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Home My WebLink About01-08-2024 City Council Packet CITY OF FAIRHOPE CITY COUNCIL REGULAR AGENDA Monday, January 8, 2024 - 6:00 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 20, 2023 Regular City Council Meeting. 2. Report of the Mayor 3. Public Participation – Agenda Items – (3 minutes maximum) 4. Council Comments 5. Public Hearing - Ordinance - Amend Ordinance No. 1253 - Request of the Owners, Ryan Creel and Vincent Boothe, for conditional annexation to PUD to be known as The Tin Tops at Gayfer. The property is approximately 5.33 acres and is located at 8437 Gayfer Road Extension. PPIN #77258. 6. Resolution - That the City of Fairhope approves the procurement of GIS Software from Environmental Systems Research Institute, Inc. (ESRI) for a not-to-exceed cost of $85,200.00 for three (3) years; and authorizes Mayor Sherry Sullivan to execute a contract. 7. Resolution - To Approve the 2024 Regular City Council Meetings. 8. Resolution - That the City Council approves the selection of Hope Hicks with Ball, Ball, Matthews & Novak for Professional Legal Services: Human Resources/Labor and Employment Advice and Counseling to the City of Fairhope; and hereby authorizes Mayor Sherry Sullivan to execute the associated Engagement Letter. 9. Resolution - That the City Council approves and adopts the recommendations for the Public Works Fleet Maintenance Department Reclassification as follows: The vacant Mechanic position misclassified as a "Mechanic Clerk" will be correctly reclassified as "Mechanic". 10. Resolution - That the City of Fairhope hereby amends the Budget for the FY2023- 2024 as recommended and presented above; and authorizes the City Treasurer to make the necessary changes for an additional Capital Appropriation of $1,000,000.00 for Flying Creek Nature Preserve with objective to complete the northern tract per the Masterplan. 11. Resolution - That the City Council approves the selection of Wetland Resources Environmental Consulting for (RFQ PS24-012) to perform Professional Consultant Services to Remove and Control Invasive Exotic Plants in the City's Pollinator Garden; and hereby authorizes Mayor Sherry Sullivan to execute a Contract with a not-to-exceed fee of $6,680.00. Page 1 of 124 City Council Regular Meeting January 8, 2024 Page - 2 - 12. Resolution - That the City Council approves the selection of Safe Span, LLC to perform Professional Consulting Services for (RFQ PS24-007) Bi-Annual Bridge Inspections; and authorizes Mayor Sherry Sullivan to execute a Contract with a not-to-exceed fee of $10,500.00. 13. Resolution - That the City Council approves the selection by Mayor Sherry Sullivan for Professional Engineering Services for (RFQ PS24-013) Construction Engineering and Inspection (CE&I) for the Southland Place ADA Compliant Sidewalks Project to Neel-Schaffer, Inc.; and allow Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. 14. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract for Extension No. 1 (Bid No. 040-22) On Call Contractor Services (Water and Sewer) to W.R. Mitchell Contractor, Inc. for one (1) year extension of the annual contract from January 4, 2024 to January 3, 2025 per the same terms and conditions of the original contract. 15. Resolution - That the City of Fairhope approves the procurement of four (4) 2024 Chevrolet Tahoe Police Rated Vehicles for the Police Department. The cost will not-to-exceed $201,769.76. 16. Resolution – That the City of Fairhope approves the procurement of one (1) Duel Hose Fuel Product Dispenser for the Marina Fuel Dock that is on Sourcewell Cooperative Contract Number (092920-DVR) with Mike Hoffman's Equipment Service, Inc. and therefore does not have to be let out for bid. The total cost not-to- exceed $13,244.00. 17. Appointment - Fairhope Airport Authority 18. Request - Todd Seeley with Gallery by the Bay, on behalf of the Merchants on Fairhope Avenue - Requesting permission to close Fairhope Avenue from Section Street to Church Street for First Friday Art Walks in 2024; and to provide live music for people of Fairhope during Art Walk. 19. Public Participation – (3 minutes maximum) 20. Adjourn Next Regular Meeting - Wednesday, January 22, 2024, 6:00 p.m. City Council Chamber Page 2 of 124 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2023-321 FROM: Lisa Hanks, City Clerk SUBJECT: Minutes of December 20, 2023 Regular City Council Meeting. AGENDA DATE: January 8, 2024 RECOMMENDED ACTION: Approve minutes of December 20, 2023 Regular City Council Meeting. 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 124 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 Wednesday, 20 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 Pastor Rick Malugani of Fairhope Christian Church and the Pledge of Allegiance was recited. Councilmember Conyers moved to approve minutes of the 11 December 2023, regular meeting; and minutes of the 11 December 2023, work session. Seconded by Councilmember Boone, motion passed unanimously by voice vote. Mayor Sullivan addressed the City Council and wished everyone a Merry Christmas. She introduced Lilly Norris who presented a presentation titled “Bringing Ecotourism to Fairhope. (A copy of the Presentation is on file in the City Clerk’s office) Council President Martin told Ms. Norris she did a good job and this is forward thinking. Councilmember Conyers mentioned the “Parking Deck” may be a good location due to its large amount of rain runoff. Councilmember Boone commented Bermuda only using rain water. No one spoke during Public Participation for Agenda Items. Councilmember Burrell presented the Fairhope Volunteer Fire Department with a check for $1,680.00 that the City Council earned in tips at the “Cheers for Charity” held Wednesday night at the Fairhope Brewing Company. He told everyone Merry Christmas. Councilmember Conyers said Merry Christmas to City workers and thanked them for their hard work. Councilmember Boone gave a “Shout Out” to the First Responders for their quick response to a dear friend of his who passed away with a heart attack. He said they arrived very quick and did all they could do, treated the family with respect. Councilmember Boone thanked them from the bottom of his heart; and the family does too. Council President Martin told everyone Merry Christmas; and asked them to keep the families who have lost loved ones during the Holiday Season in their prayers. Page 4 of 124 20 December 2023 Councilmember Burrell moved for final adoption of Ordinance No. 1787, an ordinance to annex the property of 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). (Introduced at the December 11, 2023 City Council Meeting) Seconded by Councilmember Boone, motion for final adoption passed by the following voice votes: AYE – Burrell, Martin, Conyers, Robinson, and Boone. NAY - None. 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 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. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 4958-23 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. ________________________________ Corey Martin, Council President ATTEST: ______________________________ Lisa A. Hanks, MMC City Clerk Page 5 of 124 20 December 2023 Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 4959-23 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 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 Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Burrell, motion passed unanimously by voice vote. * * Page 6 of 124 20 December 2023 RESOLUTION NO. 4960-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, 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 Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Burrell, motion passed unanimously by voice vote. Planning Director Hunter Simmons thanked Kim Burmeister for 26 years of service. RESOLUTION NO. 4961-23 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 7 of 124 20 December 2023 Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Burrell, motion passed unanimously by voice vote. Cassie Eldredge, Project Manager with Osprey Initiative addressed the City Council and answered any questions if needed. RESOLUTION NO. 4962-23 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. 24-010) 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: Osprey Initiative – Average Score 91 $166,725.50 [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 8 of 124 20 December 2023 City Engineer Richard Johnson addressed the City Council and answered any question if needed. Councilmember Burrell stated we need to target the vendors who sell the item; and not send out to everyone. Council President Martin also stated we need to target each product to get more bids and possibly get lower bids. He said we need to get Purchasing to send to only the vendors who produce the product. The City Council consensus was to hire someone who could do this. Mayor Sullivan said we have been working on this but it takes time to get this done. Councilmember Robinson said we went through this about five years ago; and was told the purchasing process is a little burdensome. Mr. Johnson said there is a lot of documentation needed to bid; and there is more money in the private sector. Councilmember Robinson said maybe we are touching base with vendors but they are not bidding. Councilmember Burrell said we are up against higher and larger projects. Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a resolution 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 Department with a bid proposal not-to-exceed $131,467.00. Seconded by Councilmember Boone, motion passed unanimously by voice vote. RESOLUTION NO. 4963-23 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. 24-011-2024-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: Southern Steel Structures $131,467.00 [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 9 of 124 20 December 2023 Mr. Johnson said Kim Burmeister worked with Osprey Initiative from the very beginning; and she handles the Stormwater Discharge Permit (MS4) with Alabama Department of Environmental Management. 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 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. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 4964-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that Mayor Sherry Sullivan is hereby authorized to execute a contract 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 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 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. Seconded by Councilmember Boone, motion passed unanimously by voice vote. Page 10 of 124 20 December 2023 RESOLUTION NO. 4965-23 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 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 Councilmember Burrell introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. * * Page 11 of 124 20 December 2023 RESOLUTION NO. 4966-23 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 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 No one spoke during Public Participation for Non-Agenda Items. 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)(3) 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. The approximate time to be in Executive Session is 45 minutes. Councilmember Robinson moved to go into Executive Session. Seconded by Councilmember Boone, motion passed unanimously by voice vote. Page 12 of 124 20 December 2023 Exited the dais at 2:49 p.m. Returned at 4:02 p.m. Councilmember Robinson 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 4:03 p.m. Corey Martin, Council President ________________________________ Lisa A. Hanks, MMC City Clerk Page 13 of 124 CITY OF FAIRHOPE AGENDA MEMORANDUM FROM:Cindy Beaudreau SUBJECT:Public Hearing – Ordinance – Amend Ordinance No. 1253 – Request of the Owners, Ryan Creel and Vincent Boothe, for conditional annexation to PUD to be known as The Tin Tops at Gayfer AGENDA DATE: January 8, 2024 RECOMMENDED ACTION: Public Hearing – Ordinance – Amend Ordinance No. 1253 – Request of the Owners, Ryan Creel and Vincent Boothe, for conditional annexation to PUD to be known as The Tin Tops at Gayfer. BACKGROUND INFORMATION: The property is approximately 5.33 acres and located at 8437 Gayfer Road Extension. 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 14 of 124 ORDINANCE NO. ________ AN ORDINANCE AMENDING ORDINANCE NO. 1253 KNOWN AS THE ZONING ORDINANCE CONCURRENT WITH ANNEXATION TO BE KNOWN AS THE TIN TOPS AT GAYFER BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAIRHOPE, ALABAMA as follows: The ordinance known as the Zoning Ordinance (No. 1253), adopted 27 June 2005, together with the Zoning Map of the City of Fairhope, be and the same hereby is changed and altered in respect to that certain property described below: After the appropriate public notice and hearing, the Planning Commission of the City of Fairhope, Alabama has forwarded a favorable recommendation, The property of Ryan Creel and Vincent Boothe containing 5.33 acres, more or less, and located at 8437 Gayfer Road Extension, Fairhope, AL. TIN TOPS at GAYFER PPIN #: 77258 Legal Description: (Case number ZC 23.07) 5.3 AC(C) FM SW COR OF SE 1/4 OF SW 1/4 SEC 9 RUN N 30’ TO N M AR OF GAYFER ST TH E 30’ TO THE E MAR OF A NORTH-SOUTH ST TH CONT E 715.52’ TO POB, TH N 632’, TH E 366.3’, TH S 632.8’, TH W 366.3’ TO POB SEC 9-T6S-R2E (WD-SURVIVORSHIP) 1. That, attached as “Exhibit A” is an approved site plan. The property must develop in substantial conformance with the approved site plan and supporting documents. Any substantial deviation from the attached site plan, as determined by the Director of Planning, will require re-approval by the Planning Commission and the City Council of the City of Fairhope, Alabama, as a PUD amendment. 2. That, the following development regulations shall govern: Units: 20Use: Ten (10) residential duplexes/condominiums (3,810 sf each). Setbacks: Front - 30’ Side - 20’ Rear – 30’ Wetland Buffer: A jurisdictional wetland in the southeast corner and as indicated on Exhibit A shall have a perpetual 30’ wetland buffer. Building Height: Maximum building height shall not exceed 35’. Connectivity: One (1) loop road that is to remain private. Accessory Structures: Accessory structures are not allowed. Page 15 of 124 Ordinance No. _____ Page -2- That, the primary exterior construction materials shall be brick, metal, wood and hardie board. The property is hereby zoned a Planned Unit Development (PUD) concurrent with annexation into the City of Fairhope. This property shall hereafter be lawful to construct on such property any structures permitted by Ordinance No. 1253 and to use said premises for any use permitted or building sought to be erected on said property shall be in compliance with the building laws of the City of Fairhope and that any structure shall be approved by the Building Official of the City of Fairhope and that any structure be erected only in compliance with such laws, including the requirements of Ordinance No. 1253. Severability Clause - if any part, section or subdivision of this ordinance shall be held unconstitutional or invalid for any reason, such holding shall not be construed to invalidate or impair the remainder of this ordinance, which shall continue in full force and effect notwithstanding such holding. Effective Date – This ordinance shall take effect immediately upon its due adoption and publication as required by law. Adopted and approved this 8th day of January, 2024. By:_____________________________ Corey Martin, Council President Attest: By: ___________________________ Lisa A. Hanks. MMC City Clerk Adopted and approved this 8th day of January, 2024. By:___________________________ Sherry Sullivan, Mayor Page 16 of 124 JUBILEE TRLBISHOP RDLIVEOAKAVE JEFF DAVIS STGAYFER AVE HOYLEAVE SOUTHWOODCT MEADOWBROOK DRGARDEN CIR DYER RD GREENO RD NDIEHL AVE EZELL LNGAYFER RD EXT PATRICIANSTLEE STROLLING OAKS DRBROOK LN SROLLING OAKS DR P OR CHPLACEW A Y City of FairhopePlanning Commission December 4, 2023 ¯ GAYFER RD EXT BISHOP RDZC 23.07 - Tin Tops at Gayfer Legend Corporate LimitsRoadsParcelsZoning ClassificationB-1 - Local Shopping DistrictB-2 - General Business DistrictHTD - Highway Transition DistrictPUD - Planned Unit DevelopmentR-1 - Low Density Single-FamilyR-2 - Medium Density Single-FamilyR-3 - High Density Single-FamilyR-4 - Low Density Multi-FamilyR-5 - High Density Dwelling ResidentialPlanning Jurisdiction ^ Project Name:Tin Tops at GayferSite Data:5.31 acresProject Type:Conditional Annexation with RezoningJurisdiction:Fairhope Planning JurisdictionZoning District:N/APPIN Number:77258General Location:North side of Gayfer Road Ext, West of Bishop RoadSurveyor of Record:N/AEngineer of Record:N/AOwner / Developer:Ryan Creel & Vince BootheSchool District:Fairhope Elementary School Fairhope Middle and High Schools Recommendation: Prepared by: Michelle Melton µ µ Approve w/ Conditions Planning Commission unanimously (5 Ayes, 0 Nays) voted to recommend approval of ZC 23.07 Page 17 of 124 Page 18 of 124 1 ZC 23.07 Tin Tops @ Gayfer PUD with Annexation – December 4, 2023 Summary of Request: The Applicants, Ryan Creel and Vincent Boothe, request conditional annexation with rezoning to a Planned Unit Development (PUD). The proposed PUD consists of ten (10) duplexes. The property is approximately 5.31 acres and is located at 8437 Gayfer Road Extension. The Developer is Creel Construction. Ryan Creel is the authorized agent. History The property was the subject of SD 19.40 Tin Tops @ Gayfer a 20-unit MOP in November 2019. The original intent was to lease the units. This was during the time when both the City and Baldwin County had varying, overlapping jurisdictions and the project was approved by both the City and the County. The property at that time was unzoned in Baldwin County. The project has already been approved and permitted. The Applicants now desire to become part of the City. Staff feels PUD zoning makes the most sense for annexation. On its face the project resembles more of a multi-family type zoning such as R-4 or R-5; however, the City does not wish to set that type of zoning trend in this area. At the time of SD 19.40 some City regulations were applicable, but not all of them. SD 19.40 was approved by the Fairhope Planning Commission with the following conditions: Comments Page 19 of 124 2 ZC 23.07 Tin Tops @ Gayfer PUD with Annexation – December 4, 2023 The property is now zoned RSF-E by the County. Applicant has submitted building permits, civil drawings, and a landscape plan to the City. Since the property is anticipated to be annexed into the City then City regulations shall apply once the property is outright under the City’s jurisdiction going forward as a PUD. Some of the previous conditions in SD 19.40 may be null and void due to the passage of time and the confusion of the overlapping jurisdictions in effect at the time. However, the Planning Commission has the authority and discretion to determine if any conditions are applicable to the zoning case at hand. The Applicants have received the required building permits pursuant to the approved MOP. Considering the project is under construction, it is not the intent of this PUD to alter previous approvals, but instead to bring the project into the City and preserve the approved layout without creating a development trend. The project remains unaltered with this PUD, with one exception. The applicant would like to have the ability to sell the individual units, as opposed to renting them all, and has stated such in the narrative. Staff does not object to this form of ownership, but notes that a separate condominium plat will need to be approved by the Fairhope Planning Commission if the Applicants choose to sell units individually. The Site Analysis table on the Site Plan incorrectly lists the current County zoning as RA as shown below. The Duplexes Page 20 of 124 3 ZC 23.07 Tin Tops @ Gayfer PUD with Annexation – December 4, 2023 Applicant plans to construct all ten (10) buildings, consisting of twenty (20) units in one (1) phase. All ten (10) buildings are the same building plan. See below. The PUD will not have any accessory structures to the main duplexes due to size/site limitations. Figure 1: Tin Tops @ Gayfer Site Plan Page 21 of 124 4 ZC 23.07 Tin Tops @ Gayfer PUD with Annexation – December 4, 2023 Tin Tops @ Gayfer does not provide road connectivity outside of this development. A traffic study was not warranted per SD 19.40. There is one (1) loop road without sidewalks that shall remain private. There are no amenities. The dumpster is screened, and the garbage will be handled privately. Page 22 of 124 5 ZC 23.07 Tin Tops @ Gayfer PUD with Annexation – December 4, 2023 Greenspace/Landscape Plans The greenspace was approved with the MOP, but is memorialized within this PUD. Greenspace shall remain as approved into perpetuity, unless the proposed PUD is amended. The landscape plan that was provided in SD 19.40 was approved with the condition that a tree protection plan also be submitted prior to applying for a land disturbance permit in the City. To date, a tree protection plan has not been submitted; however, the County land disturbance permit may trump that of the City’s and nullify this condition. Page 23 of 124 6 ZC 23.07 Tin Tops @ Gayfer PUD with Annexation – December 4, 2023 Figure 2: Tin Tops @ Gayfer SD.19.40 previously submitted Landscape Plan. Wetland There is a jurisdictional wetland on the property in the southeast corner as was determined by Wetland Sciences Incorporated in a letter dated September 24, 2019. A 30’ wetland buffer has been provided and a current ADEM Permit is in effect. Figure 3: Excerpt from Site Plan. Figure 4: ADEM Permit. Photo taken on November 15, 2023. Page 24 of 124 7 ZC 23.07 Tin Tops @ Gayfer PUD with Annexation – December 4, 2023 Detention Pond There are two (2) detention ponds on the property and a draft O&M Plan has been submitted with this case. Utilities Water, Sewer, and Gas will be supplied by Fairhope Utilities. Riviera will provide power. This PUD requires a Master Development Plan. The draft version of the entire document is large, but a copy if available for review at the City of Fairhope Planning Department. Recommendation: Staff recommends Case: ZC 23.07 Tin Tops @ Gayfer from County zoned RSF-E to PUD be Approved with the following condition(s): 1. If approved by the City Council, two (2) printed and bound copies of the Master Development Plan for the Tin Tops @ Gayfer PUD shall be provided to the City. Page 25 of 124 Page 26 of 124 CiL]iOCT1/2q23TINTOPSATAYFERTHETINTOPSATGAYFERPROJECTISCURRENTLYUNDERCONSTRUCTION.THISMOPWASAPPROVEDBYTHEFAIRHOPEPLANNINGCOMMISIONANDTHEBALDWINCOUNTYP&Z.WEAREREQUESTINGBOTHANNEXATIONINTOTHECITYOFFAIRHOPEANDPUDAPPROVAL.WEARECURRENTLYAPPROVEDTORENTTHE20UNITS.WE’VEHADSEVERALPOTENTIALBUYERSREQUESTTOPURCHASEUNITSASSECONDHOMESFORTHEMSELVESORFORLOVEDONES.SO,WEAREWANTINGTOCONVERTTHEUNITSINTOCONDOMINIUMS.THISCONVERSIONWILLADDVALUETOTHEPROPERTY,REDUCETHENUMBEROFRENTALPROPERTIESANDREPLACESHORT-TERMLEASESWITHLONG-TIMERESIDENTS.Page 27 of 124 Page 28 of 124 Page 29 of 124 Page 30 of 124 Page 31 of 124 Page 32 of 124 Page 33 of 124 Page 34 of 124 Page 35 of 124 Subdivision: The Tin Tops @ Gayfer Subdivision location: N off Gayfer Road Ext Requested by: Ryan Creel Email: creelconstruction@gmail.com Phone: 251-379-0081 Reservation valid through: 11/13/2024 We have approved the following road names for the development listed above. The road names are reserved for one year (365 days) from the date of this letter. If the road name changes in any way from what is listed on this confirmation letter, please contact our office for approval. If you find that you need these road names reserved beyond one year, you must contact us requesting such or the road names will be automatically released and labeled “available for use”. PreMod PreDir PreType PreSep Street Name PosTyp PosDir PosMod Tin Tops Loop Please feel free to contact our office with any questions or concerns. Signed: Cindy Taylor Date: 11/13/2023 DAVID WILSON Chairman RAYMOND LOVELL Vice Chairman ANTHONY LOWERY Secretary/Treasurer KATHRYN BYRD Interim Director PAUL MUELLER ALAINNA ELLIOTT AL TOLBERT ROY GLENN MARK D. RYAN General Counsel 911 TELECOMMUNICATOR CIRCLE, ROBERTSDALE, ALABAMA 36567 EMERGENCY POLICE • FIRE • MEDICAL DIAL 9-1-1 Page 36 of 124 BALDWINCOUNTYHIGHWAYDEPARTMENTP.O.Box220JOE)’NIJNiVALL),P.E.SILVERHILL,ALABAMA36576COUNT)ENGINEERTELEPHONE:(251)937-0371FAX(251)937-0201September8,2022S.E.Civil,LLC9969WindmillRoadFairhope,AL36532Subject:TO-22054—CommercialTurn-OutPermitontoGayferRoadExtAttachedheretoisapermitissuedtoS.E.Civil,LLCtoconstructaturnoutontoGayferRoadExtforTheTinTopsatGavferatparcelnumber05-46-02-09-0-000-014.000.Thefollowingrequirementsshouldbenoted:1.Youareresponsibleforanydamagedonetothecountyroadwayand/orditchasaresultofthisconstructionanduse.2.Youareresponsibletore-vegetatealldisturbedareasontheCountyright-of-way.3.Youarerequiredtoconstructthedrainagepipesand/ordrivewayssothatstormwaterwillnotstandontheCountyright-of-way.4.AnydrivewaysinstalledaresubjecttoremovalifdoneinamannerthatisunsafeorunacceptabletotheCountyEngineer.5.Chapter6oftheMUTCDmustbefollowedfortrafficcontrol.6.ForpavedCountyRoads,onlyasphaltistobeusedforthefirst5’-O”fromtheedgeofexistingpavement.Atthatpoint,thematerialcantransitiontoconcreteorothermaterialequaltoorgreaterthanasphalt.7.AlinelocateshallbecalledinbeforeanyworkisdoneintheCountyright-of-way.8.Youareresponsibleformakingsurethereis1(one)footofcoveronallpipes.YouarerequiredtocontactthecountyinspectorJohnLundyat251-202-1693priortobeginningworkintheright-of-way.Pleasefeelfreetogiveusacallifyouhaveanyquestions.SincerelInspectorCc:Area200MaintenanceSupervisorFilePage 37 of 124 Legend County Maintained Roads Swf ace Type ZiPaved —9H Road Centerlines LAND PARCELS ICROSSDRAIN Stream Water Proposed Turnoi WE TO-22054 The Tin Tops @ Gayfer Site Map I’Page 38 of 124 Legend County Malntalnd Roads Surface Type ZI Paved —911 Road Centerlines LAND PARCELS CROSSDRAIN OAKSLN N S TO-22054 The Tin Tops @ Gayfer Vicinity Map Page 39 of 124 OfficeUseOnlyCaseNo.ReceivedBy:-Date:ApplicationFee:,ti,9ReceiptNo:,41/9RoadIDNo:_______°-BALDWINCOUNTYHIGHWAYDEPARTMENTPERMITDIVISIONP.O.Box220Silverhill,Alabama36576Telephone:(251)937-0371FaxNo.:(251)937-0227INDUSTRIAL/COMMERCIAL/RESIDENTIALMULTIUNITRIGHT-OF-WAYACCESSANDDRAINAGEIMPACTPERMITApplicantAreyouthepropertyowner?yesXno(IfyouarenotthepropertyowneryoumustsubmitOwnerAuthorizationFormsignedbythepropertyowner)Name:SECivil,LLCDate:8/29/22MailingAddress:9969WindmillRoadCity:Fairhope-State:ALZipcode__36532-__________________Telephone:(251)990..6566Fax:(__J___-_____e-mail:lsmith@secivileng.comSiteInformationParcelIDNumber(s):05..4602-09-0-000-014—.00005------05------TheTinTops@GayferDevelopmentName:OrNameofBusinessAddressofSite:8437GayferRoadExtensionFairhopeSiteAcreage:31NumberofUnitsorTypeofCommercialActivity:20unitsDevelopmentType-CheckOne:XSubdivision/MultifamilyRetail/CommercialIndustrialZ:\PERMITDIVISION\Applications&Forms\CiJRRENTTurnouts\CommercialTurnoutAppllcallon.docPage 40 of 124 Engineer:CiviLLLC_______-MailingAddress:9969WindmillRoadCity:FairhopeState:ALZipeode__36532Telephone:(251)990’.6566Fax:(_)e-mail:lWL1th@slvieng.comNameofContractor:unknown(Acopyofthecontractor’scurrentlicensemustbesubmitted)MailingAddress:City:-State:Zipcode___________________Telephone:()Fax:L)e-mail:(Checkallthatapply)CommercialTurnoutDrivewayTurnoutDrainagecilAccelerationLaneDecelerationLaneMedianTurnLanecicici********************************************************************Iherebycertifythattheinformationstatedonandsubmittedwiththisapplicationistrueandcorrect.Ialsounderstandthatthesubmittalofincompleteorincorrectinformationwillresultinthisapplicationnotbeingprocessed.Iunderstandthatpaymentofthesefeesdoesnotentitlemetoapprovalofthisapplicationandthatnorefundofthesefeeswillbemade.IhavereviewedtheattachedapplicabledevelopmentstandardsassetforthintheBaldwinCountyHighwayDepartmentandIfurtherunderstandatthedecisionoftheBaithCountyHighwayDepartmentshallbe(matandconclusiveonanyquestionthatmayariserelatingtothisiitand’aoneortobepoedpursuantthereto.ApplicantsSignatur_______________________________________Date:(9I’FOROFFICEONLYDATEAPPLICATIONREVIEWED:83c’/ISTHISACOUNTYMAINTAINEDRI):Ø’ES[]N’O[]N/AENGINEERINGPLANSSUBMITTED:EYES[]NOEJtYATRAFFICSTUDYSUBMITTED:[]YES[JNOJAARETURNLANESWARRANTED:[]YES[]NOCOSTESTIMATESUBMITTED:1YESONOJAINSPECTIONFEEPAID:[]YESLINO[/AHASENGINEERVISITEDSITE:[‘ES[INO[IN/ADOESTHISSITEDRAINTOCO.ROW:[IVES[]NO[IN/ACOMMENTS:e4bld2/”iZ4Po,odpkit/J...aIa//I-/’Iioo/J.dhL4,-SIZEOFDRIVEWAYCROSS-DRAIN:2’/”DATEPERMITISSUED:9//L’2zPERMITTINGAGENT:jJ/1LL1dTITLE:f-ae-Th1-SIGNATURE:2Page 41 of 124 Page 42 of 124 Page 43 of 124 Page 44 of 124 SOUTHWOODCT GAYFER RD EXT BISHOP RDExhibit A:Tin Tops at GayferConditional Annexation & Rezoning to PUD(ZC 23.07) Legend RoadZoningDistrictR-1 - Low Density Single-FamilyR-4 - Low Density Multi-FamilyParcelsPlanning Jurisdiction ^ µ Page 45 of 124 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2023-555 FROM: Hunter Simmons SUBJECT: The Planning Director, Hunter Simmons, requests approval for the procurement of the GIS Software Small Government Enterprise Agreement Annual Subscription from Environmental Systems Research Institute, Inc. (ESRI). AGENDA DATE: January 8, 2024 RECOMMENDED ACTION: To approve the procurement of the GIS Software Small Government Enterprise Agreement Annual Subscription from Environmental Systems Research Institute, Inc. (ESRI) for a not-to-exceed cost of $85,200.00 for a three year agreement. BACKGROUND INFORMATION: ESRI provides a small government license for the GIS software that provides more options than what is currently being used by the City. ESRI software is the sole source provider that can supply the GIS software currently integrated within our systems. The cost per year is Twenty-Eight Thousand Four Hundred Dollars ($28,400.00) for a total three (3) year cost of Eighty-Five Thousand Two Hundred Dollars ($85,200.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001120-50300 001350-50300 002-50300 003-50300 004010-50300 004020-50300 Planning - Computer Expense Streets - Computer Expense Gas - Computer Expense Electric - Computer Expense Water - Computer Expense Wastewater - Computer Expense $ $5,680.00 $4,544.00 $4,544.00 $4,544.00 $4,544.00 $4,544.00 ($5,680.00) ($4,544.00) ($4,544.00) ($4,544.00) ($4,544.00) ($4,544.00) Page 46 of 124 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 47 of 124 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 GIS Software Small Government Enterprise Agreement Annual Subscription from Environmental Systems Research Institute, Inc. (ESRI) for a not-to-exceed cost of $85,200.00 for a three (3) year agreement; and authorizes Mayor Sherry Sullivan to execute a contract. [2] The cost per year is Twenty-Eight Thousand Four Hundred Dollars ($28,400.00) for a total of three (3) years at a cost of Eighty-Five Thousand Two Hundred Dollars ($85,200.00). [3] ESRI software is the only provider that can supply the GIS software currently integrated within our systems. Citizenserve and Munis, as well as our connections to critical Baldwin County data all that rely on ESRI software. To replace this software with an alternative would require us to alter many other incumbent software platforms. ADOPTED ON THIS 8TH DAY OF JANUARY, 2024 _________________________________ Corey Martin, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 48 of 124 MEMORANDUM DATE: December 27, 2023 TO: Erin Wolfe FROM: Hunter Simmons, Planning Director RE: Sole Source GIS Software Attached to this memorandum you will find a three-year contract for GIS software from ESRI. This is a small government license that will provide many more options than we are currently receiving at a similar price. ESRI software is the only provider that can supply the GIS software currently integrated within our systems. For example, Citizenserve and Munis, as well as our connections to critical Baldwin County data all rely on ESRI software. To replace this software with an alternative would require us to alter many other incumbent software platforms. For this reason, I believe this to be a sole-source purchase negating the need to bid. The contract would be a three-year agreement. Page 49 of 124 Quotation # Q-511058 Date: December 5, 2023 Environmental Systems Research Institute, Inc. 380 New York St Redlands, CA 92373-8100 Phone: (909) 793-2853 DUNS Number: 06-313-4175 CAGE Code: 0AMS3 Customer # 185253 Contract # City of Fairhope Planning Dept 451 Pecan Ave Ste 200 Fairhope, AL 36532-1621 To expedite your order, please attach a copy of ATTENTION:Christopher Ambron this quotation to your purchase order. PHONE:251-454-4533 Quote is valid from: 12/5/2023 To: 3/4/2024 EMAIL:chris.ambron@fairhopeal.gov Material Qty Term Unit Price Total 168177 1 Year 1 $28,400.00 $28,400.00 Populations of 0 to 25,000 Small Government Enterprise Agreement Annual Subscription 168177 1 Year 2 $28,400.00 $28,400.00 Populations of 0 to 25,000 Small Government Enterprise Agreement Annual Subscription 168177 1 Year 3 $28,400.00 $28,400.00 Populations of 0 to 25,000 Small Government Enterprise Agreement Annual Subscription Subtotal:$85,200.00 Sales Tax:$0.00 Estimated Shipping and Handling (2 Day Delivery):$0.00 Contract Price Adjust:$0.00 Total:$85,200.00 Esri may charge a fee to cover expenses related to any customer requirement to use a proprietary vendor management, procurement, or invoice program. For questions contact: Eva Kennedy Email: ekennedy@esri.com Phone: (909) 369-4320 x4320 The items on this quotation are subject to and governed by the terms of this quotation, the most current product specific scope of use document found at https://assets.esri.com/content/dam/esrisites/media/legal/product-specific-terms-of-use/e300.pdf, and your applicable signed agreement with Esri. If no such agreement covers any item quoted, then Esri’s standard terms and conditions found at https://go.esri.com/MAPS apply to your purchase of that item. If any item is quoted with a multi-year payment schedule, then unless otherwise stated in this quotation, Customer is required to make all payments without right of cancellation. Third-party data sets included in a quotation as separately licensed items will only be provided and invoiced if Esri is able to provide such data and will be subject to the applicable third-party's terms and conditions. If Esri is unable to provide any such data set, Customer will not be responsible for any further payments for the data set. US Federal government entities and US government prime contractors authorized under FAR 51.1 may purchase under the terms of Esri’s GSA Federal Supply Schedule. Supplemental terms and conditions found at https://www.esri.com/en-us/legal/terms/state-supplemental apply to some US state and local government purchases. All terms of this quotation will be incorporated into and become part of any additional agreement regarding Esri’s offerings. Acceptance of this quotation is limited to the terms of this quotation. Esri objects to and expressly rejects any different or additional terms contained in any purchase order, offer, or confirmation sent to or to be sent by buyer. Unless prohibited by law, the quotation information is confidential and may not be copied or released other than for the express purpose of system selection and purchase/license. The information may not be given to outside parties or used for any other purpose without consent from Esri. Delivery is FOB Origin for customers located in the USA. KENNEDYE This offer is limited to the terms and conditions incorporated and attached herein. Page 50 of 124 Quotation # Q-511058 Date: December 5, 2023 Environmental Systems Research Institute, Inc. 380 New York St Redlands, CA 92373-8100 Phone: (909) 793-2853 DUNS Number: 06-313-4175 CAGE Code: 0AMS3 Customer # 185253 Contract # City of Fairhope Planning Dept 451 Pecan Ave Ste 200 Fairhope, AL 36532-1621 To expedite your order, please attach a copy of ATTENTION:Christopher Ambron this quotation to your purchase order. PHONE:251-454-4533 Quote is valid from: 12/5/2023 To: 3/4/2024 EMAIL:chris.ambron@fairhopeal.gov _________________________________________________________________________________________________________________________________ If you have made ANY alterations to the line items included in this quote and have chosen to sign the quote to indicate your acceptance, you must fax Esri the signed quote in its entirety in order for the quote to be accepted. You will be contacted by your Customer Service Representative if additional information is required to complete your request. If your organization is a US Federal, state, or local government agency; an educational facility; or a company that will not pay an invoice without having issued a formal purchase order, a signed quotation will not be accepted unless it is accompanied by your purchase order. In order to expedite processing, please reference the quotation number and any/all applicable Esri contract number(s) (e.g. MPA, ELA, SmartBuy, GSA, BPA) on your ordering document. BY SIGNING BELOW, YOU CONFIRM THAT YOU ARE AUTHORIZED TO OBLIGATE FUNDS FOR YOUR ORGANIZATION, AND YOU ARE AUTHORIZING ESRI TO ISSUE AN INVOICE FOR THE ITEMS INCLUDED IN THE ABOVE QUOTE IN THE AMOUNT OF $___________, PLUS SALES TAXES IF APPLICABLE. DO NOT USE THIS FORM IF YOUR ORGANIZATION WILL NOT HONOR AND PAY ESRI'S INVOICE WITHOUT ADDITIONAL AUTHORIZING PAPERWORK. Please check one of the following: ___ I agree to pay any applicable sales tax. ___ I am tax exempt, please contact me if exempt information is not currently on file with Esri. ___________________________________________ ________________________ Signature of Authorized Representative Date ___________________________________________ Name (Please Print) ___________________________________________ Title _________________________________________________________________________________________________________________________________ The quotation information is proprietary and may not be copied or released other than for the express purpose of system selection and purchase/license. This information may not be given to outside parties or used for any other purpose without consent from Environmental Systems Research Institute, Inc. (Esri). Any estimated sales and/or use tax reflected on this quote has been calculated as of the date of this quotation and is merely provided as a convenience for your organization's budgetary purposes. Esri reserves the right to adjust and collect sales and/or use tax at the actual date of invoicing. If your organization is tax exempt or pays state tax directly, then prior to invoicing, your organization must provide Esri with a copy of a current tax exemption certificate issued by your state's taxing authority for the given jurisdiction. Esri may charge a fee to cover expenses related to any customer requirement to use a proprietary vendor management, procurement, or invoice program. For questions contact: Eva Kennedy Email: ekennedy@esri.com Phone: (909) 369-4320 x4320 The items on this quotation are subject to and governed by the terms of this quotation, the most current product specific scope of use document found at https://assets.esri.com/content/dam/esrisites/media/legal/product-specific-terms-of-use/e300.pdf, and your applicable signed agreement with Esri. If no such agreement covers any item quoted, then Esri’s standard terms and conditions found at https://go.esri.com/MAPS apply to your purchase of that item. If any item is quoted with a multi-year payment schedule, then unless otherwise stated in this quotation, Customer is required to make all payments without right of cancellation. Third-party data sets included in a quotation as separately licensed items will only be provided and invoiced if Esri is able to provide such data and will be subject to the applicable third-party's terms and conditions. If Esri is unable to provide any such data set, Customer will not be responsible for any further payments for the data set. US Federal government entities and US government prime contractors authorized under FAR 51.1 may purchase under the terms of Esri’s GSA Federal Supply Schedule. Supplemental terms and conditions found at https://www.esri.com/en-us/legal/terms/state-supplemental apply to some US state and local government purchases. All terms of this quotation will be incorporated into and become part of any additional agreement regarding Esri’s offerings. Acceptance of this quotation is limited to the terms of this quotation. Esri objects to and expressly rejects any different or additional terms contained in any purchase order, offer, or confirmation sent to or to be sent by buyer. Unless prohibited by law, the quotation information is confidential and may not be copied or released other than for the express purpose of system selection and purchase/license. The information may not be given to outside parties or used for any other purpose without consent from Esri. Delivery is FOB Origin for customers located in the USA. KENNEDYE This offer is limited to the terms and conditions incorporated and attached herein. Page 51 of 124 Esri Use Only: Cust. Name Cust. # PO # Esri Agreement # Page 1 of 6 November 9, 2023 SMALL ENTERPRISE AGREEMENT COUNTY AND MUNICIPALITY GOVERNMENT (E214-1) This Agreement is by and between the organization identified in the Quotation ("Customer") and Environmental Systems Research Institute, Inc. ("Esri"). This Agreement sets forth the terms for Customer's use of Products and incorporates by reference (i) the Quotation and (ii) the Master Agreement. Should there be any conflict between the terms and conditions of the documents that comprise this Agreement, the order of precedence for the documents shall be as follows: (i) the Quotation, (ii) this Agreement, and (iii) the Master Agreement. This Agreement shall be governed by and construed in accordance with the laws of the state in which Customer is located without reference to conflict of laws principles, and the United States of America federal law shall govern in matters of intellectual property. The modifications and additional rights granted in this Agreement apply only to the Products listed in Table A. Table A List of Products Uncapped Quantities Desktop Software and Extensions (Single Use) ArcGIS Desktop Advanced ArcGIS Desktop Standard ArcGIS Desktop Basic ArcGIS Desktop Extensions: ArcGIS 3D Analyst, ArcGIS Spatial Analyst, ArcGIS Geostatistical Analyst, ArcGIS Publisher, ArcGIS Network Analyst, ArcGIS Schematics, ArcGIS Workflow Manager, ArcGIS Data Reviewer Enterprise Software and Extensions ArcGIS Enterprise (Advanced and Standard) ArcGIS Monitor ArcGIS Enterprise Extensions: ArcGIS 3D Analyst, ArcGIS Spatial Analyst, ArcGIS Geostatistical Analyst, ArcGIS Network Analyst, ArcGIS Schematics, ArcGIS Workflow Manager, ArcGIS Data Reviewer Enterprise Additional Capability Servers ArcGIS Image Server Developer Tools ArcGIS Runtime Standard ArcGIS Runtime Analysis Extension Limited Quantities One (1) Professional subscription to ArcGIS Developer Two (2) ArcGIS CityEngine Single Use Licenses 50 ArcGIS Online Viewers 50 ArcGIS Online Creators 10,000 ArcGIS Online Service Credits 50 ArcGIS Enterprise Creators 2 ArcGIS Insights in ArcGIS Enterprise 2 ArcGIS Insights in ArcGIS Online 5 ArcGIS Location Sharing User Type Extension (Enterprise) 5 ArcGIS Location Sharing User Type Extension (Online) 6 ArcGIS Advanced Editing User Type Extension (Enterprise) OTHER BENEFITS Number of Esri User Conference registrations provided annually 2 Number of Tier 1 Help Desk individuals authorized to call Esri 2 Maximum number of sets of backup media, if requested* 2 Five percent (5%) discount on all individual commercially available instructor-led training classes at Esri facilities purchased outside this Agreement *Additional sets of backup media may be purchased for a fee Page 52 of 124 Page 2 of 6 November 9, 2023 Customer may accept this Agreement by signing and returning the whole Agreement with (i) the Quotation attached, (ii) a purchase order, or (iii) another document that matches the Quotation and references this Agreement ("Ordering Document"). ADDITIONAL OR CONFLICTING TERMS IN CUSTOMER'S PURCHASE ORDER OR OTHER DOCUMENT WILL NOT APPLY, AND THE TERMS OF THIS AGREEMENT WILL GOVERN. This Agreement is effective as of the date of Esri's receipt of an Ordering Document, unless otherwise agreed to by the parties ("Effective Date"). Term of Agreement: Three (3) years This Agreement supersedes any previous agreements, proposals, presentations, understandings, and arrangements between the parties relating to the licensing of the Products. Except as provided in Article 4— Product Updates, no modifications can be made to this Agreement. Accepted and Agreed: (Customer) By: Authorized Signature Printed Name: Title: Date: CUSTOMER CONTACT INFORMATION Contact: Telephone: Address: Fax: City, State, Postal Code: E-mail: Country: Quotation Number (if applicable): Page 53 of 124 Page 3 of 6 November 9, 2023 1.0—ADDITIONAL DEFINITIONS In addition to the definitions provided in the Master Agreement, the following definitions apply to this Agreement: "Case" means a failure of the Software or Online Services to operate according to the Documentation where such failure substantially impacts operational or functional performance. "Deploy", "Deployed" and "Deployment" mean to redistribute and install the Products and related Authorization Codes within Customer's organization(s). "Fee" means the fee set forth in the Quotation. "Maintenance" means Tier 2 Support, Product updates, and Product patches provided to Customer during the Term of Agreement. "Master Agreement" means the applicable master agreement for Esri Products incorporated by this reference that is (i) found at https://www.esri.com/en- us/legal/terms/full-master-agreement and available in the installation process requiring acceptance by electronic acknowledgment or (ii) a signed Esri master agreement or license agreement that supersedes such electronically acknowledged master agreement. "Product(s)" means the products identified in Table A—List of Products and any updates to the list Esri provides in writing. "Quotation" means the offer letter and quotation provided separately to Customer. "Technical Support" means the technical assistance for attempting resolution of a reported Case through error correction, patches, hot fixes, workarounds, replacement deliveries, or any other type of Product corrections or modifications. "Tier 1 Help Desk" means Customer's point of contact(s) to provide all Tier 1 Support within Customer's organization(s). "Tier 1 Support" means the Technical Support provided by the Tier 1 Help Desk. "Tier 2 Support" means the Esri Technical Support provided to the Tier 1 Help Desk when a Case cannot be resolved through Tier 1 Support. 2.0—ADDITIONAL GRANT OF LICENSE 2.1 Grant of License. Subject to the terms and conditions of this Agreement, Esri grants to Customer a personal, nonexclusive, nontransferable license solely to use, copy, and Deploy quantities of the Products listed in Table A—List of Products for the Term of Agreement (i) for the applicable Fee and (ii) in accordance with the Master Agreement. 2.2 Consultant Access. Esri grants Customer the right to permit Customer's consultants or contractors to use the Products exclusively for Customer's benefit. Customer will be solely responsible for compliance by consultants and contractors with this Agreement and will ensure that the consultant or contractor discontinues use of Products upon completion of work for Customer. Access to or use of Products by consultants or contractors not exclusively for Customer's benefit is prohibited. Customer may not permit its consultants or contractors to install Software or Data on consultant, contractor, or third-party computers or remove Software or Data from Customer locations, except for the purpose of hosting the Software or Data on Contractor servers for the benefit of Customer. 3.0—TERM, TERMINATION, AND EXPIRATION 3.1 Term. This Agreement and all licenses hereunder will commence on the Effective Date and continue for the duration identified in the Term of Agreement, unless this Agreement is terminated earlier as provided herein. Customer is only authorized to use Products during the Term of Agreement. For an Agreement with a limited term, Esri does not grant Customer an indefinite or a perpetual license to Products. 3.2 No Use upon Agreement Expiration or Termination. All Product licenses, all Maintenance, and Esri User Conference registrations terminate upon expiration or termination of this Agreement. 3.3 Termination for a Material Breach. Either party may terminate this Agreement for a material breach by the other party. The breaching party will have thirty (30) days from the date of written notice to cure any material breach. 3.4 Termination for Lack of Funds. For an Agreement with government or government- Page 54 of 124 Page 4 of 6 November 9, 2023 owned entities, either party may terminate this Agreement before any subsequent year if Customer is unable to secure funding through the legislative or governing body's approval process. 3.5 Follow-on Term. If the parties enter into another agreement substantially similar to this Agreement for an additional term, the effective date of the follow-on agreement will be the day after the expiration date of this Agreement. 4.0—PRODUCT UPDATES 4.1 Future Updates. Esri reserves the right to update the list of Products in Table A—List of Products by providing written notice to Customer. Customer may continue to use all Products that have been Deployed, but support and upgrades for deleted items may not be available. As new Products are incorporated into the standard program, they will be offered to Customer via written notice for incorporation into the Products schedule at no additional charge. Customer's use of new or updated Products requires Customer to adhere to applicable additional or revised terms and conditions in the Master Agreement. 4.2 Product Life Cycle. During the Term of Agreement, some Products may be retired or may no longer be available to Deploy in the identified quantities. Maintenance will be subject to the individual Product Life Cycle Support Status and Product Life Cycle Support Policy, which can be found at https://support.esri.com/en/other- resources/product-life-cycle. Updates for Products in the mature and retired phases may not be available. Customer may continue to use Products already Deployed, but Customer will not be able to Deploy retired Products. 5.0—MAINTENANCE The Fee includes standard maintenance benefits during the Term of Agreement as specified in the most current applicable Esri Maintenance and Support Program document (found at https://www.esri.com/en- us/legal/terms/maintenance). At Esri's sole discretion, Esri may make patches, hot fixes, or updates available for download. No Software other than the defined Products will receive Maintenance. Customer may acquire maintenance for other Software outside this Agreement. a. Tier 1 Support 1. Customer will provide Tier 1 Support through the Tier 1 Help Desk to all Customer's authorized users. 2. The Tier 1 Help Desk will be fully trained in the Products. 3. At a minimum, Tier 1 Support will include those activities that assist the user in resolving how-to and operational questions as well as questions on installation and troubleshooting procedures. 4. The Tier 1 Help Desk will be the initial point of contact for all questions and reporting of a Case. The Tier 1 Help Desk will obtain a full description of each reported Case and the system configuration from the user. This may include obtaining any customizations, code samples, or data involved in the Case. 5. If the Tier 1 Help Desk cannot resolve the Case, an authorized Tier 1 Help Desk individual may contact Tier 2 Support. The Tier 1 Help Desk will provide support in such a way as to minimize repeat calls and make solutions to problems available to Customer’s organization. 6. Tier 1 Help Desk individuals are the only individuals authorized to contact Tier 2 Support. Customer may change the Tier 1 Help Desk individuals by written notice to Esri. b. Tier 2 Support 1. Tier 2 Support will log the calls received from Tier 1 Help Desk. 2. Tier 2 Support will review all information collected by and received from the Tier 1 Help Desk including preliminary documented troubleshooting provided by the Tier 1 Help Desk when Tier 2 Support is required. 3. Tier 2 Support may request that Tier 1 Help Desk individuals provide verification of information, additional information, or answers to additional questions to Page 55 of 124 Page 5 of 6 November 9, 2023 supplement any preliminary information gathering or troubleshooting performed by Tier 1 Help Desk. 4. Tier 2 Support will attempt to resolve the Case submitted by Tier 1 Help Desk. 5. When the Case is resolved, Tier 2 Support will communicate the information to Tier 1 Help Desk, and Tier 1 Help Desk will disseminate the resolution to the user(s). 6.0—ENDORSEMENT AND PUBLICITY This Agreement will not be construed or interpreted as an exclusive dealings agreement or Customer's endorsement of Products. Either party may publicize the existence of this Agreement. 7.0—ADMINISTRATIVE REQUIREMENTS 7.1 OEM Licenses. Under Esri's OEM or Solution OEM programs, OEM partners are authorized to embed or bundle portions of Esri products and services with their application or service. OEM partners' business model, licensing terms and conditions, and pricing are independent of this Agreement. Customer will not seek any discount from the OEM partner or Esri based on the availability of Products under this Agreement. Customer will not decouple Esri products or services from the OEM partners' application or service. 7.2 Annual Report of Deployments. At each anniversary date and ninety (90) calendar days prior to the expiration of this Agreement, Customer will provide Esri with a written report detailing all Deployments. Upon request, Customer will provide records sufficient to verify the accuracy of the annual report. 8.0—ORDERING, ADMINISTRATIVE PROCEDURES, DELIVERY, AND DEPLOYMENT 8.1 Orders, Delivery, and Deployment a. Upon the Effective Date, Esri will invoice Customer and provide Authorization Codes to activate the nondestructive copy protection program that enables Customer to download, operate, or allow access to the Products. If this is a multi-year Agreement, Esri may invoice the Fee up to thirty (30) calendar days before the annual anniversary date for each year. b. Undisputed invoices will be due and payable within thirty (30) calendar days from the date of invoice. Esri reserves the right to suspend Customer's access to and use of Products if Customer fails to pay any undisputed amount owed on or before its due date. Esri may charge Customer interest at a monthly rate equal to the lesser of one percent (1.0%) per month or the maximum rate permitted by applicable law on any overdue fees plus all expenses of collection for any overdue balance that remains unpaid ten (10) days after Esri has notified Customer of the past-due balance. c. Esri's federal ID number is 95-2775-732. d. If requested, Esri will ship backup media to the ship-to address identified on the Ordering Document, FOB Destination, with shipping charges prepaid. Customer acknowledges that should sales or use taxes become due as a result of any shipments of tangible media, Esri has a right to invoice and Customer will pay any such sales or use tax associated with the receipt of tangible media. 8.2 Order Requirements. Esri does not require Customer to issue a purchase order. Customer may submit a purchase order in accordance with its own process requirements, provided that if Customer issues a purchase order, Customer will submit its initial purchase order on the Effective Date. If this is a multi-year Agreement, Customer will submit subsequent purchase orders to Esri at least thirty (30) calendar days before the annual anniversary date for each year. a. All orders pertaining to this Agreement will be processed through Customer's centralized point of contact. b. The following information will be included in each Ordering Document: (1) Customer name; Esri customer number, if known; and bill-to and ship-to addresses (2) Order number (3) Applicable annual payment due Page 56 of 124 Page 6 of 6 November 9, 2023 9.0—MERGERS, ACQUISITIONS, OR DIVESTITURES If Customer is a commercial entity, Customer will notify Esri in writing in the event of (i) a consolidation, merger, or reorganization of Customer with or into another corporation or entity; (ii) Customer's acquisition of another entity; or (iii) a transfer or sale of all or part of Customer's organization (subsections i, ii, and iii, collectively referred to as "Ownership Change"). There will be no decrease in Fee as a result of any Ownership Change. 9.1 If an Ownership Change increases the cumulative program count beyond the maximum level for this Agreement, Esri reserves the right to increase the Fee or terminate this Agreement and the parties will negotiate a new agreement. 9.2 If an Ownership Change results in transfer or sale of a portion of Customer's organization, that portion of Customer's organization will transfer the Products to Customer or uninstall, remove, and destroy all copies of the Products. 9.3 This Agreement may not be assigned to a successor entity as a result of an Ownership Change unless approved by Esri in writing in advance. If the assignment to the new entity is not approved, Customer will require any successor entity to uninstall, remove, and destroy the Products. This Agreement will terminate upon such Ownership Change. Page 57 of 124 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Hunter Simmons Date: 12/27/2023 Department: Planning Department 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. Environmental Systems Research Institute, Inc $ 85,200.00 (3 Yrs 28,400.00 pd annually) 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? Populations of 0 to 25,000 Small Government Enterprise Agreement Annual Subscription 2. What is the total cost of the item or service? $85,200.00 3. How many do you need? One three-year contract 4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request 5. Vendor Name (Lowest Quote): Environmental Systems Research Institute, Inc 6. Vendor Number: 2806 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? $28,400 (First year’s payment) 3. Budget code: Cost is shared between multiple departments Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 58 of 124 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2023-548 FROM: Lisa Hanks, City Clerk SUBJECT: 2024 Regular City Council Meetings AGENDA DATE: January 8, 2024 RECOMMENDED ACTION: To Approve the 2024 Regular City Council Meetings 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 59 of 124 Fairhope Municipal Complex Council Chamber located at 161 North Section Street 6:00 p.m. on Second and Fourth Mondays or Noted below! Months Regular Date Rescheduled Reason January 1/8/2024 January 1/22/2024 February 2/12/2024 2/15/2024 Mardi Gras Parade and Mardi Gras Day February 2/26/2024 March 3/11/2024 March 3/25/2024 3/21/2024 Spring Break April 4/8/2024 April 4/22/2024 May 5/13/2024 May 5/27/2024 5/28/2024 Memorial Day - 27 June 6/10/2024 June 6/24/2024 July 7/8/2024 July 7/22/2024 August 8/12/2024 August 8/26/2024 September 9/9/2024 September 9/23/2024 October 10/14/2024 October 10/28/2024 November 11/11/2024 11/12/2024 Veteran's Day - 11 November 11/25/2024 11/21/2024 Thanksgiving Week December 12/9/2024 December 12/23/2024 12/19/2024 at 2:00 p.m.Christmas Holidays - 24-25 2024 Regular City Council Meetings City of Fairhope Page 60 of 124 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2023-543 FROM: Lisa Hanks, City Clerk SUBJECT: Engagement Letter for Hope Hicks with Ball, Ball, Matthews & Novak for Professional Legal Services: Human Resources/Labor and Employment Advice and Counseling to the City of Fairhope. AGENDA DATE: January 8, 2024 RECOMMENDED ACTION: To approve the selection of Hope Hicks with Ball, Ball, Matthews & Novak for Professional Legal Services: Human Resources/Labor and Employment Advice and Counseling to the City of Fairhope; and hereby authorize Mayor Sherry Sullivan to execute the associated Engagement Letter. BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001170- 50280 Legal Fees $8,451.00 $200.00 per hour/as needed $8,451.00 GRANT: LEGAL IMPACT: FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: Individual(s) responsible for follow up: Page 61 of 124 Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 62 of 124 RESOLUTION NO. --- BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council approves the selection of Hope Hicks with Ball, Ball, Matthews & Novak for Professional Legal Services: Human Resources/Labor and Employment Advice and Counseling to the City of Fairhope; and hereby authorizes Mayor Sherry Sullivan to execute the associated Engagement Letter. DULY ADOPTED THIS 8TH DAY OF JANUARY, 2024 Attest: Lisa A. Hanks , MMC City Clerk Corey Martin, Council President Page 63 of 124 Mayor Sherry Sullivan City of Fairhope 161 N. Section Street Fa irh ope, Alabama 36533 sherry .s u 11 ivan @ fair hopa l.gov Dear Mayor Sullivan: BALLBALL December 13 , 2023 HOPE CURTIS HICKS , ESQ . hhicks @ ball-ball .com (334) 387-2066 (direct) It has been my pleasure to work with the City of Fairhope on the drafting of the proposed new employee handbook and other human resources related issues . Please allow this letter to serve as a formal engagement letter wherein Ball , Ball , Matthews & Novak will provide human resources/labor and employment advice and counseling to the City of Fairhope. The rate for these services will be $200 per hour and bills will be sent monthly for any work that is done. If our services are not required , no bill will be issued. If you need any additional information or if I can provide any assistance , you can reach me by calli ng or emailing me at the office or you may call or text my cell phone. I look forward to working for you and the City of Fairhope. Sincerely, ~ope~~~ Hope Curtis Hicks /HCH Copy to Lisa Hanks, City Clerk BALL, BALL, MATTHEWS & NOVAK , P .A . ATTORNEYS AT LAW T 334 387 7680 F 334 387 3222 E FIRM@BALL-BALL.COM 445 DEXTER AVENUE , SUITE 9045 MONTGOMERY , ALABAMA 36104-3775 I POST OFF ICE BOX 2148 MONTGOMERY , ALABAMA 36102-2148 MONTGOMERY I MOBILE Page 64 of 124 Hope Hicks with Ball , Ball, Matthews & Novak , P.A., is hereby engaged to perform HR related consulting services for the City of Fairhope. Hope Hicks will perform these services at a rate of $200 per hour and will submit monthly invoices for her services. If no service is pro vided in any month then no invoice will be submitted to the City . Done this the __ day of _______ ~ 2024. Sherry Sullivan , Mayor Page 65 of 124 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-2 FROM: Hannah Noonan, Human Resources Director SUBJECT: The vacant Mechanic position misclassified as a "Mechanic Clerk" will be correctly reclassified as "Mechanic". AGENDA DATE: January 8, 2024 RECOMMENDED ACTION: Approves and adopts the recommendations for the Public Works Fleet Maintenance Department Reclassification as follows: The vacant Mechanic position misclassified as a "Mechanic Clerk" will be correctly reclassified as "Mechanic". 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 66 of 124 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 Public Works Fleet Maintenance Department Reclassification as follows: The vacant Mechanic position misclassified as a "Mechanic Clerk" will be correctly reclassified as "Mechanic". ADOPTED THIS 8TH DAY OF JANUARY, 2024 ______________________________ Corey Martin, Council President ATTEST: ______________________________ Lisa A. Hanks, MMC City Clerk Page 67 of 124 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2023-546 FROM: Sherry Sullivan, Mayor Richard Johnson, CITY ENGINEER SUBJECT: To amend the Budget for the FY2023-2024 as recommended and presented above; and authorizes the City Treasurer to make the necessary changes for an additional Capital Appropriation of $1,000,000.00 for Flying Creek Nature Preserve with objective to complete the northern tract per the Masterplan. AGENDA DATE: January 8, 2024 RECOMMENDED ACTION: City of Fairhope hereby amends the Budget for the FY2023-2024 as recommended and presented above; and authorizes the City Treasurer to make the necessary changes for an additional Capital Appropriation of $1,000,000.00 for Flying Creek Nature Preserve with objective to complete the northern tract per the Masterplan. BACKGROUND INFORMATION: The City Council has already taken affirmative action to launch the development of Flying Creek Nature Preserve by funding and approving a Masterplan for the north tract as well as funding the design and the construction to renovate the Dyas Homestead into a functioning Nature Center. The City Council has accepted a Gulf of Mexico Energy Security Act (GOMESA) Grant for $1 ,000,000.00 that will fund approximately half of the facilities proposed in the Masterplan for the northern tract. City Staff are diligently pursuing a Land and Water Conservation Fund (LWCF) Grant for an additional $1,000,000.00 at a 50/50 cost share. The $500,000.00 match, if awarded, is not currently budgeted. With construction of Phases I & II (GOMESA and Nature Center) scheduled to start in the spring of 2024, we feel it is vital to keep the momentum of this project moving forward to deliver a complete park amenity to our citizens. To complete the northern tract, based on the Masterplan, in its entirety (Phase I) would be most cost effective and time sensitive. Project Staff are requesting consideration of Council for an additional Capital Appropriation of $1 ,000,000.00 for Flying Creek Nature Preserve with objective to complete the northern tract per the Masterplan. If the LWCF Grant is awarded, then the match will already be budgeted, and funds will be available to advance the master planning, design and construction of the southern tract for recreational offroad cycling . Page 68 of 124 BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 103-55891 North Triangle Park-NonGrant $0.00 $1,000,000.00 ($1,000,000.00) 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 69 of 124 RESOLUTION NO. __ WHEREAS, the City Council adopted on September 25, 2023, a resolution approving and adopting the proposed Budget for the FY2023-2024, Resolution No . 4851-23; and WHEREAS, the City of Fairhope is desirous to amend the Budget for an additional Capital Appropriation of $1,000 ,000 .00 for Flying Creek Nature Pre serve with objective to complete the northern tract per the Masterplan and the followin g estimates of expenses , as related thereto , are hereby adopted and those expenses are appropriated as follows : Account Description Debit Credit 103-55891 North Triangle Park 1,000,000.00 103-49810 Transfer from General Fund 1,000,000.00 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the City of Fairhope hereby amends the Budget for the FY2023-2024 as recommended and presented above; and authorizes the City Treasurer to make the necessary changes. ADOPTED ON THIS 8TH DAY OF JANUARY , 2024 Attest: Lisa Hanks , MMC City Clerk Corey Martin , Council President Page 70 of 124 Memorandum From: To : Thru: CC: Date : Subject: Richard D . Johns on , P.E ., City Eng i~~ \ Corey Martin , Council Pres ident Sherry Sullivan, Mayor City Cl erk; Trea surer ; Project St aff; File Decemb er 20 , 2023 Reque st fo r co nsid eratio n for add it ional Cap ital Appropriation for continuing phase dev elopment of Flying Creek Nature Preserv e - Fiscal Y ear 20 24 Honorable President Martin : The City Council has already taken affirmative action to launch the development of Fly ing Creek Nature Preserve by funding and approving a Masterplan for the north tract as well funding the design and the construction to renovate the Dyas Homestead into a function ing Nature Center. The City Council has accepted a Gulf of Mexico Energy Security Act (GOMESA) Grant for $1 ,000 ,000 .00 that will fund approximately half of the facilit ies proposed in the Masterplan for the northern tract. City Staff are diligently pursuing a Land and Water Conservation Fund (LWCF) Grant for an additional $1 ,000 ,000 .00 at a 50 /50 cost share . The $500 ,000 .00 match , if awarded , is not currently budgeted . With construction of Phases I & II (GOMESA and Nature Center) scheduled to start in t he spring of 2024 , we feel it is v ital to keep the momentum of this project moving forward to deliver a comp lete park amen ity to our c itizens . To complete the northern tract , based on the Masterplan, in its entirety (Phase I) would be most cost effective and time sensitive . Project Staff are requesting consideration of Council for an additional Capital Appropriat ion of $1 ,00 0 ,000.00 for Flying Creek Nature Preserve with objective to complete the northern tract per the Masterplan . If the LWCF Grant is awarded , then the match will al ready be budgeted , and funds will be available to advance the master planning , design a nd construct ion of the southern tract for recreational offroad cycling . Thank you for your considerat ion of this request. Page 71 of 124 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2023-550 FROM: Nicole Love, Grants Coordinator SUBJECT: The Public Works Streets Department's Horticulture Supervisor, Jamie Rollins, and the Grants Coordinator, Nicole Love, are requesting to hire a consultant to remove and control invasive exotic plants and restore the City's pollinator garden. AGENDA DATE: January 8, 2024 RECOMMENDED ACTION: To approve the selection by the Mayor for RFQ PS24-012 Professional Consulting Services for the removal of invasive exotic plants and restore the City's pollinator garden and allow the Mayor to negotiate the not-to-exceed fee to be approved by Council. BACKGROUND INFORMATION: The purpose for hiring the consultant is for the following services: • Provide professional supervision and a labor crew to use various methods to remove, kill, and control invasive specified that occur in the project area. • The project area will be systematically examined for the presence of non-native plant species and appropriate means will be used to eliminate or control them, including hand-pullling, foliar and cut-stump herbicide application, root crown removal (kudzu), and basal bark and hack-and-squirt herbicide application. This consulting service will be funded by the Gulf Coast RC&D Grant. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001360- 50290 Landscape- Professional Services $0.00 $6,680.00 ($6,680.00) Grant will reimburse cost. Page 72 of 124 GRANT: Gulf Coast RC&D Grant 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 73 of 124 RESOLUTION NO. ________ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City Council approves the selection of Wetland Resources Environmental Consulting for (RFQ PS24-012) to perform Professional Consultant Services to Remove and Control Invasive Exotic Plants in the City’s Pollinator Garden; and hereby authorizes Mayor Sherry Sullivan to execute a Contract with a not-to-exceed fee of $6,680.00. DULY ADOPTED THIS 8TH DAY OF JANUARY, 2024 _______________________________ Corey Martin, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 74 of 124 Sherry Sullivan Mayor Council Members: Kevin G. Boone Jack Burrell, ACMO Jimmy Conyers Corey Martin Jay Robinson Lisa A. Hanks, MMC City Clerk Kimberly Creech Treasurer 61 North Section St. PO Box 429 Fairhope, AL 36533 251-928-2136 (p) MEMO To: Lisa Hanks, City Clerk Kim Creech, Treasurer From: ______________________________ Erin Wolfe, Purchasing Manager Date: December 22, 2023 Re: RFQ PS24-012 Professional Consultant Services to Remove and Control Invasive Exotic Plants in the City’s Pollinator Garden The Mayor, Sherry Sullivan, is requesting the hiring for Professional Consultant Services to remove and control invasive exotic plants and restore the City’s pollinator garden. Per our Procedure for Procuring Professional Services, the Mayor and I are providing this firm for the Mayor to select for the work. The company provided below has historically provided this particular consulting service for the City. Please move this procurement of professional services forward to the Mayor for the selection of a professional service provider. The short list is: _____________ ___________ Wetland Resources Environmental Consulting _______________ ___________ None. Submit another list Cc: file, Mayor Sherry Sullivan Dec 22, 2023 Page 75 of 124 Memo to choose - Pollinator Garden Restoration Consultant Final Audit Report 2023-12-22 Created:2023-12-22 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAA1ujRi8WMGnJrpfVE9QzWixnCCbjqkBWA "Memo to choose - Pollinator Garden Restoration Consultant" Hi story Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2023-12-22 - 5:34:28 PM GMT Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2023-12-22 - 5:35:41 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2023-12-22 - 6:11:40 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2023-12-22 - 6:25:15 PM GMT - Time Source: server Agreement completed. 2023-12-22 - 6:25:15 PM GMT Page 76 of 124 October 13, 2023 Jamie Rollins City of Fairhope Post Office Box 429 Fairhope, Alabama 36533 Subject: Proposal for Pollinator Garden Restoration Fairhope, Baldwin County, Alabama Dear Mr. Rollins: As requested, Wetland Resources is offering a proposal to provide supervision, labor, tools, equipment, and chemicals as part of an effort to remove and control invasive exotic plants and restore the city’s pollinator garden located along Mobile Bay and South Mobile Street just north of the American Legion. The project area lies between mean high tide, the sidewalk, the northern American Legion property line, and the pier at Pecan Avenue. Specifically, the following services will be provided: • Provide professional supervision and a labor crew to use various methods to remove, kill, and control invasive species that occur on the project area. • The project area will be systematically examined for the presence of non-native plant species and appropriate means will be used to eliminate or control them, including hand-pulling, foliar and cut-stump herbicide application, root crown removal (kudzu), and basal bark and hack-and-squirt herbicide application. • Cut material will be piled near the sidewalk for pickup by the city. • Wetland Resources will provide all chemicals, tools, materials, and equipment needed to achieve this work. It is estimated that the work can be achieved at a cost of $6,680.00. I appreciate the opportunity to work with the city on this important project. If you have any questions, please do not hesitate to contact me. Sincerely, Gena Todia Page 77 of 124 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name:Nicole Love Date:12/21/23 Department:Public Works - Horticulture 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.Wetland Resources Environmental Consulting $$6,680.00 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? Invasive species removal. 2. What is the total cost of the item or service? $6,680 – Gulf Coast RC&D Grant 3. How many do you need? 1 4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): Wetland Resources Environmental Consulting 6. Vendor Number: Click or tap here to enter text. 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? Click or tap here to enter text. 3. Budget code: Click or tap here to enter text. Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 78 of 124 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2023-552 FROM: Richard Johnson, CITY ENGINEER SUBJECT: The City Engineer, Richard Johnson, is requesting the hiring of a professional consulting firm for RFQ PS24-007 Professional Consulting Services for Bi-Annual Bridge Inspections for seven (7) City-owned bridge structures. AGENDA DATE: January 8, 2024 RECOMMENDED ACTION: Approve the selection by Mayor Sherry Sullivan for Professional Consulting Services for (RFQ PS24-007) Professional Consulting Services for Bi-Annual Bridge Inspections and authorize the Mayor to negotiate the not-to-exceed fee. BACKGROUND INFORMATION: Mayor Sullivan chose Safe Span, LLC to perform the professional consulting services for the Bi-Annual Bridge Inspections. The scope of this project is to provide the following: • Complete "Hands-On" AASHTO Element Level Inspection performed by NBI and ALDOT certified professional. • AASHTO Element Inspection, quantification forms and data entry (per FHWA and ALDOT requirements). • Underwater Inspection (as needed) by NBI and ALDOT certified divers. • Complete Photographic File of each structure. • Executive Summary of each structure. Mayor Sullivan selected Safe Span, LLC to perform the service. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001350- 50290 PW-Professional Services $15,000.00 Negotiate Fee $15,000.00 Page 79 of 124 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 80 of 124 RESOLUTION NO. ________ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City Council approves the selection of Safe Span, LLC to perform Professional Consulting Services for (RFQ PS24-007) Bi-Annual Bridge Inspections; and authorizes Mayor Sherry Sullivan to execute a Contract with a not-to-exceed fee of $10,500.00. DULY ADOPTED THIS 8TH DAY OF JANUARY, 2024 _______________________________ Corey Martin, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 81 of 124 Page 82 of 124 SAFE SPAN, L.L.C. BRIDGE INSPECTION SERVICE P.O. BOX 95 SILVERHILL, ALABAMA 36576 TELEPHONE: (251) 945-6228 OR (850) 418-0457 SAFESPANLLC.COM Michael W. Sharp, C.B.I. Pete Peterson, C.B.I. October 24, 2023 Mayor Sherry Sullivan City of Fairhope P.O. Box 429 Fairhope, Alabama 36533 ATT: Mr. Richard D. Johnson, P.E. Subject: Proposal for Safety Inspection(s) of In-service Bridge(s) BIN’s 019810, 019811, 019955, 020653, 021162, 021583 and 020207 City of Fairhope, Alabama Dear Sir, Safe Span, L.L.C. appreciates the opportunity to submit this proposal for the Routine safety inspection of (7) bridge(s) in the City of Fairhope. This proposal will address the services to be provided by Safe Span, L.L.C. and the proposed fee to accomplish the required task(s). These inspections are due in June 2024 to stay in compliance with NBIS standards. Scope of Work The scope of work to be performed by Safe Span, L.L.C. consists of th e complete start to finish safety inspection(s) of all/part of the bridges in the inventory of Fairhope, Alabama. 1. Complete “hands-on” AASHTO Element Level and NBI Inspection performed by NBI and ALDOT certified personnel 2. AASHTO Element Level inspection, Quantification forms and data entry (new FHWA and ALDOT requirement) 3. Underwater inspections (as-needed) by NBI and ALDOT certified divers 4. Complete photographic file of each structure 5. Executive Summary of each structure Page 83 of 124 Page 2 of 2 Client Responsibilities 1. Authorize Safe Span, L.L.C. to proceed by issuance of a Purchase Order for the project 2. Review submittals from Safe Span, L.L.C. and offer comments in a timely fashion 3. Provide prior inspections reports or access to such as needed 4. Notify this office if the City of Fairhope would like to change or revise the Scope of Services Compensation Safe Span, L.L.C. will provide the inspection services for the LUMP SUM fee of $10,500.00. *** This Quote is valid for 90 days *** In addition to the Scope of Work above, this fee includes (during this (24) month cycle): 1. Completion of any ALDOT Compliance Review Questionnaire as needed. 2. Correction of any Edit Errors to the Bridge Management System (BrM) as needed. 3. Representation during any Compliance Review with ALDOT and FHWA officials. 4. Provision of Federally Required Structure Lists at the beginning of each year . 5. Provision of any proposals for future budget considerations. Anything outside this Scope of Work would be billed as needed. Work will begin when Safe Span, L.L.C. receives the written Authorization to Proceed from the City of Fairhope. Completion will be in accordance with the schedule set forth in the Agreement for the Safety Inspection(s) of In -service Bridge(s). If we may be of service to provide clarification for this proposal, please contact us at 251.945.6228 or 850.418.0457. Sincerely, Michael Sharp-C.B.I. michaelsharp@safespanllc.com cc: Pete Peterson, CBI Page 84 of 124 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name:Richard D. Johnson, PE Date:10/18/2023 Department:Public Works - Engineering 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.Safe Span, LLC $10,500.00 2.Click or tap here to enter text.$ 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? Bridge Inspections 2. What is the total cost of the item or service? $10,500.00 3. How many do you need? Inspections for 7 City-owned bridges 4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Bi-Annual Request 5. Vendor Name (Lowest Quote): Safe Span, LLC 6. Vendor Number: Click or tap here to enter text. 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? Click or tap here to enter text. 3. Budget code: Click or tap here to enter text. Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 85 of 124 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2023-554 FROM: Richard Johnson, CITY ENGINEER SUBJECT: The City Engineer, Richard Johnson, is requesting the hiring of a professional engineer for the CE&I for the Southland Place ADA Compliant Sidewalks Project. AGENDA DATE: January 8, 2024 RECOMMENDED ACTION: To approve the selection by the Mayor for RFQ PS24-013 Professional Engineering Services for CE&I for the Southland Place ADA Compliant Sidewalks Project and allow the Mayor to negotiate the not-to-exceed fee to be approved by Council. BACKGROUND INFORMATION: The work to be performed is for professional engineering associated with the project, which will include the Construction Administration and Construction Observation of the construction of ADA compliant sidewalks along Vivian Loop, Davison Loop and Kemper Loop. The Mayor's choice for engineer is Neel-Schaffer, Inc. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 103-55887 ADA Compliance Project $ TBD $ 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 124 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 87 of 124 RESOLUTION NO. ________ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City Council approves the selection by Mayor Sherry Sullivan for Professional Engineering Services for (RFQ PS24-013) Construction Engineering and Inspection (CE&I) for the Southland Place ADA Compliant Sidewalks Project to Neel-Schaffer, Inc.; and allow Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 8TH DAY OF JANUARY, 2024 _______________________________ Corey Martin, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 88 of 124 Sherry Sullivan Mayor Council Members: Kevin G. Boone Jack Burrell, ACMO Jimmy Conyers Corey Martin Jay Robinson Lisa A. Hanks, MMC City Clerk Kimberly Creech Treasurer 61 North Section St. PO Box 429 Fairhope, AL 36533 251-928-2136 (p) MEMO To: Lisa Hanks, City Clerk Kim Creech, Treasurer From: ______________________________ Erin Wolfe, Purchasing Manager Date: December 27, 2023 Re: RFQ PS24-013 Professional Engineering Services for CE&I for the Southland Place ADA Compliant Sidewalks Project The Director of Public Works, Richard Johnson, is requesting the hiring of a professional engineer for the CE&I for the Southland Place ADA Compliant Sidewalks Project. Per our Procedure for Procuring Professional Services, Richard Johnson and I are providing firms for the Mayor to select from for the work. The work to be performed is to professional engineering associated with the project, Which will include the Construction Administration and construction observation of the construction of ADA compliant sidewalks along Vivian Loop, Davison Loop and Kemper Loop. Please move this procurement of professional services forward to the Mayor for the selection of a professional service provider. The short list is: _____________ ___________ Neel-Schaffer, Inc. _______________ ___________ None. Submit another list Cc: file, Richard Johnson, Mayor Sherry Sullivan Dec 27, 2023 Page 89 of 124 PUR-004 Purchasing Request Form 2024-PWI 005 CEandI - Revised Final Audit Report 2023-12-27 Created:2023-12-27 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAAk_AHbZMRTqjHuP4Ag15o9aD0eYUaJph_ "PUR-004 Purchasing Request Form 2024-PWI 005 CEandI - R evised" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2023-12-27 - 3:58:26 PM GMT Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2023-12-27 - 3:59:04 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2023-12-27 - 4:01:00 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2023-12-27 - 4:01:25 PM GMT - Time Source: server Agreement completed. 2023-12-27 - 4:01:25 PM GMT Page 90 of 124 P ART TWO PROJECT SCOPE 2.0 The PROFESSIONAL ENGINEER will be responsible for meeting the overall objectives for the requested services including: 2.0.1 Generally the Scope of Services includes construction administration and construction observation of the construction of ADA compliant sidewalks along Vivian Loop, Davison Loop, and Kemper Loop. This project is funded through the City of Fairhope. The work will include: 2.1 The Construction Engineering and Inspection (CE&I) Services must be provided in accordance with the approved plans, 2022 ALDOT Standard Specifications, the ALDOT Construction Manual, ALDOT Material’s and Testing Manual and related documents. Any interpretation, questions, etc. will be submitted to the City of Fairhope for final resolution. Failure to provide CE&I Services that comply with these documents, procedures, etc. will result in workmanship or quality of work that will not be acceptable to the City. 2.1.1 Review Contractor Submittals. 2.1.2 Attend/Conduct a pre-construction meeting. 2.1.3 Review laboratory, mill and shop test to assist in monitoring the quality of construction. 2.1.4 Consult, answer questions, and assist in resolving construction issues during construction. 2.1.5 Provide services of Resident Project Representative (RPR) for onsite inspection and engineering during construction. 2.1.6 Review monthly and final estimates for payment to contractors. 2.1.7 Make final inspection of the construction upon completion. A City representative will make a Final Inspection to assure the project substantially conforms to the approved plans, 2022 ALDOT Standard Specifications, the ALDOT Construction Manual, ALDOT Material’s and Testing Manual and related documents and base conditions. 2.2 To provide the professional construction engineering and inspection services required to complete Project No 24-004-2024-PWI-005 Construction of ADA Compliant Sidewalks in Southland Place Subdivision as the Engineer of Record on Construction Engineering and Inspection for the project. 2.3 To directly supervise the execution of the construction (Code of Alabama, 1975, 34-11- 10) 2.4 To authorize and certify interim and final payments to the Contractor, and provide a statement of completion at project end 2.5 To work closely with the City’s Project Manager, as well as other CITY officials 2.6 To perform professional services only, and will not be a participant in any construction associated with this project 2.7 To perform construction observation services to assure that the project is being built Page 91 of 124 according to the design plans, to help assure adherence to the construction schedule and to help assure the project is built within the construction budget. Inspection reports will be completed and filled with the CITY. 2.8 To attend Pre-Construction, and other required meetings. 2.9 To review shop and manufacturer’s drawings, and other submissions of the contractor for compliance with the design concepts and specification requirements 2.10 To perform sampling and testing of materials as needed. 2.11 To inspect, consult, and advise during construction, including developing punch lists 2.12 To make final inspection of the construction upon completion 2.13 To revise construction drawings to show project as-built, based on information provided by the Contractor, and deliver to Owner within a reasonable time, in print and electronic formats 2.14 To submit final close out documents to the CITY Page 92 of 124 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2023-551 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water and Wastewater Department has requested the first one (1) year extension of the annual contract for Bid No. 040-22 On Call Contractor Services (Water and Sewer) for the same terms and conditions as the original contract. AGENDA DATE: January 8, 2024 RECOMMENDED ACTION: To authorize the Mayor, Sherry Sullivan, to execute Extension No. 1 for the annual contract for Bid No. 040-22 On Call Contractor Services (Water and Sewer) for the same terms and conditions as the original contract. BACKGROUND INFORMATION: The original contract was executed January 4, 2023 and awarded to W.R. Mitchell Contractor, Inc. The request for Extension No. 1 will extend the contract until January 3, 2025. The Vendor has agreed to Extension No. 1, with all terms and conditions of the bid award. Council awarded Bid No. 040-22 for On Call Contractor Services (Water and Sewer) on 10/24/2022. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004010- 59500 004020- 59500 Water-System Improvements Sewer-System Improvements $350,000.00 $350,000.00 $350,000.00 $350,000.00 $0.00 $0.00 GRANT: N/A LEGAL IMPACT: N/A Page 93 of 124 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 94 of 124 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 (Bid No. 040-22) On Call Contractor Services (Water and Sewer) to W.R. Mitchell Contractor, Inc. for one (1) year extension of the annual contract from January 4, 2024 to January 3, 2025 per the same terms and conditions of the original contract. DULY ADOPTED THIS 8TH DAY OF JANUARY, 2024 _______________________________ Corey Martin, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 95 of 124 City of Fairhope Bid No. 040-22 On Call Contractor Services (Water and Sewer Department) 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. 040-22 On Call Contractor Services (Water and Sewer Department), dated January 4, 2023, (“Original Contract") between the City of Fairhope and W.R. Mitchell Contractor, Inc. (the "Parties"). 1. Extension 1 of this agreement, which is attached hereto as a part of this Extension, is described below: Bid No. 040-22 On Call Contractor Services (Water and Sewer Department) and will end on January 3, 2024 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 January 4, 2024 and will end on January 3, 2025. 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 96 of 124 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 97 of 124 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2023-553 FROM: Stephanie Hollinghead, Chief SUBJECT: The Chief of Police, Stephanie Hollinghead, is requesting approval of the procurement of four (4) 2024 Chevrolet Police Rated Tahoes. AGENDA DATE: January 8, 2024 RECOMMENDED ACTION: To approve the procurement of four (4) 2024 Chevrolet Police Rated Tahoes from Donohoo Chevrolet for a not-to-exceed cost of $201,769.76. BACKGROUND INFORMATION: On November 27, 2023, the Governing Body of the City of Fairhope, Alabama rescinded Bid No. 24-003 for Four (4) New 2023 Chevrolet Tahoes 2WD for the Police Department due to no bids received; and authorized the City to solicit for informal bids in accordance with the Attorney General Opinion from 1969. The Police Department requested quotes from three (3) dealerships and received one (1) responsive quote. The quote from Donohoo Chevrolet was for: • 2024 Chevrolet Tahoe $47,914.00 each $191,656.00 • Optional Equipment $1,998.94 each $7,995.76 • Delivery $529.50 each $2,118.00 Total Cost of Two Hundred One Thousand Seven Hundred Sixty-Nine Dollars and Seventy-Six Cents ($201,769.76). 1 - 2024 Chevrolet Tahoe will be funded from Impact Fees BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001150- 50470 Vehicles & Equip (Capital) $201,769.76 $201,769.76 $0.00 GRANT: Page 98 of 124 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 99 of 124 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 four (4) 2024 Chevrolet Police Rated Tahoes for a not-to-exceed cost of $201,769.76. [2] On November 27, 2023, the Governing Body of the City of Fairhope, Alabama rescinded Bid No. 24-003 for four (4) New 2023 Chevrolet Tahoes 2WD for the Police Department due to no bids received; and authorized the City to solicit for informal bids in accordance with the Attorney General Opinion from 1969. [3] The Police Department requested quotes from three (3) dealerships and received one (1) responsive quote. The quote from Donohoo Chevrolet was for: 2024 Chevrolet Tahoe $47,914.00 each $191,656.00 Optional Equipment $1,998.94 each $7,995.76 Delivery $529.50 each $2,118.00 Total cost of Two Hundred One Thousand Seven Hundred Sixty-Nine Dollars and Seventy-Six Cents ($201,769.76). ADOPTED ON THIS 8TH DAY OF JANUARY, 2024 _________________________________ Corey Martin, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 100 of 124 Page 101 of 124 Page 102 of 124 Page 103 of 124 Donohoo Chevrolet LLC | 256-845-3525 | fleet@donohoochevrolet.com Stock Unit 2WD PPV Vehicle: [Fleet] 2024 Chevrolet Tahoe (CC10706) 2WD 4dr Commercial Selected Model and Options MODEL CODE MODEL MSRP CC10706 2024 Chevrolet Tahoe 2WD 4dr Commercial COLORS CODE DESCRIPTION Black OPTIONS CODE DESCRIPTION MSRP ___ Seat belts, 3-point, all seating positions (Included and only available with (9C1) Police Vehicle.)Inc. ___ Capless Fuel Fill (Included and only available with (9C1) Police Vehicle.)Inc. ___ Protected idle allows vehicle engine to remain idling and vehicle immobilized while FOB is outside vehicle (Included and only available (9C1) Police Vehicle.) Inc. ___ Instrumentation, analog with certified 140 mph speedometer, odometer with trip odometer, engine hour meter, fuel level, voltmeter, engine temperature, oil pressure and tachometer (Included and only available with (9C1) Police Vehicle.) Inc. ___ Exterior ornamentation delete (front & rear Chevrolet bowties will remain) (Included and only available with (9C1) Police Vehicle.) Inc. ___ Power supply, 100-amp, auxiliary battery, rear electrical center (Included and only available with (9C1) Police Vehicle.) Inc. ___ Power supply, 120-amp, (4) 30-amp circuit, Primary battery relay controlled, passenger compartment harness wiring (Included and only available with (9C1) Police Vehicle.) Inc. ___ Power supply, 50-amp, power supply, auxiliary battery passenger compartment wiring harness (Included and only available with (9C1) Police Vehicle.) Inc. ___ Theft-deterrent system, vehicle, PASS-Key III (Included and only available with (9C1) Police Vehicle.) Inc. Page 104 of 124 Donohoo Chevrolet LLC | 256-845-3525 | fleet@donohoochevrolet.com Vehicle: [Fleet] 2024 Chevrolet Tahoe (CC10706) 2WD 4dr Commercial ( Complete ) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 20612. Data Updated: Oct 3, 2023 7:27:00 PM PDT. Oct 4, 2023 Page 2 OPTIONS CODE DESCRIPTION MSRP 1FL Commercial Preferred Equipment Group includes standard equipment $0.00 5J3 Calibration, Surveillance Mode interior lighting (Included and only available with (9C1) Police Vehicle.) Inc. 5J9 Calibration, taillamp flasher, Red/White (Included and only available with (9C1) Police Vehicle.)Inc. 5LO Calibration, taillamp flasher, Red/Red (Included and only available with (9C1) Police Vehicle.)Inc. 5Y1 Front center seat (20% seat) delete power driver and passenger bucket seats in base cloth trim. Derived from RPO (AZ3) 40/20/40 split-bench seat with the 20% section removed, which also removes the auxiliary power outlet, USB port and input jack for audio system. Does not include a floor console. All exposed floor area will remain untrimmed. (Requires (9C1) Police Vehicle. Also requires (BG9) Black rubberized vinyl floor covering. Not available with (A50) front bucket seats or (B30) color-keyed carpeting floor covering.) $0.00 6C7 Lighting, red and white front auxiliary dome Red and white LED auxiliary dome lamp is located on headliner between front row seats. The auxiliary lamp is wired independently from standard dome lamp (Requires (9C1) Police Vehicle.) $170.00 6J3 Wiring, grille lamps and siren speakers (Requires (9C1) Police Vehicle.)$92.00 6J4 Wiring, horn and siren circuit (Requires (9C1) Police Vehicle.)$55.00 6J7 Flasher system, headlamp and taillamp, DRL compatible with control wire (Included and only available with (9C1) Police Vehicle.) Inc. 6N5 Switches, rear window inoperative (rear windows can only operate from driver's position.) (Requires (9C1) Police Vehicle.) $57.00 6N6 Door locks and handles, inside rear doors inoperative (door can only be opened from outside) (Requires (9C1) Police Vehicle.) $62.00 9C1 Identifier for Police Package Vehicle includes, (K47) heavy-duty air filter, (KX4) 250 amp high output alternator, (K6K) 760 cold-cranking amps auxiliary battery, electrical power & vehicle signals for customer connection located at the center front floor. Auxiliary battery circuit for customer connection located in the rear cargo area, (Z56) heavy-duty, police-rated suspension, (XCS) 275/55R20SL all-season tires, (RAV) 275/55R20 all-season spare tire, Police brakes, (RC1) front skid plate, (PXT) 20" steel wheels, Certified speedometer, SEO (5J3) Surveillance Mode interior lighting calibration, SEO (UT7) blunt cut cargo area and blunt cut console area ground wires, (V53) delete luggage rack side rails, (ATD) third row seat delete, (NP0) active single-speed transfer case (4WD only) $0.00 ATD Seat delete, third row passenger *CREDIT*Inc. AX2 Key, unique Included and only available with (9C1) Police Vehicle.)Inc. AZ3 Seats, front 40/20/40 split-bench (STD)$0.00 BCV Lock control, driver side auto door lock disable (Included and only available with (9C1) Police Vehicle.) Inc. C6C GVWR, 7400 lbs. (3357 kg) (2WD model only.) (STD)$0.00 Page 105 of 124 Donohoo Chevrolet LLC | 256-845-3525 | fleet@donohoochevrolet.com Vehicle: [Fleet] 2024 Chevrolet Tahoe (CC10706) 2WD 4dr Commercial ( Complete ) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 20612. Data Updated: Oct 3, 2023 7:27:00 PM PDT. Oct 4, 2023 Page 3 OPTIONS CODE DESCRIPTION MSRP FE9 Emissions, Federal requirements $0.00 GAZ Summit White $0.00 GU5 Rear axle, 3.23 ratio $0.00 H1T Jet Black, Cloth seat trim (Requires (9C1) Police Vehicle.)$0.00 IOR Audio system, Chevrolet Infotainment 3 system, 8" diagonal HD color touchscreen AM/FM stereo, Bluetooth audio streaming for 2 active devices, voice command pass-through to phone, Wireless Apple CarPlay and Wireless Android Auto compatibility (STD) $0.00 J55 Brake system, heavy duty with front Brembo calipers and 16" front rotors (Included and only available with (9C1) Police Vehicle.) Inc. K3W Battery, 850 cold-cranking amps with 95 amp hour rating (Included and only available with (9C1) Police Vehicle.) Inc. K6K Battery, auxiliary, 760 cold-cranking amps with 70 amp hour rating (packaged behind left rear cargo area panel) (Included and only available with (9C1) Police Vehicle.) Inc. KX4 Alternator, 250 amps (Included and only available with (9C1) Police Vehicle or (5W4) Special Service Vehicle.) Inc. L84 Engine, 5.3L EcoTec3 V8 with Dynamic Fuel Management, Direct Injection and Variable Valve Timing, includes aluminum block construction (355 hp [265 kW] @ 5600 rpm, 383 lb-ft of torque [518 Nm] @ 4100 rpm) (STD) $0.00 MHU Transmission, 10-speed automatic electronically controlled with overdrive, includes Traction Select System including tow/haul (Included and only available with (9C1) Police Vehicle.) Inc. PXT Wheels, 20" x 9" (50.8 cm x 22.9 cm) steel (Included and only available with (9C1) Police Vehicle.) Inc. RAV Tire, spare 275/55R20 all-season, blackwall, Firestone Firehawk Pursuit (Included and only available with (9C1) Police Vehicle.) Inc. RC1 Skid plate, front (Included and only available with (9C1) Police Vehicle.)Inc. RNQ Wheel, full-size spare, matching 20" (50.8 cm) steel wheel without center cap (Included and only available with (9C1) Police Vehicle.) Inc. T66 Wiring provision, for outside mirrors and cargo side mirrors (Included and only available with (9C1) Police Vehicle.) Inc. UT7 Ground wires, blunt cut cargo area and blunt cut console area (Included and only available with (9C1) Police Vehicle.) Inc. V03 Cooling system, extra capacity (Included and only available with (9C1) Police Vehicle or (NHT) Max Trailering Package. Not included when (LM2) Duramax 3.0L Turbo-Diesel I6 engine is ordered.) Inc. V53 Luggage rack side rails, delete (Included with (9C1) Police Vehicle.) *CREDIT*Inc. Page 106 of 124 Donohoo Chevrolet LLC | 256-845-3525 | fleet@donohoochevrolet.com Vehicle: [Fleet] 2024 Chevrolet Tahoe (CC10706) 2WD 4dr Commercial ( Complete ) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 20612. Data Updated: Oct 3, 2023 7:27:00 PM PDT. Oct 4, 2023 Page 4 OPTIONS CODE DESCRIPTION MSRP VPV Ship Thru, Produced in Arlington Assembly and shipped to Kerr Industries and onto Arlington Assembly (Included with SEO (6J8) White Left/White Right Whelen LED Lamp Package, SEO (6J9) Red Left/Red Right Whelen LED Lamp Package, SEO (6JE) Blue Left/Blue Right Whelen LED Lamp Package, SEO (6JG) Red Left/Blue Right Whelen LED Lamp Package, SEO (6C7) red and white front auxiliary dome lighting, SEO (6N6) door locks and handles, SEO (7X2) left- and right-hand spotlamps, SEO (7X3) left-hand spotlamp, SEO (T53) alternate flashing Red & Blue rear compartment lid warning lamps, SEO (UN9) Radio Suppression Package, SEO (6J3) grille lamps and siren speakers wiring, SEO (6J4) horn and siren circuit wiring and SEO (WX7) auxiliary speaker wiring.) $150.00 VXT Incomplete vehicle (Included and only available with (9C1) Police Vehicle. Included and only available with (ATZ) rear seat delete.) Inc. VZ2 Speedometer calibration (Included and only available with (9C1) Police Vehicle.)Inc. WUA Fascia, front high-approach angle (Included and only available with (9C1) Police Vehicle.)Inc. XCS Tires, 275/55R20SL all-season, blackwall, Firestone Firehawk Pursuit (Included and only available with (9C1) Police Vehicle.) Inc. Z56 Suspension Package, heavy-duty, police-rated. Full independent suspension with monotube dampers, linear coil springs, 35mm solid front stabilizer bar and 32mm hollow rear stabilizer bar (Included and only available with (9C1) Police Vehicle.) Inc. Options Total $1,461.00 Whelen Agres Spotlight w/ Flood $875.00 Page 107 of 124 Donohoo Chevrolet LLC | 256-845-3525 | fleet@donohoochevrolet.com Vehicle: [Fleet] 2024 Chevrolet Tahoe (CC10706) 2WD 4dr Commercial ( Complete ) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 20612. Data Updated: Oct 3, 2023 7:27:00 PM PDT. Oct 4, 2023 Page 5 Price Summary PRICE SUMMARY Base Price $47,914.00 Total Options $1,461.00 Grand Total $50,442.44 4 Extra Keys/Fobs $537.94 Delivery $529.50 Page 108 of 124 Donohoo Chevrolet LLC | 256-845-3525 | fleet@donohoochevrolet.com Vehicle: [Fleet] 2024 Chevrolet Tahoe (CC10706) 2WD 4dr Commercial ( Complete ) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 20612. Data Updated: Oct 3, 2023 7:27:00 PM PDT. Oct 4, 2023 Page 6 Standard Equipment Mechanical Engine, 5.3L EcoTec3 V8 with Dynamic Fuel Management, Direct Injection and Variable Valve Timing, includes aluminum block construction (355 hp [265 kW] @ 5600 rpm, 383 lb-ft of torque [518 Nm] @ 4100 rpm) (STD) Transmission, 10-speed automatic electronically controlled with overdrive, includes Traction Select System including tow/haul (STD) Rear axle, 3.23 ratio Suspension Package, Premium Smooth Ride (STD) GVWR, 7400 lbs. (3357 kg) (2WD model only.) (STD) Keyless start, push button Automatic Stop/Start Engine control, stop/start system disable button, non-latching Engine air filtration monitor Fuel, gasoline, E15 Differential, mechanical limited-slip Rear wheel drive Air filter, heavy-duty Cooling, external engine oil cooler, heavy-duty air-to-oil integral to driver side of radiator Cooling, auxiliary transmission oil cooler, heavy-duty air-to-oil Battery, 730 cold-cranking amps with 80 amp hour rating Alternator, 220 amps Trailering equipment includes trailering hitch platform, 7-wire harness with independent fused trailering circuits mated to a 7-way connector and 2" trailering receiver Trailer sway control Hitch Guidance Suspension, front coil-over-shock with stabilizer bar Suspension, rear multi-link with coil springs Steering, power Brakes, 4-wheel antilock, 4-wheel disc with DURALIFE rotors Exhaust, single system, single-outlet Mechanical Jack with tools Page 109 of 124 Donohoo Chevrolet LLC | 256-845-3525 | fleet@donohoochevrolet.com Vehicle: [Fleet] 2024 Chevrolet Tahoe (CC10706) 2WD 4dr Commercial ( Complete ) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 20612. Data Updated: Oct 3, 2023 7:27:00 PM PDT. Oct 4, 2023 Page 7 Exterior Wheels, 18" x 8.5" (45.7 cm x 21.6 cm) Bright Silver painted aluminum (STD) Tires, 265/65R18SL all-season, blackwall (Standard with (PZX) 18" Bright Silver painted aluminum wheels only.) (STD) Wheel, full-size spare, 17" (43.2 cm) Tire, spare P265/70R17 all-season, blackwall Tire carrier, lockable outside spare, winch-type mounted under frame at rear Active aero shutters, upper Fascia, front Luggage rack side rails, roof-mounted, Black, standard (Available with (5W4) Special Services Vehicle.) Assist steps, Black with chrome accent strip Headlamps, LED Lamps, stop and tail, LED Mirrors, outside heated power-adjustable, manual-folding, body-color Mirror caps, body-color Glass, deep-tinted (all windows, except light-tinted glass on windshield and driver- and front passenger-side glass) Glass, acoustic, laminated Glass, windshield shade band Windshield, solar absorbing Wipers, front intermittent, Rainsense Wiper, rear intermittent with washer Door handles, body-color Liftgate, rear manual Entertainment Audio system, Chevrolet Infotainment 3 system, 8" diagonal HD color touchscreen AM/FM stereo, Bluetooth audio streaming for 2 active devices, voice command pass-through to phone, Wireless Apple CarPlay and Wireless Android Auto compatibility (STD) Audio system feature, 6-speaker system SiriusXM, delete Infotainment display, 8" diagonal touchscreen Bluetooth for phone personal cell phone connectivity to vehicle audio system Wireless Apple CarPlay/Wireless Android Auto Page 110 of 124 Donohoo Chevrolet LLC | 256-845-3525 | fleet@donohoochevrolet.com Vehicle: [Fleet] 2024 Chevrolet Tahoe (CC10706) 2WD 4dr Commercial ( Complete ) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 20612. Data Updated: Oct 3, 2023 7:27:00 PM PDT. Oct 4, 2023 Page 8 Entertainment Wi-Fi Hotspot capable (Standard with (UE1) OnStar only. Terms and limitations apply. See onstar.com or dealer for details.) Interior Seats, front 40/20/40 split-bench (Not available with (D07) center floor console and (USR) USB data ports.) (STD) Seat trim, cloth Seat adjusters, 8-way power includes 6-way power front passenger seat with 2-way power lumbar Seat adjusters, 10-way power includes 8-way power driver seat with 2-way power lumbar Seats, second row 60/40 split-folding bench, manual Seats, third row 60/40 split-folding bench, manual (Not available with (9C1) Police Vehicle.) Floor covering, Black rubberized vinyl (Deleted when (B30) floor covering is ordered.) Electronic Precision Shift Steering column lock, electrical Steering column, manual tilt and telescopic Steering wheel, urethane Steering wheel controls, mounted audio, Driver Information Center, cruise control and Forward Collision Alert following gap button (if equipped) (left backside Seek/Scan steering wheel radio buttons are inoperable; these 2 buttons can be repurposed for aftermarket emergency equipment) Driver Information Center, 4.2" diagonal color display includes driver personalization Rear Seat Reminder Door locks, power programmable with lockout protection and delayed locking (When ordered with (9C1) Police Vehicle or (5W4) Special Service Vehicle, Auto Lockout is disabled on driver door.) Keyless Open includes extended range Remote Keyless Entry Cruise control, electronic with set and resume speed Theft-deterrent system, content, electrical, unauthorized entry USB data ports, 4 total; 2, one-type-A and one type-C located within center console and 2, one type-A and one type-C located on instrument panel USB charging-only ports, 4 type-C, (2) located on rear of center console and (2) in 3rd row (1 left and 1 right side below quarter glass side window) (When ordered with (9C1) Police Vehicle, (2) type-C ports are moved to the rear of center seat base and (2) type-C are moved to the cargo area. Deleted when (A50) front bucket seats are ordered.) Window, power with driver Express-Up/Down Window, power with front passenger Express-Up/Down Windows, power with rear Express-Down Page 111 of 124 Donohoo Chevrolet LLC | 256-845-3525 | fleet@donohoochevrolet.com Vehicle: [Fleet] 2024 Chevrolet Tahoe (CC10706) 2WD 4dr Commercial ( Complete ) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 20612. Data Updated: Oct 3, 2023 7:27:00 PM PDT. Oct 4, 2023 Page 9 Interior Air conditioning, tri-zone automatic climate control with individual climate settings for driver, right front passenger and rear seat occupants Air conditioning, rear Defogger, rear-window electric Power outlets, 2, 120-volt, located on the rear of the center seat and rear cargo area Power outlet, front auxiliary, 12-volt, located in the center stack of instrument panel Mirror, inside rearview manual day/night Visors, driver and front passenger illuminated vanity mirrors, sliding Assist handles, overhead, driver and front passenger, located in headliner Assist handles, front passenger A-pillar and second row outboard B-pillar (Deleted when SEO (7X2) left- and right-hand spotlamps or SEO (7X3) left-hand spotlamp are ordered.) Lighting, interior with dome light, driver- and passenger-side door switch with delayed entry feature, cargo lights, door handle or Remote Keyless Entry-activated illuminated entry and map lights in front and second seat positions. On Police/Special Service vehicles, the control switch is located in the roof console in lieu of the driver - and passenger-side door switch with delayed entry feature. Cargo management system Chevrolet Connected Access capable (Subject to terms. See onstar.com or dealer for details.) Safety-Mechanical Automatic Emergency Braking Hill Start Assist StabiliTrak, stability control system with brake assist, includes traction control Safety-Exterior Daytime Running Lamps, reduced intensity low beam Safety-Interior Airbags, Frontal airbags for driver and front outboard passenger; Seat-mounted side-impact airbags for driver and front outboard passenger; Head-curtain airbags for all rows in outboard seating positions (Deleted when (A50) front bucket seats are ordered. Always use seat belts and child restraints. Children are safer when properly secured in a rear seat in the appropriate child restraint. See the Owner's Manual for more information.) Front outboard Passenger Sensing System for frontal outboard passenger airbag (Always use seat belts and child restraints. Children are safer when properly secured in a rear seat in the appropriate child restraint. See the Owner's Manual for more information.) OnStar and Chevrolet connected services capable (Terms and limitations apply. See onstar.com or dealer for details.) Front and Rear Park Assist Page 112 of 124 Donohoo Chevrolet LLC | 256-845-3525 | fleet@donohoochevrolet.com Vehicle: [Fleet] 2024 Chevrolet Tahoe (CC10706) 2WD 4dr Commercial ( Complete ) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 20612. Data Updated: Oct 3, 2023 7:27:00 PM PDT. Oct 4, 2023 Page 10 Safety-Interior Following Distance Indicator (Deleted when (9C1) Police Vehicle is ordered.) HD Rear Vision Camera Front Pedestrian Braking (Deleted when (9C1) Police Vehicle is ordered.) Lane Keep Assist with Lane Departure Warning (Deleted when (9C1) Police Vehicle is ordered.) Forward Collision Alert (Deleted when (9C1) Police Vehicle is ordered.) Buckle to Drive prevents vehicle from being shifted out of Park until driver seat belt is fastened; times out after 20 seconds and encourages seat belt use, can be turned on and off in Settings or Teen Driver menu (When ordered with (9C1) Police Vehicle, defaulted off. Feature can be turned on in the Infotainment menu.) Door locks, rear child security, manual LATCH system (Lower Anchors and Tethers for CHildren), for child restraint seats lower anchors and top tethers located in all second-row seating positions (Deleted when (ATZ) second row seat delete is ordered.) Teen Driver a configurable feature that lets you activate customizable vehicle settings associated with a key fob, to help encourage safe driving behavior. It can limit certain available vehicle features, and it prevents certain safety systems from being turned off. An in-vehicle report card gives you information on driving habits and helps you to continue to coach your new driver Tire Pressure Monitoring System auto learn, includes Tire Fill Alert (does not apply to spare tire) Warning tones headlamp on, driver and right-front passenger seat belt unfasten and turn signal on 3 Years of OnStar Remote Access. The OnStar Remote Access Plan gives you simplified remote control of your properly equipped vehicle and unlocks a variety of great features in your myChevrolet mobile app. See dealer for details. (Deleted when (UDA) vehicle deactivated communication system is ordered. OnStar Remote Access Plan does not include emergency or security services. Fleet customers will get Fleet Remote Access through OnStar Vehicle Insights. See onstar.com for details and limitations. Available on select Apple and Android devices. Service availability, features and functionality vary by vehicle, device, and the plan you are enrolled in. Terms apply. Device data connection required.) WARRANTY Basic Years: 3 Basic Miles/km: 36,000 Drivetrain Years: 5 Drivetrain Miles/km: 60,000 Drivetrain Note: 3.0L & 6.0L Duramax® Turbo-Diesel engines, and certain commercial, government, and qualified fleet vehicles: 5 years/100,000 miles Corrosion Years (Rust-Through): 6 Corrosion Years: 3 Corrosion Miles/km (Rust-Through): 100,000 Corrosion Miles/km: 36,000 Roadside Assistance Years: 5 Roadside Assistance Miles/km: 60,000 Roadside Assistance Note: 3.0L & 6.0L Duramax® Turbo-Diesel engines, and certain commercial, government, and qualified fleet vehicles: 5 years/100,000 miles Maintenance Note: First Visit: 12 Months/12,000 Miles Page 113 of 124 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2023-556 FROM: Pat White, PARKS & RECREATION DIRECTOR SUBJECT: The Director of Parks and Recreation, Pat White, is requesting approval for the procurement of (1) Duel Hose Fuel Product Dispenser for the Marina Fuel Dock. AGENDA DATE: January 8, 2024 RECOMMENDED ACTION: To approve the purchase of (1) Duel Hose Fuel Product Dispenser for the Marina Fuel Dock for a not-to-exceed cost of $13,244.00 BACKGROUND INFORMATION: Mike Hoffman's Equipment Service, Inc. has provided a quote for the Wayne Electronic Retail Duel Hose Fuel Product Dispenser for Thirteen Thousand Two Hundred Forty- Four Dollars ($13,244.00). This is an emergency request due to a hose leaking fuel. This type of fuel dispenser is on the Sourcewell Cooperative Contract Number 092920- DVR and therefore does not have to be let out to bid. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001340- 50470 Purchases Vehicle & Equipment $.00 $13,244.00 ($13,244.00) GRANT: N/A LEGAL IMPACT: N/A FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: N/A Page 114 of 124 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 115 of 124 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 one (1) Duel Hose Fuel Product Dispenser for the Marina Fuel Dock that is on Sourcewell Cooperative Contract Number (092920-DVR) with Mike Hoffman’s Equipment Service, Inc. and therefore does not have to be let out to bid. The total amount not-to-exceed $13,244.00. ADOPTED ON THIS 8TH DAY OF JANUARY, 2024 _______________________________ Corey Martin, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 116 of 124 Page 117 of 124 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name:Pat White Date:12/28/2023 Department:Recreation 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.Mike Hoffman’s Equipment Service, Inc $13,244.00 2.Click or tap here to enter text.$ 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? Duel Hose Product Dispenser for Fuel Dock 2. What is the total cost of the item or service? $13,244 3. How many do you need? 1 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: Click or tap here to enter text. 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? $11,200 3. Budget code: 1340 / 50470 Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 118 of 124 CITY OF FAIRHOPE AGENDA MEMORANDUM FROM:Fairhope Airport Authority SUBJECT:Appointment of Dr. H. Len Strickland AGENDA DATE: January 8, 2024 RECOMMENDED ACTION: Council appoint Dr. H. Len Strickland to Mr. Don Lagarde unexpired term, effective January 1, 2024 thru March 31, 2025. BACKGROUND INFORMATION: Dr. Strickland is active at the Airport, and he currently serves as a member of the Authority’s Advisory Council. Dr. Strickland’s aviation experience and his participation on the Advisory Council will be of great benefit to the Board if he is appointed by the Council. BUDGET IMPACT/FUNDING SOURCE: N/A Account No.Account Title Current Budget Cost Available Budget $___$___($____) 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): Page 119 of 124 AUTH O RITY M E M BE RS: PE LH AM (PE U HENRY CHAIRMAN DO N WARD VI CE CHAIRMAN AMY PEAR SON TREASURER WILL B RUC E SECRETARY JACK BUR RE LL F R AN K (C HIP) GRO NER DON LAGARDE F AIR HOPE AIRPO RT A UTHORITY P .O. DRAWER 429 F Al RH OPE, AL 36 533 (2 51 ) 990-5080 Hon. Sherry Sullivan , Mayor City of Fairhope , Alabama 161 N. Section St. Fairhope , AL 36532 December 13 , 2023 Hon . Corey Martin, Council President City of Fairhope , Alabama 161 N. Section St. Fairhope, AL 36532 Re: Nomination and Appointment of Board Member Dear Mayor Sullivan and Council President Martin : At its regular meeting on December 12 , 2023 , the Board of Fai rhope Airport Author ity accepted the resignation of Board Member Don Lagarde . Mr. Lagarde resigned after nearly five years of dedicated service to Fa irhope Airport Authority . Mr. Lagarde 's resignat ion is effective as of January 1, 2024 . In accordance with § 4-3-45 , Ala . Code 1975, any vacancy on the Board is filled on the nom i nation of the Mayor and the affirmative vote of the City Council. After accepting Mr. Lagarde 's resignation , the Board unanimously voted to authori ze this letter, respectfully requesting the nomination and appointment of D r. H. Len Strick land , Jr. to fill Mr. Laga rde 's unexpired term , or until March 31, 2025 . Dr. Strickland is act ive at the Airport , and he currently serves as a member of the Authority 's Advisory Council. Dr . Strickland 's aviation experience and his participation on the Advisory Council will be of great benefit to the Boa rd if he is appointed by the Council. On behalf of the Board , thank you for your consideration of this request. Since rely , ~~ Pelham (Pel) Henry Boa rd C hairman Page 120 of 124 OCT 27 '23 AH H):52 ~ City Council seeks to have diversity in making appointment to boards and committees. It is the policy of the City Council to make appointme nts based on the needs of the City as well as the interests and quali fications of each applicant. In accordance with the Code of Alabama , all applicants must be qualified electors and taxpayers in the City, excluding the Planning Commission. Al l applications filed with the City Clerk will be public record. First Name: Len Last Name: Strick la nd Mobi le Phone Number 25 12097568 E-mail:• hlenstrickland@gmail .com Home Address • Street Address 663 1 Beaver Creek Drive Address Line 2 City Fa ir hope Postal/Zip Code 36532 Business Address Street Address Same Address Line 2 City Postal/Zip Code Name of Board or Committee :• Airport Authority Education Background • Emory Univer sity, co ll ege ,Emo ry Universi ty School of Dentist1y,DDS . LSU General Dentistry Residency.C ha rity Hospital UAB Dental School, Orthodontic Re siden cy Professional Licenses and/or Associations • ALDA AAO Phone Number: State/Province/Reg ion Al Country us State/Province/Reg ion Country Page 121 of 124 SAO ADA Professional Experience • Or thodontic Specia li st, 43 year s practice in Fairh ope. Civic Interests and/or Service Memberships • Founding member Fairhope Sertoma Club How do your qualifications best serve the needs of the community?• Have been a pilot for 29 years, over that period have owned three different aircraft, all ke pt at KCQF .. Resume You may attach a , esume wrth thr s app lication [PD~ On ly) Signature 0 t. C/1. cl},,i SutickuutdJ Page 122 of 124 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-3 FROM: Lisa Hanks, City Clerk SUBJECT: Requesting permission to close Fairhope Avenue from Section Street to Church Street for First Friday Art Walks in 2024; and to provide live music for people of Fairhope during Art Walk. AGENDA DATE: January 8, 2024 RECOMMENDED ACTION: Approve the request to close Fairhope Avenue from Section Street to Church Street for First Friday Art Walks in 2024; and to provide live music for people of Fairhope during Art Walk. 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 123 of 124 't.~ !/JI;.,¥ t;:.Joa .JM.., January 2, 2024 TO: FROM: RE: Fairhope City Council Todd Seeley, Gallery by the Bay First Friday Artwalk The merchants on Fairhope Avenue would like to request that Fairhope Avenue be closed during First Friday Art Walk in 2024. We would like to provide live music for people of Fairhope during Art Walk. This is a win win for business and customers. Prior to the closing last year, most of the merchants (except restaurants) were closed because Del La Mare was the only attaction. Since closing last year, it was the concensus that the live music helped the merchants and restaurants financially. Without the closure we would go back to not participating in First Friday. Securing local live music takes a lot of time, but we have contracted with bands through November, 2024. In addition we have a Facebook group called "Fairhope Avenue Live" which is used to promote merchants and keep people informed of what is going on during First Friday. We also utilitze other social media and advertise with monthly posters around the citiy. We appreciate your help. ~ Page 124 of 124