNR) and ADEM, Grant #: G-ADEMLT/21/ADEM, Subaward
#ADEMLT-SA07 for $166,725.50.
DULY ADOPTED THIS 20TH DAY OF DECEMBER, 2023
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 60 of 106
Page 61 of 106
Bid Number 24-010
Request for Proposal
GOMESA Litter Trap Project
Submitted: December 1, 2023
Prepared for:
The City of Fairhope
555 South Section St
Fairhope, Alabama 36532
Prepared By:
2350 Halls Mill Rd.
Mobile, AL 36606
Page 62 of 106
1
Table of Contents
1.0 Cover Letter
2.0 Project Approach and Methodology
2.1 Project Schedule
2.2 Challenges Involved
2.3 Approaches and Philosophy
2.4 Experience
2.5 Additional Issues
2.6 Cost Breakdown
3.0 Experience and Background
3.1 Statement of Registration
3.2 Statement of Project Team
3.3 Statement of Qualifications
3.4 Statement of Professional Standing
3.5 Past ETAP Experience
3.6 Statement of Local Experience
3.7 Statement of Adequacy and Availability
3.8 Statement of Sound Fiscal Standing
3.9 Statement of Actual Work Location
4.0 Project Team/ Level of Participation
4.1 Key Project Team Members
4.2 Percentage of Time Committed
4.3 DBE Qualifications
4.4 Organizational Chart
4.5 Key Personnel Commitment to the Project
5.0 Other City Ordinances and Policies
6.0 Additional Information
7.0 Fee Structure
8.0 Additional Documents
8.1 Cost Proposal Form
8.2 Contractor Information
8.3 Proof of Insurance
8.4 Bid Bond
8.5 Addendum I
Page 63 of 106
2
City of Fairhope 12/01/2023
Public Utilities
555 South Section Street
Fairhope, AL 36532
RE: Bid Number 24-010 Request for Proposal- GOMESA LITTER TRAP PROJECT
To Whom it May Concern,
Please accept this letter, and the information contained within this proposal, as the official statement of interest and
proof of qualifications for Osprey Initiative, LLC. to be considered for the City of Fairhope GOMESA Litter Trap
Project. Osprey Initiative is uniquely positioned to successfully complete the scope of work and activities outlined
in the Request for Proposals created by the City of Fairhope.
Osprey Initiative was formed in Fairhope, Alabama in 2017 and has since managed projects in over 18 states and 3
countries. Osprey Initiative specializes in consultation and implementation of sustainable litter collection devices
through a science-driven approach. Osprey believes that while it is great to remove trash from our environment, it is
even more important to collect the data necessary to understand how and why the litter arrived there in the first
place.
The Osprey Initiative project team is led by Donald Bates- owner and president. Don has over 30 years of
environmental engineering experience on the Gulf Coast and is a licensed geologist. Senior Project Manager, Elinor
Mallon, will oversee the administrative and data collection side of the project. Field Operation s Lead, Jackson Bates
and Regional Field Lead, Deric Martin, will ensure that all deliverables are met and will oversee on -site logistics.
All team representatives are committed to the full execution of this project and the successful completion of the
terms of agreement.
We have received and acknowledged the addendum to this proposal.
Thank you for your time and consideration.
Sincerely,
Donald W. Bates Jr.
Owner/ President
Page 64 of 106
3
2.0 Project Approach and Methodology
2.1 Project Schedule
December 15, 2023: City Council of Fairhope Contract Approval
December 15, 2023 - February 1, 2024: Site selection for twelve (12) litter interceptors
January 1, 2024 - March 1, 2024: Fabrication of litter interceptors
March 1, 2024 - April 1, 2024: Installation of all litter interceptors
April 1, 2024 – March 31, 2026: 36-month maintenance period
April 1, 2026 – June 30, 2026: Synthesis of data collected during the project period and creation of final report.
September 1, 2026: Submission of final report for review by City of Fairhope project team
September 1, 2026 – September 15, 2026: Review period for final report. Debrief/After action meetings.
September 15, 2026: Completion of contract
2.2 Challenges Involved
Osprey Initiative does not foresee any new challenges with this project. The project team is already very familiar
with the stormwater systems and waterways in Fairhope and has extensive experience working with cities and other
local partners.
2.3 Approaches and Philosophy
Osprey always follows a data-driven approach and utilizes the best available science to resolve any issues that may
arise during project implementation. Osprey Initiative strives to keep all project partners abreast of emerging
situations, while bringing multiple options for resolution. Should any unexpected challenges occur, the project team
will address them promptly and with full transparency.
2.4 Experience Dealing with Key Issues
Osprey has worked in Mobile and Baldwin Counties for over six years and has partnered with the City of Fairhope
before. Osprey currently has over 15 in-stream litter devices within the City of Mobile and over 40 litter
interceptors. Osprey has 3 devices within Baldwin County and works with Municipalities across the eastern shore,
from Daphne to Foley. Osprey has been maintaining a Litter Boom in Fairhope, Alabama for a year at the time of
this RFP. Osprey regularly handles issues of illegal dumping, flooding rivers, vandalism, and just about any other
problem that one could envision when working around littered waterways.
Page 65 of 106
4
2.5 Additional Issues Related to the Scope of Work
Osprey Initiative sees no additional issues related to the scope of work and feels comfortable with performing all
required tasks in a professional manner and adhering to the project schedule laid out in Section 2.1.
2.6 Cost Breakdown
3.0 Experience and Background
3.1 Statement of Registration
Osprey Initiative, LLC. is an environmental solution company that was formed in 2017 in Fairhope, Alabama.
Osprey operates a large warehouse and office in downtown Mobile, on Halls Mill Road. At the time of this proposal,
Osprey retains 12 full-time employees and 30 part-time employees. The company offers a full range of services,
including litter consulting, litter collection device selection, installation, and maintenance, as well as recycling
collection and disposal options.
3.2 Statement of Project Team
The Osprey leadership team will be comprised of five of our full-time employees: Don Bates, Elinor Mallon,
Cassandra Eldredge, Jackson Bates, and Deric Martin. This team will be supported by a range of other employees in
assistive roles, including office staff, accounting staff, and field technicians.
3.3 Statement of Qualifications
Don Bates (Owner/President): Don has over 30 years of environmental engineering experience in the Gulf Coast. He
is a licensed geologist. Don managed a multimillion-dollar portfolio of projects and over one hundred employees for
Thompson Engineering.
Litter Interceptor
Installation/Maintenance
Year 1
Fabrication/Installation/Maintenance $80,322.50
Year 2
Maintenance $43,200.00
Year 3
Maintenance $43,200.00
Project Total $166,722.50
Page 66 of 106
5
Elinor Mallon (Senior Project Manager): Elinor Mallon has been with Osprey Initiative for over four years. She is
currently pursuing a master’s degree in wildlife, fisheries, and aquaculture. She has overseen all project data
processing and financial management for the duration of her time with Osprey. Elinor is also proficient in the use of
ESRI mapping products.
Cassandra Eldredge (Project Manager): Cassandra has been working with Osprey Initiative for three years.
Cassandra manages projects in lower Alabama and Pensacola, Florida. Cassandra manages the ETAP data reports
for each of the projects under her management.
Deric Martin (Regional Field Lead): Deric joined Osprey in 2019 after serving on the Mobile-based GulfCorps
team. Since then, Deric has led the Mobile field crew in the execution of the Mobile Trash Free Waters grant and the
continued maintenances contract with the City of Mobile and the City of Fairhope. Deric has spent numerous hours
on the rivers and backwaters throughout Mobile and Baldwin counties and is extremely familiar with areas that are
especially impacted by litter.
3.4 Statement of Professional Standing
Osprey Initiative, LLC. is of good professional standing and is not part of any pending controversies, litigations, or
suits.
3.5 Past ETAP Experience
All Osprey projects have been utilizing the Escaped Trash Assessment Protocol (ETAP) since 2019. Osprey has
over 50 projects that could demonstrate our experience with recording and presenting ETAP data. For the sake of
this proposal, we have limited it to the following examples. Additional reference projects can be provided if
requested.
1. City of Mobile Litter Abatement, November 2022 – September 2023
1.1 Description: Maintenance of litter collection devices throughout the Mobile area. This includes six (6)
Litter Gitters within Dog River, six (6) Litter Gitters within Three-Mile Creek, one (1) Bandalong, and
thirty (30) litter interceptors. All material collected is processed using the Escaped Trash Assessment
Protocol (ETAP).
1.2 Client: City of Mobile
1.3 Client Reference with Name, Position, Address and Telephone Number:
Page 67 of 106
6
Ms. Rosemary Ginn, PE
Assistant City Engineer
City of Mobile Engineering Department
205 Government Street, 2nd Floor, South Tower
Mobile, AL 36644
Phone: (251) 208-7581
1.4 Total Contract Gross Amount: $500,000.00
1.5 Key project staff
Principal: Donald Bates
Senior Project Manager: Elinor Mallon
Field Lead: Deric Martin
1.6 Describe Proposed vs. Actual Schedule and Budget: Project proceeded according to proposed schedule
and budget. No irregularities noted.
1.7 Date Completed: Ongoing
2. A Comprehensive Trash Abatement Program for Two Central Alabama Watersheds, May 2020 –
June 2023
2.1 Description: The deployment and maintenance of six (6) Litter Gitter devices throughout the Cahaba
and Black Warrior Rivers. All material collected is processed using the Escaped Trash Assessment
Protocol (ETAP).
2.2 Client: Freshwater Land Trust
2.3 Client Reference with Name, Position, Address and Telephone Number:
Katie Holmes
Outreach and Communications Coordinator
Freshwater Land Trust
3501 1st Ave S, Birmingham, AL 35222
Phone: (205) 417-2777
2.4 Total Contract Gross Amount: $220,000.00
2.5 Key project staff
Principal: Donald Bates
Senior Project Manager: Elinor Mallon
Field Lead: Jackson Bates
2.6 Describe Proposed vs. Actual Schedule and Budget: Project proceeded according to proposed schedule
and budget. No irregularities noted.
2.7 Date Completed: June 2023
Page 68 of 106
7
3. City of Decatur, AL Litter Gitter/Tactical Cleanup
3.1 Description: The deployment and maintenance of two (2) Litter Gitter devices throughout the Wheeler
Lake Watershed. All materials collected are processed using the Escaped Trash Assessment Protocol
(ETAP).
3.2 Client: City of Decatur, AL
3.3 Client Reference:
Carl Prewitt, City Engineer
City of Decatur, AL
402 Lee Street NE
Decatur, AL 35601
Phone: 256-341-4500
3.4 Total Gross Income: $65,000.00
3.5 Key Project Staff:
Principal: Donald Bates
Senior Project Manager: Elinor Mallon
Field Lead: Jackson Bates
3.6 Describe Proposed vs. Actual Schedule and Budget: Project proceeded according to proposed schedule
and budget. No irregularities noted.
3.7 Date Completed: Ongoing
Carl Prewitt, City Engineer
City of Decatur, AL
402 Lee Street NE
Decatur, AL 35601
Phone: 256-341-4500
3.6 Statement of Local Experience
Osprey Initiative has worked with the City of Mobile on six (6) projects in the last two years and one (1) project
with the City of Fairhope within the last year. Osprey has maintained a Litter Gitter in Foley, Alabama for five
years as well as a site in Daphne, Alabama for 4 years. The company is very familiar with local ordinances,
protocols, and regulations. All projects are done in accordance and in communication with the appropriate
departments within the city government. All activities meet or exceed the requirements set forth by the MS4
guidelines.
Page 69 of 106
8
3.7 Statement of Adequacy and Availability
Osprey has adequate staff and availability to complete all other activities listed in the Scope of Work of this project.
As shown in the Organizational Chart (Section 4.4), Osprey retains several other Field Leads within the area, as well
as a number of Field Technicians. These resources will be available for additional support during the duration of the
project schedule.
3.8 Statement of Sound Fiscal Standing
Osprey Initiative is in sound fiscal standing and has never filed for bankruptcy or government assistance due to
inadequate funds. Osprey has maintained a balanced budget throughout all years or operation.
3.9 Statement of Actual Work Location
Osprey Initiative will complete all the activities outlined in the Scope of Work in Fairhope, Alabama. Osprey
maintains a large warehouse and office on Halls Mill Road in Mobile. All staff working on this project are based out
of this office. The equipment and supplies utilized in this project will be housed in this warehouse.
4.0 Project Team/Level of Participation
4.1 Key Project Team Members
Don Bates (Owner/President): General Project Oversight
Elinor Mallon (Senior Project Manager): Data Processing/Financial Management. Coordination with City of
Fairhope.
Cassandra Eldredge (Project Manager): Data Processing and reporting. Coordination with City of Fairhope .Jackson
Bates (Field Operations Lead): Resource for installation and maintenance issues, oversight of device repairs and
replacement.
Deric Martin (Regional Field Lead): Supervision of all field staff, scheduling of maintenance operations, and
completion of data reporting.
4.2 Percentage of Time Committed
Based on the project budget, please review the following time commitments.
Donald Bates: 5%
Elinor Mallon: 10%
Cassandra Eldredge: 25-30%
Page 70 of 106
9
Deric Martin: 25-30%
4.3 DBE Qualifications
Osprey Initiative works closely with Ephriam and Associates Environmental Consulting, LLC. (EAEC). EAEC is a
comprehensive socio-environmental company that specializes in professional, scientific, technical, and ecological
site assessments. EAEC is a minority owned business, a certified HUBZone Designated Company , and an ALDOT
Certified Disadvantaged Business Enterprise. Osprey will partner with EAEC to provide a 10% DBE workforce for
this project.
4.4 Organizational Chart
4.5 Key Personnel Commitment to the Project
The Project Team Members listed in section 4.1 Key Project Team Members, will be assigned to this project for the
term of the Agreement, and to be replaced only with the mutual consent of Osprey Initiative and the City of
Fairhope.
5.0 Other City Ordinances and Policies
Osprey Initiative is familiar with many of the City of Fairhope ordinances due to partnering with the city. Osprey
has completed all their previous projects in alignment with city regulations and ordinances.
Don Bates
Owner/President
Grace
Forster
Business Development
Lead
Elinor
Mallon
Senior Project Manager
Cassandra
Eldredge
Project Manager
Jackson
Bates
Field Operations Lead
Trevor
Besse
Regional Field Lea
Nathan
Farris
LA Field Lead
Emma
Miranda
LA Field Tech
Connor
Harrison
LA Field Tech
Mitch Lowe
Regional Field Lead
Lauren
Williams
Bham Field Lead
Wesson
Thornell
Bham Field Tech
Henry
Hamilton
Bham Field Tech
Deric Martin
Regional Field Lead
Derrick
Cook
Mobile Field Lead
Schuyler
Sandridge
Mobile Field Lead
Liam Bishop
Mobile Field Tech
Connor Pitts
Mobile Field Tech
Page 71 of 106
10
6.0 Additional Information
No additional information to be added at this time.
7.0 Fee Structure
Staff Hourly Rate Schedule
Job Description Hourly Rate
Executive Consultant/Project Manager/Scientist $150.00
Senior Consultant/Sr. Project Manager/Sr. Scientist $120.00
Consultant/Project Manager/Scientist $90.00
Senior Field Lead $75.00
Field Lead $60.00
Field Technician $50.00
Senior Admin/Clerical $50.00
Admin/Clerical $45.00
Equipment Rate Schedule
Description Day Rate
Surface drive boat $300.00
Non-motorized craft (canoe/kayak) $50.00
Deck boat with Winch $500.00
Support Skiff $400.00
ATV (per vehicle) $200.00
Recycling Trailer $300.00
Flatbed Trailer $100.00
Canoe Trailer $100.00
Trucks (w/o mileage) $100.00
Mileage Reimbursement (unless specified) $1.00
8.0 Additional Documents
8.1 Cost Proposal Form- Please see attached
8.2 Contractor Information- Please see attached
8.3 Proof of Insurance
Osprey Initiative meets all the required insurance coverages. Please see the proof of insurance documents attached.
8.4 Bid Bond- NOT REQUIRED
8.5 Addendum I
Page 72 of 106
555 S Section Street / Fairhope, Alabama 36532
251.928.8003 (p) / www.FairhopeAL.gov
COF-PUR-003
091321
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PROJECT REQUEST FORM
Requestor: Nicole Love Department: Treasury
Project Name: GOMESA Litter Trap
Project Description: Installation and maintenance of 12 litter traps – Big Mouth Gully, Stack Gully, and Cowpen Creek
Project Category: Bid Professional Service
X Other: RFP
Budget Amount: $166,725.00 Budget Code:
Budgeted for Current FY: X Yes No
BID INFORMATION
Bid Duration: 30 days Project Duration: 3 years
Engineer of Record:
Pre-Bid Meeting: No X Yes X Mandatory Non-Mandatory
Scope of Work Provided By: Richard Johnson Contract Extensions: X No Yes
Project Manager: Richard Johnson
Insurance Requirements: Minimum X Maximum
Bonds: Bid Performance Labor & Materials
Related Bids/RF’s
FORCE ACCOUNT INFORMATION
Force Account Project: X No Yes Estimated Amount: Budget Code:
Notes:
SIGNATURES
Requestor: Senior Accountant:
City Treasurer: Mayor:
Suzanne Doughty (Sep 20, 2023 09:47 CDT)
Suzanne Doughty
Page 73 of 106
Project Request Form_GOMESA Litter Traps
Final Audit Report 2023-09-21
Created:2023-09-20
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAix7a7Aa3xWvVjKpAKC3fm1TM3q8mlUkh
"Project Request Form_GOMESA Litter Traps" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2023-09-20 - 2:20:06 PM GMT
Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature
2023-09-20 - 2:20:39 PM GMT
Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
2023-09-20 - 2:46:59 PM GMT
Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
Signature Date: 2023-09-20 - 2:47:25 PM GMT - Time Source: server
Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature
2023-09-20 - 2:47:27 PM GMT
Email viewed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
2023-09-21 - 0:12:16 AM GMT
Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
Signature Date: 2023-09-21 - 0:12:38 AM GMT - Time Source: server
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2023-09-21 - 0:12:40 AM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2023-09-21 - 11:57:30 AM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2023-09-21 - 11:58:24 AM GMT - Time Source: server
Agreement completed.
2023-09-21 - 11:58:24 AM GMT
Page 74 of 106
CITY OF FAIRHOPE
AGENDA MEMORANDUM
FROM: Richard Johnson, CITY ENGINEER
George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The City Engineer, Richard Johnson, has requested to procure and
install a 50' x 100' x 18' pre-manufactured metal truck shed for the
Public Works Department at the City Services and Public Utilities
Building located at 555 South Section Street.
AGENDA
DATE:
December 20, 2023
RECOMMENDED ACTION:
To award Bid No. 24-011-2024-PWI-012 to Southern Steel Structures for $131,467.00.
BACKGROUND INFORMATION:
A service bid was issued on December 1, 2023, posted to the City of Fairhope's
website, and viewed by 157 of 423 vendors who select to receive e-notifications. One
(1) responsive bid was received at the bid opening on December 12, 2023 at 10:30 a.m.
The City Engineer, Richard Johnson, recommends the award be made to Southern
Steel Structures. The Lump Sum Cost for the 50' x 100' x 18' pre-engineered metal
building installed on a foundation is One Hundred Twenty-Eight Thousand Three
Hundred Fifty-Seven Dollars ($128,357.00). The Additive Alternate Cost for Girts and
Wall panels to enclose to half of the rear and sides of the shed is Three Thousand One
Hundred Ten Dollars ($3,110.00). The total bid response price was One Hundred Thirty-
One Thousand Four Hundred Sixty-Seven Dollars ($131,467.00). The City Engineer,
Richard Johnson, recommends awarding to Southern Steel Structures because their
total cost with the additive alternate is within 5% of the budgeted cost. The additional
cost can be covered by savings with other capital project funds.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001350-
50475
Public Works -
Capital
Improvements
$125,000.00 $131,467.00 ($6,467.00)
Page 75 of 106
GRANT:
N/A
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
Page 76 of 106
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids to procure services
for (Bid No. 24-011-2024-PWI-012) to Install 50’ x 100’ x 18’ Pre-Manufactured
Metal Truck Shed at 555 South Section Street in the City of Fairhope offices,
Fairhope, Alabama.
[2] At the appointed time and place, one (1) bid was received and tabulated as
follows:
Please see attached Bid Tabulation to
Install 50’ x 100’ 18’ Pre-Manufactured Metal Truck Shed
[3] After evaluating the bid with required specifications, Southern Steel Structures is
now awarded (Bid No. 24-011-2024-PWI-012) to Install 50’ x 100’ x 18’ Pre-
Manufactured Metal Truck Shed with a bid proposal not-to-exceed $131,467.00.
DULY ADOPTED THIS 20TH DAY OF DECEMBER, 2023
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 77 of 106
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Page 79 of 106
Page 80 of 106
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Page 83 of 106
555 S Section Street / Fairhope, Alabama 36532
251.928.8003 (p) / www.FairhopeAL.gov
COF-PUR-003
091321
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PROJECT REQUEST FORM
Requestor: Richard D. Johnson, PE Department: Public Works
Project Name: Metal Bldg. - 50 x 100 Truck Shed for City of Fairhope – Public Works
Project Description: New pre-engineered 100’L by 50’D – Truck Shed – Upper Walled – Open Air Below
Project Category: X Bid Professional Service Other: Bid/Quote
Budget Amount: $125,000.00 Budget Code: 001350-50475 Line 20
Budgeted for Current FY: X Yes No
BID INFORMATION
Bid Duration: Minimum Project Duration: 120 Calendar Days
Engineer of Record: RDJ
Pre-Bid Meeting: X No Yes Mandatory X Non-Mandatory
Scope of Work Provided By: RDJ Contract Extensions: No Yes
Project Manager: RDJ/John Thomas/David Thomas
Insurance Requirements: X Minimum Maximum
Bonds: Bid X Performance X Labor & Materials
Related Bids/RF’s
FORCE ACCOUNT INFORMATION
Force Account Project: No Yes Estimated Amount: Budget Code:
Notes:
SIGNATURES
Requestor: Senior Accountant:
City Treasurer: Mayor:
Suzanne Doughty (Nov 16, 2023 15:09 CST)
Suzanne Doughty
Page 84 of 106
PUR-003 Project Request Form (PW Truck
Shed)
Final Audit Report 2023-11-21
Created:2023-11-15
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAK2USqV2h6HixTbk5QgkAY4YJNlldW-uC
"PUR-003 Project Request Form (PW Truck Shed)" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2023-11-15 - 1:43:52 PM GMT
Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature
2023-11-15 - 1:44:23 PM GMT
Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
2023-11-16 - 9:07:25 PM GMT
Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
Signature Date: 2023-11-16 - 9:09:01 PM GMT - Time Source: server
Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature
2023-11-16 - 9:09:02 PM GMT
Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
Signature Date: 2023-11-20 - 11:48:33 PM GMT - Time Source: server
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2023-11-20 - 11:48:35 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2023-11-21 - 0:15:46 AM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2023-11-21 - 0:16:12 AM GMT - Time Source: server
Agreement completed.
2023-11-21 - 0:16:12 AM GMT
Page 85 of 106
CITY OF FAIRHOPE
AGENDA MEMORANDUM
FROM: George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The Director of Public Works, George Ladd, is requesting Extension
No. 1 for Bid No. 038-22 Asphalt and Concrete Repair with JTB
Construction LLC.
AGENDA
DATE:
December 20, 2023
RECOMMENDED ACTION:
To approve the Extension No. 1 for Bid No. 038-22 Asphalt and Concrete Repair with JTB
Construction LLC for two months for the same terms and conditions as the original bid award.
BACKGROUND INFORMATION:
The original contract was executed December 7, 2022, and awarded to JTB
Construction LLC. The Director of Public Works is requesting a two (2) month contract
extension to allow for time to rebid the contract with revised specifications. The request
for Extension No. 1 will extend the referenced contract until February 6, 2024. The
original contract price is $21.00 per square foot for labor with City providing all material.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001350-
50360
General
Maintenance
$ $21.00 per
sq ft of labor
$
GRANT:
N/A
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Page 86 of 106
Individual(s) responsible for follow up: Erin Wolfe, Purchasing Manager
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
Page 87 of 106
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that Mayor Sherry Sullivan is hereby authorized to
execute a contract for Extension No. 1 of (Bid No. 038-22), Asphalt and Concrete
Repair with JTB Construction LLC as per the terms and conditions of the original
contract to extend Extension 1 agreement for two months, which will begin
immediately upon the expiration of the original time period December 7, 2023 and
will end on February 6, 2024.
ADOPTED ON THIS 20TH DAY OF DECEMBER, 2023
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 88 of 106
City of Fairhope
Bid No. 038-22
Asphalt and Concrete Repair
Contract Extension No. 1
This EXTENSION NO.1 of CONTRACT ("Extension") is made this _____ day of _______________________ ,2023,
for the purpose of extending the agreement known as Bid No. 038-22 Asphalt and Concrete Repair, dated
December 7, 2022, (“Original Contract") between the City of Fairhope and JTB Construction LLC (the "Parties").
1. Extension 1 of this agreement, which is attached hereto as a part of this Extension, is described below:
Bid No. 038-22 Asphalt and Concrete Repair
and will end on December 6, 2023 at midnight.
2. The Parties agree to extend Extension 1 agreement for an additional period, which will begin immediately upon
the expiration of the original time period December 7, 2023 and will end on February 6, 2024.
3. This Extension binds and benefits both Parties and any successors or assigns. This document, including the
attached Original Contract, is the entire agreement between the Parties. All other terms and conditions of the
Original Contract, including pricing, remain unchanged.
IN WITNESS WHEREOF, the parties hereto have executed this Contract Extension as of the day and year first
above written.
THE CITY OF FAIRHOPE, ALABAMA ATTEST:
______________________________
BY: Sherry Sullivan, Mayor BY: Lisa A. Hanks, MMC, City Clerk
NOTARY FOR THE CITY
STATE OF ALABAMA}
COUNTY OF BALDWIN}
I, the undersigned authority in and for said State and County, hereby certify that Sherry Sullivan as Mayor of
the City of Fairhope whose name is signed to the foregoing document and who is known to me, acknowledged
before me on this day, being informed of the contents of the document she executed the same voluntarily on
the date of the same bears date.
Given under my hand and Notary Seal on this _____day of__________________ , 20__.
Notary Public______________________________
My Commission Expires:______________
Page 89 of 106
If Corporation, Partnership, or Joint Venture
_____________________________________________________________________________________
Name of Corporation, Partnership, or Joint Venture
By: _____________________________________ _______________________________________
Signature of Officer Authorized to Sign Bids Position or Title
and Contracts for the Firm
_____________________________________________________________________________________
Email Address
_____________________________________________________________________________________
Business Mailing Address
_____________________________________________________________________________________
City, State, Zip Code
_____________________________________ _______________________________________
General Contractor’s License Number Foreign Corporation Entity ID
(Required of out-of-state vendors)
NOTARY
STATE OF ______________________________}
COUNTY OF ____________________________}
I, the undersigned authority in and for said State and County, hereby certify that
_____________________________________ , as ___________________________________________
Type or Print Name of Bid Signer Type or Print Bid Signer Title
Respectively, of ______________________________________________________________________
Type or Print Company Name
Whose name is signed to the foregoing document and who is known to me, acknowledged before me on this day, that, being
of the contents of the document they executed the same voluntarily on the day the same bears date.
Given under my hand and Notary Seal on this ________ day of _____________, 20____.
Notary Public ___________________________
My Commission Expires ___________________
Page 90 of 106
CITY OF FAIRHOPE
AGENDA MEMORANDUM
FROM: Daryl Morefield, WATER SUPERINTENDENT
SUBJECT: The Assistant Superintendent of Water/Wastewater Department is
requesting approval for the procurement of hydrofluorosilicic acid for
water treatment.
AGENDA
DATE:
December 20, 2023
RECOMMENDED ACTION:
To approve this procurement of hydrofluorosilicic acid for an estimated budgeted
amount of $50,000.00.
BACKGROUND INFORMATION:
Requests for quotes were sent to three (3) vendors. Hawkins, Inc. provided the lowest
quote that met the procurement requirements. The price per unit for thehydrofluorosilicic
acid is Five Dollars Thirty Cents ($5.30) per gallon.
The chemical is exempt from formal bidding per Code of Alabama 1975, Section 41-16-
51(b)(7) which states:
“The purchase of equipment, supplies, or materials needed, used and consumed in the
normal and routine operation of any waterworks system, sanitary sewer system, gas
system, or electric system, or any two or more thereof, that are owned by municipalities,
counties, or public corporations, boards, or authorities that are agencies, departments,
or instrumentalities of municipalities or counties and no part of the operating expenses
of which system or systems have during the then current fiscal year, been paid from
revenues derived from taxes or from appropriations of the state, a county, or a
municipality.”
The Assistant Superintendent of Water/Wastewater Department is requesting approval
for the annual purchase for an estimated annual total of $50,000.00.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004010-
53011
Chemicals - Water
Treatment
$50,000.00 $50,000.00 $0.00
Page 91 of 106
GRANT:
N/A
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
Page 92 of 106
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the procurement of Hydrofluorosilicic Acid
for Water Treatment for an estimated budgeted amount of $50,000.00.
[2] Requests for quotes were sent to three (3) vendors. Hawkins, Inc. provided the
lowest quote that met the procurement requirements. The price per unit for
Hydrofluorosilicic Acid is Five Dollars and Thirty Cents ($5.30) per Gallon.
[3] The chemical is exempt from formal bidding per Code of Alabama 1975, Section
41-16-51(b)(7).
ADOPTED ON THIS 20TH DAY OF DECEMBER, 2023
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 93 of 106
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Page 97 of 106
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name:Timothy Manuel, Assistant Superintendent W & W Date:12/12/2023
Department:Water and Wastewater
Expenditure Threshold**Distinctions Quotes Required Approval Green Sheet Resolution
Under $5,000 No restrictions Not Required N/A N/A N/A
Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A
Greater than:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$30,000
Utilities - $10,001 - $30,000
Operational Budgeted Three Treasurer N/A N/A
Over $30,000 Operational Budget*State Bid List or
Buying Group
Treasurer/Mayor N/A N/A
Over $30,000/$100,000 Operational Budgeted Bids Council Required Required
Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required
*Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an
approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution.
**Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of
the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases.
QUOTES
Vendor Name Vendor Quote
1.Hawkins $5.30/gallon
2.Harcros $Unable to meet procurement requirements
3.DPC Enterprises $Unable to meet procurement requirements
Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group
☐ Sole Source (Attach Sole Source Justification)
ITEM OR SERVICE INFORMATION
1. What item or service do you need to purchase? Hydrofluosilicic Acid for water treatment.
2. What is the total cost of the item or service? Total $50,000 Approximately 8,000 gallons
3. How many do you need? The amount will be dependent upon population growth, and weather conditions.
4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request
5. Vendor Name (Lowest Quote): Hawkins
6. Vendor Number: 7260
If you do not have a Vendor Number, please go to the City of Fairhope page: www.FairhopeAL.gov, Departments,
Purchasing, Vendor Registration, and complete the required information.
BUDGET INFORMATION
1. Is it budgeted? ☒ Yes ☐ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? Well Chemical Budget $350,000.00 estimated $145,000 depending on population growth and weather
3. Budget code: 004010-53011
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 98 of 106
CITY OF FAIRHOPE
AGENDA MEMORANDUM
FROM:Daryl Morefield, WATER SUPERINTENDENT
SUBJECT:The Assistant Superintendent of Water/Wastewater Department is
requesting approval for the procurement of hydrated lime and
chlorine liquefied gas for water treatment.
AGENDA
DATE:
December 20, 2023
RECOMMENDED ACTION:
To approve this procurement of hydrated lime and chlorine liquefied gas for an estimate
budgeted amount of $145,000.00.
BACKGROUND INFORMATION:
Requests for quotes were sent to three (3) vendors. Hawkins, Inc. provided the lowest
quote that met the procurement requirements. The price per unit for the hydrated lime is
Fifteen Dollars ($15.00) per fifty (50) pound bag. The price per unit for the chlorine
liquefied gas is Two Hundred Thirty-Two Dollars and Fifty Cents ($232.50) per One
Hundred Fifty (150) pound cylinder.
The chemicals are exempt from formal bidding per Code of Alabama 1975, Section 41-
16-51(b)(7) which states:
“The purchase of equipment, supplies, or materials needed, used and consumed in the
normal and routine operation of any waterworks system, sanitary sewer system, gas
system, or electric system, or any two or more thereof, that are owned by municipalities,
counties, or public corporations, boards, or authorities that are agencies, departments,
or instrumentalities of municipalities or counties and no part of the operating expenses
of which system or systems have during the then current fiscal year, been paid from
revenues derived from taxes or from appropriations of the state, a county, or a
municipality.”
The Assistant Superintendent of Water/Wastewater Department is requesting approval for the
annual purchase from Hawkins, Inc. for an estimated annual total of One Hundred
Forty-Five Thousand Dollars ($145,000.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No.Account Title Current Budget Cost Available
Page 99 of 106
Budget
004010-
53011
Chemicals-Water
Treatment
$145,000.00 $145,000.00 ($____)
GRANT:
N/A
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
Page 100 of 106
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name:Timothy Manuel, Assistant Superintendent W & W Date:12/12/2023
Department:Water and Wastewater
Expenditure Threshold**Distinctions Quotes Required Approval Green Sheet Resolution
Under $5,000 No restrictions Not Required N/A N/A N/A
Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A
Greater than:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$30,000
Utilities - $10,001 - $30,000
Operational Budgeted Three Treasurer N/A N/A
Over $30,000 Operational Budget*State Bid List or
Buying Group
Treasurer/Mayor N/A N/A
Over $30,000/$100,000 Operational Budgeted Bids Council Required Required
Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required
*Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an
approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution.
**Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of
the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases.
QUOTES
Vendor Name Vendor Quote
1.Hawkins $15.00 Lime/bag, $232.50 Chlorine
2.Harcros $Unable to meet procurement requirements
3.DPC Enterprises $Unable to meet procurement requirements
Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group
☐ Sole Source (Attach Sole Source Justification)
ITEM OR SERVICE INFORMATION
1. What item or service do you need to purchase? Lime & Chlorine for water treatment.
2. What is the total cost of the item or service? Lime $ 85,000 (5,500 Bags), $60,000 (250 cylinders) Total $145,000
3. How many do you need? The amount will be dependent upon population growth, and weather conditions.
4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request
5. Vendor Name (Lowest Quote): Hawkins
6. Vendor Number: 7260
If you do not have a Vendor Number, please go to the City of Fairhope page: www.FairhopeAL.gov, Departments,
Purchasing, Vendor Registration, and complete the required information.
BUDGET INFORMATION
1. Is it budgeted? ☒ Yes ☐ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? Well Chemical Budget $350,000.00 estimated $145,000 depending on population growth and weather
3. Budget code: 004010-53011
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 101 of 106
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RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the procurement of Hydrated Lime and
Chlorine Liquefied Gas for Water Treatment for an estimated budgeted amount of
$145,000.00.
[2] Requests for quotes were sent to three (3) vendors. Hawkins, Inc. provided the
lowest quote that met the procurement requirements. The price per unit for Hydrated
Lime is Fifteen Dollars ($15.00) per Fifty (50) Pound Bag. The price per unit for the
Chlorine Liquefied Gas is Two Hundred Thirty-Two and Fifty cents ($232.50) per
One Hundred Fifty (150) Pound Cylinder.
[3] The chemicals are exempt from formal bidding per Code of Alabama 1975,
Section 41-16-51(b)(7).
ADOPTED ON THIS 20TH DAY OF DECEMBER, 2023
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 106 of 106