HomeMy WebLinkAbout07-08-2024 City Council Agenda Packet
CITY OF FAIRHOPE
CITY COUNCIL REGULAR AGENDA
Monday, July 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 24 June 2024 Regular City Council Meeting and minutes of
24 June 2024 Work Session
2. Report of the Mayor
Jeff Montgomery, Director of Information Technology to discuss electric
vehicles.
3. Public Participation – Agenda Items – (3 minutes maximum)
4. Council Comments
5. Ordinance - An Ordinance to amend Ordinance No. 1599, Code of Ordinances
to alter the Schedule of Fees for Construction and Building Permits.
6. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute an
Intergovernmental Service Agreement between the Baldwin County Commission
and the City of Fairhope, Alabama for Parker Road Sidewalk Funding.
7. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a
contract with Goodwyn Mills Cawood for Professional Engineering Services for
(RFQ PS24-020) a Gulf of Mexico Energy Security Act (GOMESA) Grant
Funded Capital Improvement Project - Magnolia Beach Restoration and
Stabilization Project within the existing City Park with a not-to-exceed amount of
$120,000.00.
8. Resolution - To reject all bids (Bid No. 24-052-2024-PWI-025) for Big Mouth
Gully Slope Stabilization Project and authorize the re-bid of the project under
Code of Alabama 1975, Section 39-2-6(b).
9. Resolution - To award (Bid No. 24-047-2024-PWI-006) to Klarman & Day
General Contractors, LLC for New Concession/Bathroom Facility at Municipal
Stadium with a bid proposal not-to-exceed $388,322.80.
10. Resolution - That the City Council approves the selection by Mayor Sherry
Sullivan for Professional Landscape Architectural Services for (RFQ PS24-030)
for the Preliminary Vision and Budget for Bancroft Corner to Christian Preus
Landscape Architecture; and hereby authorizes Mayor Sullivan to negotiate the
not-to-exceed fee to be approved by Council.
11. Resolution - That the City Council approves the selection by Mayor Sherry
Sullivan for (RFQ PS24-029) for Professional Engineering Services for
Preliminary Engineering Services associated with PFAS remediation in Well No.
4 to Krebs Engineering; and hereby authorizes Mayor Sullivan to execute a
contract with a not-to-exceed amount of $30,000.00.
Page 1 of 203
City Council Regular Meeting
July 8, 2024
Page - 2 -
12. Resolution – To award (Bid No. 24-049) for D'Olive Creek Gas Main
Replacement to Equix Energy Services, LLC. with a total bid proposal not-to-
exceed $304,812.00.
13. Resolution - That the City Council authorizes Mayor Sherry Sullivan to execute a
contract for (RFQ PS24-027) with Stewart Engineering, Inc. to perform On-Call
Professional Engineering Services for the Electric Department projects for three
(3) years, with a not-to-exceed contract amount of $75,000.00 yearly, total
contract amount not-to-exceed $225,000.00 for three (3) years.
14. Resolution - That the City Council approves the submission of a grant
application to the ALDOT's (Section 5310) grant in the amount of $160,000.00.
The funds will be used to purchase a van/bus to replace the current 10-year-old
vehicle that serves the seniors of Fairhope by providing transportation services.
This is an 80/20 match with ALDOT funding $128,000.00 and the City providing
a 20% match. The total cost of the van/bus is approximately $160,000.00.
15. Resolution - That the City Council hereby accepts the $20,000.00 gift to the City
of Fairhope from the Fairhope Arts & Crafts Festival Foundation for Arts Alley to
stain the Parking Garage and allow them to put their logo on it.
16. Resolution - That City Council hereby authorizes Mayor Sherry Sullivan to enter
into a rental agreement with Mobile County Aquatic League for use of the City's
municipal pool facility for their Swim meet scheduled on July 27, 024 and July
28, 2024. The pool rental fee shall be $2,000.00 ($1,000.00 per day) plus cost of
Lifeguards for the meet. Mobile County Aquatic League shall name the City as
an additional insured on its policy and shall execute a hold harmless/indemnity
agreement with the City.
17. Recommendation - The Recreation Board recommends to the City Council to
approve the Recreation Board Five-Year Plan (2024-2029).
18. Recommendation - The Recreation Board recommends to the City Council to
purchase the Recreation property in Barnwell in the next budget year.
19. Recommendation - The Street & Traffic Control Committee recommends to the
City Council to purchase two (2) additional traffic calming signs.
20. Public Participation – (3 minutes maximum)
21. Executive Session - To discuss pending and potential litigation; and to discuss
the consideration the City is willing to offer or accept when considering the
purchase, sale, exchange, lease, or market value of real property. The
discussions could have a detrimental effect upon the competitive position of the
City in the negotiations if the matter was discussed in public.
22. Adjourn
Next City Council Regular Meeting - Monday, July 22, 2024, 6:00 p.m. - City Council Chamber
Page 2 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-126
FROM: Jenny Opal Wilson – ASSISTANT CITY CLERK
SUBJECT: Approve City Council Minutes 24 June 2024
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
City Council to approve the minutes of 24 June 2024 Regular City Council Meeting and
minutes of 24 June 2024 Work Session.
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 203
STATE OF ALABAMA
COUNTY OF BALDWIN
)(
)(
The City Council , City of Fairhope, met in regular session at
6:00 p.m., Fairhope Municipal Complex Council Chamber,
161 North Section Street, Fairhope , Alabama 36532 , on
Monday, 24 June 2024.
Present were Council President Tempore Jack Burrell , Councilmembers :
Jimmy Conyers , Jay Robinson, and Kevin Boone ; and Mayor Sherry Sullivan, City
Attorney Marcu s E . McDowell , and Assistant City Clerk Jenny Opal Wilson . Council
President Corey Martin and City Clerk Lisa A. Hanks were ab sent.
There being a quorum present, Council President Pro Tempore Jack Burrell
called the meeting to order at 5:57 p.m. The invocation was gi v en by Pastor Bill
Quinn of Trinity Presbyterian Church and the Pledge of Allegiance w as recited.
Council President Pro Tempore Burrell thanked Pastor Quinn.
Council President Pro Tempore Jack Burrell addressed Item No. 1 and asked
for a motion to approve the minutes of the 10 June 2024 Regular Meeting ; and
minutes of the 10 June 2024 Work Session. Councilmember Jay Robinson moved to
approve the minutes . Seconded by Councilmember Jimmy Conyers , motion pas sed
unanimously by voice vote .
Council President Pro Tempore Jack Burrell addressed Item No . 2 Report of
the Mayor. Mayor Sherry Sullivan reported on the following:
•
•
•
•
We will break ground tomorrow morning on Flying Creek Nature Preserve. Thi s
is a general invitation to the public . There will be logistics on signage . Parking is
at the Fairhope Docks and a bus will transport people over due to limited space .
This is a legacy project for the City of Fairhope that we have looked forward to
for a number of years. Parcel purchased from the Dyas family . We are excited to
start project. There will be nature trails , outdoor cla ssrooms , nature center, etc.
The new water well was brought on line last Friday. We are getting close to two
million gallons of water a day.
On July 8th we will start paving Section Street from Bayou to Fells. This project
will be done overnight from 8:00 p.m . -6:00 a.m .
We are looking forward to the 4 th of July Celebration down at the Fairhope
Municipal Pier. Paige Crawford , Director of Community Affairs , and staff have
been working hard on the celebration. The Baldwin Pops Band Independence Day
Concert will begin at 7:30 p.m. at Henry George Park. The Fairhope fireworks
will begin at approximately 9:00 p.m . We hope everyone comes out for the
celebration.
Page 4 of 203
24 June 2024
Council President Pro Tempore Jack Burrell addressed Item No. 3 Public
Participation -Agenda Items (5-20) -(3 minutes maximum). There was no Public
Participation.
Council President Pro Tempore Jack Burrell addressed Item No. 4 Council
Comments . Councilmember Jimmy Conyers had no comment. Councilmember Jay
Robinson discussed that three years ago the City Council approved the City to move
forward and build four new fields coming into the City by the Recreation Center. The
creation of the fields allowed every Fairhope Youth Baseball age group a field to
practice on. We opened these fields last year. First tournament hosted on the fields
was last month. This is a tremendous asset for the City. Councilmember Robinson
thanked Pat White , Recreation Director and his staff and commented that the fields
look great. He acknowledged that the first Fairhope team to win on the fields is here
tonight, which is my team. This team over the last four years has won fourteen to
fifteen All-Star Tournaments as winners or runners-up. They have won State Runner-
up two out of the last three years. Thursday, they leave to go to Lineville , Alabama to
play the Eleven Year Old State Championships. In addition, he commented on their
sportsmanship that has been commended by others in the league . Councilmember Jay
Robinson personally acknowledged the team members present with coaches and the
parents. He presented Mayor Sherry Sullivan with a District Championship Ring .
Mayor Sullivan and team took pictures in Council Chamber. Councilmember Boone
had no comment. Council President Pro Tempore Burrell commented on Mayor
Sullivan mention of the new well that would increase two million gallons a day,
congratulations to Daryl Morefield and staff, thank you .
Council President Pro Tempore Jack Burrell addressed Item No. 5.
Councilmember Kevin Boone moved for final adoption of Ordinance No . 1802 , an
ordinance to repeal Ordinance No . 1551, as amended by Ordinance No. 1622 and
1743 , and codified as Chapter 2, Article III , Division 8 of the Fairhope Code of
Ordinances ; and dissolv e the City of Fairhope Historic Preservation Committee.
(Introduced at the City Council Meeting on June 10 , 2024.). Seconded by
Councilmember Jimmy Conyers , motion for final adoption passed by the following
voice votes: AYE -Burrell, Conyers , Robinson, Boone . NAY -None.
Council President Pro Tempore Jack Burrell addressed Item No . 6.
Councilmember Kevin Boone moved for final adoption of Ordinance No. 1803 , an
ordinance for annexation, Jason Tickle, property located on the East Side of Section
Street, Approximately 875 feet South of Twin Beech Road , Fairhope , Alabama. Tax
Parcel 05-46-09-29-0-000-047 .000 (PIN Number 18518); containing 17 .75 acres ,
more or less. (Introduced at the City Council Meeting on June 10 , 2024 .) Seconded
by Councilmember Conyers , motion for final adoption passed by the following voice
votes : AYE-Burrell, Conyers , Robinson, Boone. NAY -None .
Page 5 of 203
24 June 2024
Council President Pro Tempore Jack Burrell addressed Item No. 7. Planning
Director Hunter Simmons addressed the City Counci l to exp lain the Site Plan Review
of property owned by Gulf Health Hospitals , Inc. for site plan approval of proposed
Thomas Hospital N .W. Addition. The property is approximate ly 0.70 acres and is
located at 750 Morphy Avenue, Fairhope, Alabama, PPIN#: 1682. (Planning
Commission unanimously recommends approval of SR 24.02 with conditions).
Hunter gave brief and answered City Council questions. Mr. Ormand Thompson,
President, Thomas Hospital and Nick Combs, Thomspon Engineering answered City
Council questions. Councilmember Conyers moved to approve the proposed Site Plan
for Thomas Hospital N.W. Addition with Planning Commission recommendations : 1)
Revised landscape plans are to be approved by the City's Horticulturist and Tree
Committee Chair. Tree Committee Chair approved on June 12 , 2024 , via email; 2)
Plans for relocating utilities and stom1water facilities; 4) Required parking , compliant
with Table 4-3 of the zoning ordinance , shall be provided prior to build-out of last
two floors; 5) Update Site Data Table. Applicant sent revised Site Data Table on June
12 , 2024 , via email; and 6) Approval of proposed amendments in Case 24.03 -
Medical Overlay District. City Council Bypass 3) Address the heliport option as
requested on May 9, 2024. Seconded by Councilmember Robinson, motion passed
unanimously by voice vote .
Council President Pro Tempore Jack Burrell addressed Item No. 8.
Counci lmember Jay Robinson introduced in writing , and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the annual
procurement of Tulip Bulbs, Poinsettias , and other winter flowers for FY2025 for the
Street Department to CJ Ruigrok and Billy Harris & Associates with a cost of
$60 ,196.55 plus shipping costs. The cost will be included in the FY2025 Budget.
Procurement is in agreement as allowed pursuant to Resolution No . 1650-10 adopted
May 24 , 2010 with designated "Like Item" Flora exceeding the $30 ,000.00 state bid
limit. Seconded by Councilmember Kevin Boone, motion passed unanimously by
voice vote .
RESOLUTION NO. 5098-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY
OF FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the annual procurement of Tulip
Bulbs, Poinsettias , and other winter flowers for FY2025 for the Street
Department to CJ Ruigrok and Billy Harris & Associates with a cost of
$60 ,196.55 plus shipping costs. The cost will be included in the FY2025
Budget. Procurement is in agreement as allowed pursuant to Resolution No.
1650-10 adopted May 24, 2010 , designated "Like Item" Flora exceeds the
$30 ,000.00 state bid limit.
Page 6 of 203
24 June 2024
ADOPTED ON THIS 24TH DAY OF JUNE 2024
Attest:
Jenny Opal Wilson, CMC
Assistant City Clerk
Jack Burrell, Council President Pro Tempore
Council President Pro Tempore Jack Burrell addressed Item No .9.
Councilmember Jimmy Conyers introduced in writing , and moved for the adoption of
the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized
to execute a contract for Extension No . 2 of (Bid No . 023-22), Disaster Debri s
Removal Monitoring Services 2022 with True North Emergency Management, LLC
per the terms and conditions of the original contract. Seconded by Councilmember
Jay Robinson , motion passed unanimously by voice vote.
RES OL UT IO N N O. 5099-24
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 . 2 of (Bid No. 023-22) Disaster Debris Removal
Monitoring Services 2022 with True North Emergency Management, LLC per the
terms and conditions of the original contract.
ADOPTED ON THIS 24TH DAY OF JUNE 2024
Attest:
Jenny Opal Wilson, CMC
Assistant City Clerk
Jack Burrell , Council President Pro Tempore
Page 7 of 203
24 June 2024
Council President Pro Tempore Jack Burrell addressed Item No . 10 .
Councilmember Jay Robinson introduced in writing , and moved for the adoption of
the following resolution , a resolution that Mayor Sherry Sullivan is hereby authorized
to execute a contract for Extension No . 2 of (Bid No . 028-22), Disaster Debris
Removal and Disposal Services 2022 with CrowderGulf, LLC per the terms and
conditions of the original contract. Seconded by Councilmember Jimmy Conyers ,
motion passed unanimously by voice vote.
RESOLUTION NO. 5100-24
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. 2 for (Bid No . 028-22) Disaster Debri s Removal
and Disposal Services 2022 with CrowderGulf, LLC per the terms and conditions of
the original contract.
ADOPTED ON THIS 24TH DAY OF JUNE 2024
Attest:
Jenny Opal Wilson, CMC
Assistant City Clerk
Jack Burrell , Council President Pro Tempore
Council President Pro Tempore Jack Burrell addressed Item No . 11 .
Councilmember Kevin Boone introduced in writing , and mo v ed for the adoption of
the following resolution, a resolution to award (Bid No. 24-048) for Asphalt and
Concrete Repairs Annual Contract to Leavitt Land , LLC with a total annual estimated
cost of $250 ,000 .00. Seconded by Councilmember Jimmy Conyers , motion passed
unanimously by voice vote.
RESOLUTION NO. 5101-24
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
Page 8 of 203
24 June 2024
for (Bid No. 24-048) for Asphalt and Concrete Repairs Annual Contract at 555 South
Section Street, City of Fairhope offices , Fairhope, Alabama.
[2] At the appointed time and place, bids were received and tabulated as follows:
Please see attached Bid Tabulation
Asphalt and Concrete Repairs Annual Contract
[3] After evaluating the bids with required specifications , Leavitt Land , LLC , is now
awarded (Bid No. 24-048) Asphalt and Concrete Repairs Annual Contract with a total
annual estimated cost of $250 ,000 .00 .
DULY ADOPTED THIS 24TH DAY OF JUNE 2024
Jack Burrell, Council President Pro Tempore
Attest:
Jenny Opal Wilson, CMC
Assistant City Clerk
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Page 9 of 203
24 June 2024
Council President Pro Tempore Jack Burrell addressed Item No . 12.
Councilmember Jay Robinson introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council approves the selection by
Mayor Sherry Sullivan for Professional Engineering Services for (RFQ PS24-026) for
the Feasibility/ Design of a Force Main Extension to the North of HWY 104 to
Dewberry Engineers , Inc.; and approves the not-to-exceed contract amount of
$25 ,000.00. Seconded by Councilmember Kevin Boone, motion passed unanimou s ly
by voice vote.
RESOLUTION NO. 5102-24
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 (RFQ PS24-026) for the Feasibility/Design of a
Force Main Extension to the North of HWY 104 to Dewberry Engineers , Inc.; and
approves the not-to-exceed contract amount of $25 ,000.00 .
DULY ADOPTED THIS 24TH DAY OF JUNE 2024
Attest:
Jenny Opal Wilson, CMC
Assistant City Clerk
Jack Burrell, Council President Pro Tempore
Council President Pro Tempore Jack Burrell addressed Item No . 13.
Councilmember Jimmy Conyers introduced in writing , and moved for the adoption of
the following resolution, a resolution that the City Council hereby authorizes Mayor
Sherry Sullivan to accept and sign all necessary documents related to RESTORE
Grant S 1P25-FSU1 Fairhope Sewer Upgrade Phase I Amendment #2 . The
amendment initiates a twelve month no-cost grant extension to April 30 , 2026 to
allow time for equipment and construction delays. Seconded by Councilmember
Kevin Boone, motion passed unanimously by voice vote.
Page 10 of 203
24 June 2024
RESOLUTION NO. 5103-24
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAIRHOPE,
ALABAMA,
[1] That the City Council hereby authorizes Mayor Sherry Sullivan to accept and
sign all necessary documents related to RESTORE Grant S 1 P25-FS U 1 Fairhope
Sewer Upgrade Phase I Amendment #2 . The amendment initiates a twelve month
no-cost grant extension to April 30 , 2026 to allow time for equipment and
construction del ays.
DULY ADOPTED THIS 24TH DAY OF JUNE 2024
ATTEST :
Jenny Opal Wilson , CMC
Assistant City Clerk
Jack Burrell, Council Pre sident Pro Tempore
City Council President Pro Tempore Jack Burrell addressed Item No . 14.
Councilmember Jimmy Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution to award (Bid No . 24-046) for Pipes , Val ves and
Fittings for the Water Main Extension on State Highway 181 to Consolidated Pipe &
Supply Company, Inc. with a bid proposal not-to-exceed $313 ,913.20 .
Seconded by Councilmember Jay Robinson, motion passed unanimously by voice
vote .
RESOLUTION NO. 5104-24
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. 24-046) for Pipes , Valves and Fittings for the Water Main Extension on
State Highway 181 at 555 South Section Street, City of Fairhope offices , Fairhope ,
Alabama.
[2] At the appointed time and place , bids were received and tabulated as follows:
Page 11 of 203
24 June 2024
Please see attached Bid Tabulation
Pipes , Valves and Fittings for the Water Main Extension on State Highway 181
[3] After evaluating the bids with required specifications, Consolidated Pipe &
Supply Company , Inc ., is now awarded (Bid No . 24-046) for Pipes , Valves and
Fittings for the Water Main Extension on State Highway 181 with a bid proposal not-
to-exceed $313 ,913 .20.
DULY ADOPTED THIS 24TH DAY OF JUNE 2024
Attest:
Jenny Opal Wilson, CMC
Assistant City Clerk
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Page 12 of 203
24 June 2024
Counci l President Pro Tempore Jack Burrell addressed Item No. 15 .
Co unci lmember Jimmy Conyers introduce d in writing, and moved for the adoption of
the following resolution , a reso lution that the City of Fairhope approves the
procurement of CAR US 8700 Corrosion Inhibitor for water treatment from Alberty &
Blakeney LLC as the so le source , and aut horizes procurement based on the option by
the Code of Alabama 1975 , Section 41-16 -51(13). The estimated cost is $90 ,000.00
and authorizes the Treasurer to transfer budget funds in the amount of $90 ,000.00
from Waste Water (Purchases -Vehicles & Equipment) to Water Treatment Supplies
for this procurement. Seconded by Counci lmember Jay Robinson, motion passed
unanimous ly by voice vote .
RESOLUTION NO. 5105-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE ,ALABAMA, as follows:
[I] That the City of Fairhope hereby approves the procurement of CARUS 8700
Corrosion Inhibitor for water treatment from Alberty & Blakeney LLC as the sole
source, and authorizes procurement base on the option by the Code of Alabama
1975 , Section 41-16-51(13). The estimated cost is $90,000.00 and authorizes the
Treasurer to transfer budget funds in the amount of $90,000.00 from Waste Water
(Purchases -Vehicles & Equipment) to Water Treatment Supplies for this
procurement.
ADOPTED ON THIS 24TH DAY OF JUNE 2024
Attest:
Jenny Opal Wilson, CMC
Assistant City Clerk
Jack Burrell , Council President Pro Tempore
Council President Pro Tempore Jack Burrell introduced Item No . 16 .
Councilmember Kevin Boone introduced in writing , and moved for the adoption of
the following resolution , a resolution that the City of Fairhope approves the
procurement of Cl2 (gas), Fluoride, C12 (liquid 12 .5%), and Powdered Lime for
water treatment from Hawkins , Inc , and authorizes procurement based on the option
Page 13 of 203
24 June 2024
allowed by the Code of Alabama 1975 , Section 41-16-51(b)(7). The estimated cost
wi ll be $25 ,000 .00 and authorizes the Treasurer to transfer budget funds in the
amount of $25 ,000.00 from Waste Water (Vehicles & Equipment) to Water Treatment
Supplies for this procurement. Seconded by Councilmember Jay Robinson, motion
passed unanimous ly by voice vote .
RESOLUTION NO. 5106-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE,ALABAMA, as fo llo ws :
[I] That the City of Fairhope hereby approves the procurement of C12 (gas),
Fluoride, C12 (liquid 12 .5%), and Powered Lime for water treatment from
Hawkins , Inc ., and authorizes procurement based on the option allowed by the
Code of Alabama 1975, Section 41-16-5l(b)(7). The estimated cost will be
$25 ,000.00 and authorizes the Treasurer to transfer budget funds in the amount of
$25,000.00 from Waste Water (Vehicles & Equipment) to Water Treatment
Supplies for this procurement.
ADOPTED ON THIS 24TH DAY OF JUNE 2024
Attest:
Jenny Opal Wilson , CMC
Assistant City Clerk
Jack Burrell, Council President Pro Tempore
Council President Pro Tempore Jack Burrell addressed Item No . 17 .
Counci lmember Jimmy Conyers introduced in writing , and moved for the adoption of
the following resolution , a reso lution that the City of Fairhope approves the
procurement of Liquid Lime for water treatment from Burnett Lime Company, and
authorizes procurement based on the option all owed by the Code of Alabama 1975 ,
Section 41-16-51(b)(7). The estimated cost of $20 ,000.00 and authorizes the
Treasurer to transfer budget funds in the amount of $20 ,000.00 from Waste Water
Page 14 of 203
24 June 2024
(Purchases -Vehicles & Equipment) to Water Treatment Supplies for this
procurement. Seconded by Co unci lmember Jay Robinson, motion passed
unanimously by voice vote.
RESOLUTION NO. 5107-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, as follows:
[I] That the City of Fairhope hereby approves the procurement of Liquid Lime
for water treatment from Burnett Lime Company, and authorizes procurement
based on the option allowed by the Code of A labama 1975, Section 41-16-
Sl(b )(7). The estimated cost of $20,000.00 and authorizes the Treasurer to
transfer budget funds in the amount of $20,000.00 from Waste Water (Purchases
-Vehicles & Equipment) to Water Treatment Supplies for this procurement.
ADOPTED ON THIS 24TH DAY OF JUNE 2024
Attest:
Jenny Opal W i lson , CMC
Assistant City Clerk
Jack Burrell, Council President Pro Tempore
Counc il President Pro Tempore Jack Burrell addressed Item No. 18.
Councilmember Jimmy Conyers introduced in writing , and moved for the adoption of
the following reso lu tion, a reso lution that the City Council approves the selection by
Mayor Sherry Su ll ivan for On-Call Professional Engineering Services (RFQ PS24-
027) for the Electric D epartment Annua l Contract to Stewart Engineering, Inc.; and
allows Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council.
Seconded by Councilmember Jay Robinson , motion passed unanimously by voice
vote.
RES OLU TIO N N O. 5108 -24
BE IT RES OL VE D B Y THE GOVE RNI NG BOD Y OF T HE CITY OF
FAIRH OP E, ALABAMA , as follows:
Page 15 of 203
24 June 2024
[l] That the City Council approves the selection by Mayor Sherry Sullivan for On-
Call Professional Engineering Services (RFQ PS24-027) for the Electric Department
Annual Contract to Stewart Engineering, Inc .; and allows Mayor Sullivan to negotiate
the not-to -exceed fee to be approved by Council.
DULY ADOPTED THIS 24TH DAY OF JUNE 2024
Attest:
Jenny Opal Wilson, CMC
Assistant City Clerk
Jack Burrell , Council President Pro Ternpore
Council President Pro Ternpore Jack Burrell addressed Item No. 19.
Councilrnernber Jay Robinson introduced in writing , and moved for the adoption of
the following resolution , a resolution that the City of Fairhope approves the
procurement of network switches and accessories to replace the switches at City Hall
and the Police Department that are on the Omnia National Contract Number 01-145 ;
and therefore , does not have to be let out for bid. The total cost not-to-exceed
$199 ,791.80 . Seconded by Councilmember Kevin Boone, motion passed
unanimously by voice vote.
RESOLUTION NO. 5 1 09-24
BE IT RES OLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[I] That the City of Fairhope hereby approves the procurement of network
switches and accessories to replace the switches at City Hall and the Police
Department that are on the Omnia National Contract Number 01-145; and
therefore, does not have to be let out for bid. The total cost not-to-exceed
$199 ,791.80.
Page 16 of 203
24 June 2024
ADOPTED ON THIS 24TH DAY OF JUNE 2024
Attest:
Jenny Opal Wilson , CMC
Assistant City Clerk
Jack Burrell , Council President Pro Tempore
Council President Pro Tempore Jack Burrell addressed Item No . 20. City
Council reviewed an application for a Restaurant Liquor License by Robert J. Rider,
Bistro Foods LLC , d/b /a Cafe Viola located at 51 South Church Street,
Fairhope, Alabama 36532 . Councilmember Jimmy Conyers moved to approve the
issuance of the license. Seconded by Councilmember Jay Robinson , motion passed
unanimously by voice vote.
Council President Corey Martin addressed Item No. 21 Public Participation -
(3 minutes maximum).
• Attorney Harry Steil , Attorney from Daphne, Alabama addressed the City
Council and spoke on behalf of Jennifer Blackwood, 58 Brown Street ,
Fairhope, Alabama reference her statement of claim submitted to the City
Clerk's office.
• Doug Greenguard , 311 Wakefield , Fairhope, Alabama addressed the City
Council and spoke on the elimination of Public Participation from the City
Council Agenda was unconstitutional and addressed an event at the Ci vic
Center a week ago on Saturday that violated Fairhope City Law.
Council President Corey Martin addre ssed Item No. 22. Councilmember
Conyers moved to adjourn the meeting . Seconded by Councilmember Kevin Boone ,
motion passed unanimously by voice vote.
There being no further business to come before the City Council , the meeting
was duly adjourned at 6 :56p.m.
Page 17 of 203
24 June 2024
Jenny Opal Wilson, CMC
Assistant City Clerk
Jack Burrell, Council President Pro Tempore
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CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-502
FROM: Erik Cortinas, BUILDING OFFICIAL
SUBJECT: Ordinance to Amend Ordinance No. 1599, Code of Ordinances to
Alter the Schedule of Fees for Construction and Building Permits
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
City Council to adopt ordinance to amend Ordinance No. 1599, Code of Ordinances to
Alter the Schedule of Fees for Construction and Building Permits.
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 53 of 203
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Page 56 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-504
FROM: Richard Johnson, CITY ENGINEER
SUBJECT: Intergovernmental Service Agreement between the Baldwin County
Commission and the City of Fairhope, Alabama for Parker Road
Sidewalk Funding.
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
That Mayor Sherry Sullivan is hereby authorized to execute an Intergovernmental
Service Agreement between the Baldwin County Commission and the City of Fairhope,
Alabama for Parker Road Sidewalk Funding.
BACKGROUND INFORMATION:
Previous actions:
1. Resolution #4882-23 Agreement between State of Alabama and City of Fairhope for
Engineering Services for new sidewalks at Parker Road.
2. Resolution #4883-23 Agreement between State of Alabama and City of Fairhope for
Construction for new sidewalks at Parker Road.
3. Resolution #4933-23 Engineering services for Parker Road project.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current
Budget
Cost Available
Budget
103-55780
ESMPO Grant
Baldwin County
Commission
Capital Project -
Parker Road
Sidewalks
Intergovernmental
Agreement
$40,000.00 $389,100.00
($200,000.00)
($74,000.00)
($349,100.00)
($75,100.00)
Page 57 of 203
Total estimated project cost of $389,100.00 of which $40,000.00 is for Engineering
portion which is budgeted in FY2024. Estimated Construction Expense of $348,000.00
will be included in FY2025 Budget with offsets from ESMPO Grant and Baldwin County
Commission Intergovernmental Agreement, resulting in City of Fairhope's portion being
estimated at $75,100.00.
GRANT:
ESMPO
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 58 of 203
RESOLUTION NO. _______
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that Mayor Sherry Sullivan is hereby authorized to execute
an Intergovernmental Services Agreement between the Baldwin County Commission and
the City of Fairhope, Alabama for Parker Road Sidewalk Funding.
ADOPTED ON THIS 8TH DAY OF JULY 2024
_____________________________
Corey Martin, Council President
Attest:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 59 of 203
1 of 5
INTERGOVERNMENTAL SERVICE AGREEMENT
This Intergovernmental Service Agreement (“Agreement”) is entered into by and between the
Baldwin County Commission (hereinafter “County”) and the City of Fairhope, Alabama (hereinafter
“City”), as follows:
RECITALS
Whereas, the County is the duly formed governing body in and for Baldwin County, Alabama,
and the City is an incorporated municipality of the State of Alabama; and
Whereas, the County and the City are authorized under Alabama law to control, manage,
supervise, regulate, repair, maintain and improve (hereinafter collectively “control”) certain public roads
inside their respective jurisdictions; and
Whereas, the City has been approved by the Eastern Shore Metropolitan Planning Organization
for federal funding for a sidewalk project along Parker Road from Main Street to US Highway 98 (the
“Project”); and
Whereas, the County and the City acknowledge and agree the City maintains Parker Road
beginning at Main Street and continues east to US Highway 98; and
Whereas, the County and the City acknowledge and agree that Parker Road, as identified and
depicted on Exhibit A hereto, is situated inside current City maintained right-of-way located partially
inside the present incorporated municipal limits of City which City is responsible for and over which City
exercises control; and
Whereas, the City has requested that the County assist the City in its efforts to fund the local
match for Design, Construction and Construction Engineering & Inspection (CE&I) costs for the
sidewalk Project along Parker Road from Main Street to US Highway 98 ; and
Whereas, pursuant to the terms and conditions herein, the County agrees to commit funds up to
one half of the local match for Design, Construction and ( CE&I ) to the City in return for the City
accepting maintenance of the sidewalk Project located along Parker Road from Main Street to US
Highway 98; provided, however, that under no circumstances shall the funds committed by the County
exceed the amount of $74,000; and
Whereas, the City shall be responsible for any overruns on the Project; and
Whereas, the City shall be responsible for managing all phases of the Project and the County
shall only be responsible for the funds mentioned above; and
NOW, THEREFORE, in consideration of the premises and the mutual covenants contained
herein, the sufficiency of which being hereby acknowledged, the County and the City do hereby agree as
follows:
Page 60 of 203
2 of 5
1. Recitals: The recitals set out above are incorporated into this Agreement, as though the
same were set out in full in this paragraph.
2. Purpose: The parties acknowledge and agree that the purpose of this Agreement is to
provide for a sidewalk on the above listed public road and right-of-way.
3. City Remains Owner of Right-of-Way: The City, at all times, including during the
effective term of this Agreement and beyond, shall retain exclusive responsibility for and
control over the road portions within the City limits as specifically identified and depicted on
Exhibit A hereto. The County shall obtain no rights, responsibilities or control over the road
portions as a result of this Agreement or the duties and/or obligations contained anywhere
herein either during or following the effective term of this Agreement. Nothing contained
herein shall be construed to require or result in the County assuming responsibility for any
public streets inside the Fairhope City limits.
4. No Joint Ownership of Property: The parties acknowledge and agree that they will not
jointly acquire, own, or otherwise come into joint or common possession of any property as a
result of or in relation to this Agreement.
5. Inapplicability to Roads Not Expressly Identified: The parties acknowledge and agree that
this Agreement does not address or affect, and that the parties do not intend by this
Agreement to address or affect, the responsibility for or control of any road or road portion
not expressly identified and depicted herein.
6. Financing and Budgeting: Each party shall be responsible for financing the obligations
undertaken by that party hereunder, and shall not be responsible for financing, or in any other
manner contributing to, the costs or expenses of the obligations undertaken by the other party
unless expressly identified herein.
7. Approval and Effective Date: This Agreement shall become effective upon the date of full
execution by both parties (“Effective Date”).
8. Term: The term of this Agreement shall be for thirty-six (36) months from its Effective
Date. This document may be amended only upon written approval by the Parties hereto, and
any such amendment shall be approved by the same method by which this original
Agreement has been approved by the Parties.
9. Services to be Performed by County:
A. Assist the City by providing funding up to the amount of $74,000 for a sidewalk Project
located along Parker Road from Main Street to US Highway 98.
B. Promptly remit payment within 30 days of the receipt of the invoice from the City.
10. Services to be Performed by City:
A. Comply with all necessary local, state and federal rules, regulations and laws applicable
to the Project and this Agreement.
B. Design and construct the improvements in accordance with the Alabama Department of
Transportation construction standards.
Page 61 of 203
3 of 5
C. Furnish and/or acquire all necessary property rights, including without limitation any
necessary access and ownership rights for access to the right-of-way without cost or
liability to the County.
D. Adjust and/or relocate all utilities for the Project without cost to the County, if applicable.
E. Remit invoice to the County for up to $74,000 within 30 days of project completion.
11. Termination and Notice: Notwithstanding the foregoing, either party may terminate this
Agreement, with or without cause, upon written notice to the other party. A party’s said
notice shall be deemed effective, and the Agreement deemed terminated thirty (30) days after
the date such notice is mailed by certified mail to the other party. In the event of termination
by the City, the County shall not be responsible for the payment of any costs under this
Agreement or otherwise associated with the Project. In the event of termination by the
County, the County shall be responsible for all costs incurred through the date of the requisite
termination notice. All notices provided for herein shall be sent as follows:
To City: City of Fairhope
161 North Section Street
Fairhope, Alabama 36532
To County: Baldwin County Commission
312 Courthouse Square, Suite 12
Bay Minette, Alabama 36507
12. Indemnity: The City acknowledges and agrees that the County is not responsible for any
improvements related to the Project. The City acknowledges and agrees that the County is not
responsible for the design, construction and CE&I related to the Project and has made no
representation or warranty to the City in connection therewith. The City assumes the risk of
any latent or patent defects or problems that are or may be contained in the Project and all
related work. The City agrees that the County shall not be liable for any injury, loss or
damage on account of any defects or problems. The City waives and releases the County
from any claims for injury to persons or damage to personal property by reason of the
condition of the improvements, work, property, product and services related to the Project.
Furthermore, to the fullest extent allowed by law, the City shall defend, indemnify and hold
the County harmless from and against any and all demands, actions and claims of any
description whatsoever, for property damage, personal injury (including death), breach of
contract, actions in trespass and any and all other claimed losses, injuries or damages of any
kind, including, without limitation, attorneys' fees and costs, arising out of, relating to, or
resulting from, any and all acts or omissions in relation to the obligations hereunder,
including without limitation, the execution and delivery of the Agreement, the City’s
obligations in this Agreement (including, without limitation, the acquisition of any real
property interests related to the Project), and the conception, funding, financing, planning and
design of this Agreement and the Project.
All guarantees, duties, representations, assurances, without limitation, contained within this
Agreement shall survive and exist beyond the date of termination or expiration of this
Agreement, and time, or the lapse thereof, shall not be used for or argued as a defense for the
City against the same.
Page 62 of 203
4 of 5
Nothing contained herein shall be construed to limit or modify the laws of Alabama as the
same may apply to the County or the City or in any way diminish any immunity, absolute or
qualified, to which the County and the City are otherwise entitled by law.
13. Entire Agreement: This Agreement represents the entire and integrated agreement between
the County and the City and supersedes all prior negotiations, representations or agreements,
either written or oral. This Agreement may be amended only by written instrument signed by
the parties.
14. Both Parties Contributed Equally to the Agreement. This Agreement shall not be
construed more strictly against one party than against the other merely by virtue of the fact
that it may have been prepared by counsel for one of the parties, it being recognized that both
the County and the City have contributed substantially and materially to the preparation of
this Agreement.
15. Failure to Strictly Enforce Performance: The failure of either party to insist upon the
strict performance of any of the terms, covenants, agreements and conditions of this
Agreement shall not constitute a default or be construed as a waiver or relinquishment of the
right of a party to thereafter enforce any such term, covenant, agreement or condition, but the
same shall continue in full force and effect.
16. Assignment: Neither this Agreement nor any interest herein shall be assigned, transferred or
otherwise encumbered without a prior written agreement providing for such assignment,
transfer or other encumbrance signed by the parties.
17. Choice of Law: The parties acknowledge and agree that this Agreement shall in all respects
be governed by the laws of the state of Alabama, including, without limitation, all issues
relating to capacity, formation, interpretation and available remedies, without regard to
Alabama conflict of law principles.
Page 63 of 203
5 of 5
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date of full
execution below.
COUNTY:
BALDWIN COUNTY
/
BILLIE JO UNDERWOOD / DATE
CHAIRMAN
ATTEST:
/
ROGER H. RENDLEMAN / DATE
COUNTY ADMINISTRATOR
STATE OF ALABAMA )
COUNTY OF BALDWIN )
I, , a Notary Public in and for said County, in said State,
hereby certify that BILLIE JO UNDERWOOD, and ROGER H RENDLEMAN, whose names as
Chairman and County Administrator of the Baldwin County Commission, respectively, are signed to the
foregoing instrument and who are known to me, acknowledged before me on this date that, being
informed of the contents of said instrument, they executed the same voluntarily with full authority to do
so for and as an act of the Baldwin County Commission.
Given under my hand and official seal this the day of , 2024.
_______________________________________
Notary Public
My Commission Expires:
Page 64 of 203
6 of 5
CITY:
THE CITY OF FAIRHOPE
/
MAYOR SHERRY SULLIVAN /Date
ATTEST:
/
LISA A. HANKS, MMC /Date
CITY CLERK
STATE OF ALABAMA
COUNTY OF BALDWIN
I, _____________________________________, a Notary Public, in and for said County in said
State, hereby certify that SHERRY SULLIVAN, and LISA A. HANKS, whose names as Mayor and City
Clerk of CITY OF FAIRHOPE respectively, are signed to the foregoing instrument and who are known to
me, acknowledged before me on this day that, being informed of the contents of this instrument, they
executed the same voluntarily with full authority to do so for and as an act of the City of Fairhope, Alabama.
Given under my hand and official seal this the _______ day of ____________, 2024.
______________________________________
Notary Public
My Commission Expires:________________
Page 65 of 203
P A R K E R R DMAIN STU S HWY 98W ILD OAKS RDALI
CE LNJ V C U M M IN G S D RSIBLEY CI
RVI
ALE TRENTI
NOPEARLY GHASKIN DRA S S U N T A C T
C IP R IA N O C T TREADSTONE WAYS A N S S O U C I L N
F L Y C R E E K A V EHILLWOOD RDV I A L E B E L L E Z Z A
U S HWY 98Fairhope
£¤98
/EXHIB IT A - PARKER ROAD SIDEWALK
PROJECT LOCATION
0 0.04 0.08 0.12 0.160.02 Miles
Legend
Parker Rd Sidewalk
INTERSTATE
US HWYS
STATE HWYS
County Maintained Roads
Surface Type
Paved
Unpaved
911 Road CenterlinesPage 66 of 203
RESOLUTION NO. 4882-23
BE IT RESOLVED, BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE AS
FOLLOWS :
That the City of Fairhope, Alabama enters into an agreement with the State of Alabama ,
acting by and through the Alabama Department of Transportation relating to a proj ect for :
Sidewalks along Parker Road from CR-98 to SR-42 (US-98); Project# CRPES-0223( );
CPMS Ref# 100076864. (Preliminary Engineering Agreement)
Which agreement is before this Council, and that the agreement be executed in the name o f
the City of Fairhope, by Mayor Sherry Sullivan for and on it s behalf and that it be attes ted by
the City Clerk, Lisa A. Hanks, and the official seal of the City be affixed thereto.
BE IT FURTHER RESOLVED, that upon the completion of the execution of the agreement
by all parties , that a copy of such agreement be kept on file by the City .
I, the undersigned qualified and City Clerk of the City of Fairhope, Alabama do hereby
certify that the above and foregoing is a true copy of a resolution lawfully passed and adopted
by the City Council of the City of Fairhope therein , at a • of s uc h C ounc il he ld
on the 23rd of October, 2023, and that such resoluti Gn • on
Co1t:y Ma1\in
Council President Pro Tempore
ATTEST:
23rd of October, 2023, and that such resolution is of record in the Minute Book ofthe City .
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the
City on this 44fl.. day of October, 2023.
,, .l~,~-
'Y O e ck
8
Page 67 of 203
RESOLUTION NO. 4883-23
BE IT RESOLVED, BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE AS
FOLLOWS :
That the City of Fairhope, Alabama enters into an agreement with the State of Alabama,
acting hy and through the Alabama Department of Transportation relating to a project for :
Sidewalks along Parker Road from CR-98 to SR-42 (US-98); Project# CRPES-O223( );
CPMS Ref# 100076864. (Construction Agreement)
Which agreement is before this Council, and that the agreement be executed in the name of
the City of Fairhope, by Mayor Sherry Sullivan for and on it s behalf and that it be attested b y
the C ity Clerk, Lisa A. Hanks , and the official seal of the C it y be affixed thereto.
BE IT FURTHER RESOLVED, that upon the completion of the execution of the agreement
by all parties, that a copy of such agreement be kept on file by the City.
I, the undersigned qualified and City Clerk of the City of Fairhope, Alabama do hereby
certify that the above and foregoing is a true copy of li resalu1i@ lawfully passed aiiu adopted
by the City Council of the City of Fairhope therein , at re I r mee ting of such Cou ncil held
on the 23rd of October, 2023, and that such resolution son I in th e City Clerk's Office.
Corey in
Council President Pro Tempore
ATTEST:
~.-~
Ci.ty Clerk
23rd of October, 2023, and that such resolution is of record in the Minute Book of the City.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the
City on thi s ,1,#.. ,day of October, 2023 .
• • 1\/b.
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b
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I
8
Page 68 of 203
RESOLUTION NO. 4933-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That Mayor Sherry Su lli van is hereby authorized to execute a
contract with Overstreet & Associates Co nsulting Engi neering for Professional
Engineering Services for (RFQ PS24-006) for New Sidewalks on Parker Road with a not-
to-exceed amount of $4 1,100 .00.
DULY ADOPTED THIS 27TH DA
Attest:
Li A.nks ,
City Clerk
Corey Martin , Council Presi dent
Page 69 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-507
FROM: Richard Johnson, CITY ENGINEER
SUBJECT: The City Engineer. Richard Johnson, has requested to procure
Professional Engineering (Coastal) Services for a Gulf of Mexico
Energy Security Act (GOMESA) Grant Funded Capital Improvement
Project - Magnolia Beach Restoration and Stabilization Project within
the existing City Park.
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
To approve the negotiated fee schedule for RFQ PS24-020 Professional Engineering
(Coastal) Services for a Gulf of Mexico Energy Security Act (GOMESA) Grant Funded
Capital Improvement Project - Magnolia Beach Restoration and Stabilization Project
within the existing City Park and authorize the Mayor to execute a contract for the not-
to-exceed amount of $120,000.00.
BACKGROUND INFORMATION:
The City Council approved the selection of Goodwyn Mills Cawood as the result of RFQ
PS24-020 Professional Engineering (Coastal) Services for a Gulf of Mexico Energy
Security Act (GOMESA) Grant Funded Capital Improvement Project - Magnolia Beach
Restoration and Stabilization Project within the existing City Park and approved the
Mayor to negotiate the contract fee schedule. Fixed Fees are listed in the attached
Scope of Services.
The Mayor and City Engineer would like to establish a not-to-exceed amount for
Professional Engineering Services of $120,000.00.
Previous Actions: Resolution #5008-24 March 6, 2024 Authorizing the execution of a
GOMESA grant agreement with the Alabama Department of Conservation and Natural
Resources for the Magnolia Beach shoreline restoration.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
103-55760 Magnolia Beach
Imprv
$120,000.00 $120,000.00 $0.00
Page 70 of 203
Grant amount $620,000.00
GRANT:
GOMESA Grant No. G-CFMB/23/CF
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 71 of 203
RESOLUTION NO. _______
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That Mayor Sherry Sullivan is hereby authorized to execute a contract with
Goodwyn Mills Cawood for Professional Engineering Services for (RFQ PS24-020) a
Gulf of Mexico Energy Security Act (GOMESA) Grant Funded Capital Improvement
Project – Magnolia Beach Restoration and Stabilization Project within the existing
City Park with a not-to-exceed amount of $120,000.00.
DULY ADOPTED THIS 8TH DAY OF JULY, 2024
____________________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 72 of 203
Magnolia Beach
Scope of Services
For
Magnolia Beach – Coastal Engineering Services
Task Description Fee
1. Survey LS $3,000
2. Cross Section/Topographic Survey of Beach
• Kickoff Meeting
• Team Meetings
• Public Outreach
• Special Meetings (as needed)
LS $7,000
3. Coastal Engineering Analysis
• Review Literature & Update Coastal Engineering History
• Water Level, Wave and LST Climate Evaluation
• Beach Profile Survey & Evaluation
• GMC reestablish beach profiles
• Beach Sand Evaluation (native & pit)
• Sand grain size analysis (subcontract SES)
• Functional Design (Equilibrium Shoreline Analysis
• Coastal Structures Design (stones, filter, timber)
• Geotechnical Testing & Design (subcontract SES)
• Alternative Evaluation
LS $45,000
4. Permit Services
• Pre-Application Meeting
• Prepare Permit Application
• Respond to RAI
LS $13,000
5. 30/60/90%/Final Design
• Plans
• Specs
• QA/QC (Coastal Engineering)
LS $25,000
6. Construction
• Site Visits
• Establish Post-Project Monitoring Program
• Final Project Report
LS $27,000
Note:
1. This Scope does not include Post-Construction Monitoring
2. This Scope/Fees does not include Permit Application Fees
Page 73 of 203
Page 74 of 203
PRF Magnolia Beach Restoration Engineer
RFQ
Final Audit Report 2024-03-27
Created:2024-03-26
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAZyOSM1ITGfu_LEZgIMzi8HNbzzxN04hT
"PRF Magnolia Beach Restoration Engineer RFQ" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2024-03-26 - 8:53:29 PM GMT
Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature
2024-03-26 - 8:53:32 PM GMT
Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
2024-03-26 - 10:02:36 PM GMT
Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
Signature Date: 2024-03-26 - 10:03:25 PM GMT - Time Source: server
Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature
2024-03-26 - 10:03:26 PM GMT
Email viewed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
2024-03-27 - 1:49:08 PM GMT
Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
Signature Date: 2024-03-27 - 1:50:27 PM GMT - Time Source: server
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2024-03-27 - 1:50:30 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2024-03-27 - 2:44:38 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2024-03-27 - 2:45:16 PM GMT - Time Source: server
Page 75 of 203
Agreement completed.
2024-03-27 - 2:45:16 PM GMT
Page 76 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-511
FROM: Richard Johnson, CITY ENGINEER
SUBJECT: The City Engineer, Richard Johnson, requests the procurement of a
qualified contractor to provide all labor, materials, and all incidentals
necessary to construct approximately 125 linear feet (2,225 square
feet of wall face) of Mechanically Stabilized Earth (MSE) Retention
Wall within a reach of Big Mouth Gully.
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
To reject all bids received with the original bid due to excessive price and allow the re-
bid of Big Mouth Gully Slope Stabilization Project.
BACKGROUND INFORMATION:
A service bid was issued on May 24, 2024, posted to the City of Fairhope's website, and
advertised in the newspaper for three (3) weeks. One (1) responsive bid and one (1)
non-responsive bid were received at the bid opening on June 25, 2024 at 2:00 p.m.
A Bid Tabulation was composed. The recommendation by the City Engineer is to reject
all bids due to the price being excessive and authorize the re-bid of the contract under
Code of Alabama 1975, Section 39-2-6(b).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
103-55853 Drainage
Improvements
$100,000.00 $TBD $TBD
GRANT:
N/A
LEGAL IMPACT:
N/A
Page 77 of 203
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 78 of 203
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, as follows:
[I] That the City Council to reject all bids (Bid No. 24-052-2024-PWI-025) for Big Mouth
Gully Slope Stabilization Project and authorize the re-bid of the project under Code of
Alabama 1975, Section 39-2-6(b).
ADOPTED ON THIS 8TH DAY OF JULY 2024
____________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 79 of 203
Page 80 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-504
FROM: Richard Johnson, CITY ENGINEER
Pat White, PARKS & RECREATION DIRECTOR
SUBJECT: The City Engineer, Richard Johnson, and the Director of Parks and
Recreation, Pat White, have requested to procure a qualified
contractor to provide all materials, equipment, labor and incidentals
for the construction of a new Ballpark Concession/Bathroom Facility
at the northwest corner of the municipal stadium at Volanta Park,
located at 701 Volanta Avenue, Fairhope, AL.
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
To approve the award of Bid No. 24-047-2024-PWI-006 New Concession/Bathroom
Facility at Municipal Stadium for a not-to-exceed cost of $388,322.80.
BACKGROUND INFORMATION:
A service bid was issued on May 17, 2024, posted to the City of Fairhope's website, and
published in Gulf Coast Media. Six (6) responsive bids were received at the bid opening
on June 18, 2024 at 10:00 a.m.
The City Engineer recommends the award be made to Klarman & Day General
Contractors, LLC. Their low bid was as follows:
1. Lump Sum Price: $304,248.00
2. Project Contingency for Unforeseen Conditions: $30,424.80
3. Electrical Material Contingency: $30,000.00
4. Base Bid Total: $364,672.80
2. Additive Alternate: HVAC Design, Procurement and Installation: $23,650.00
Their low bid response price for the entire project was Three Hundred Eighty-Eight
Thousand Three Hundred Twenty-Two Dollars and Eighty Cents ($388,322.80).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current
Budget
Cost Available
Budget
1250-50475 Rec-Capital Imp $326,000.00 $388,322.80 ($62,322.80)
Page 81 of 203
FY24Budget (001250-50475 Line 70).
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 82 of 203
RESOLUTION NO. _______
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids to procure services
for (Bid No. 24-047-2024-PWI-006) for New Concession/Bathroom Facility at
Municipal Stadium at 555 South Section Street, City of Fairhope offices, Fairhope,
Alabama.
[2] At the appointed time and place, bids were received and tabulated as follows:
Please see attached Bid Tabulation
New Concessions/Bathroom Facility at Municipal Stadium
[3] After evaluating the bids with required specifications, Klarman & Day General
Contractors, LLC is now awarded (Bid No. 24-047-2024-PWI-006) for New
Concession/Bathroom Facility at Municipal Stadium with a bid proposal not-to-
exceed $388,322.80.
DULY ADOPTED THIS 8TH DAY OF JULY 2024
____________________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 83 of 203
Page 84 of 203
Page 85 of 203
Page 86 of 203
Page 87 of 203
Page 88 of 203
Page 89 of 203
Page 90 of 203
Page 91 of 203
Page 92 of 203
Page 93 of 203
PRF - Volanta Bathroom Concessions
Final Audit Report 2024-05-09
Created:2024-05-07
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAANgbB1T5-B85loPcoAuSxWkyG6b-QhjTV
"PRF - Volanta Bathroom Concessions" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2024-05-07 - 7:53:39 PM GMT
Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature
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Signature Date: 2024-05-07 - 8:43:08 PM GMT - Time Source: server
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Signature Date: 2024-05-09 - 1:24:44 PM GMT - Time Source: server
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Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2024-05-09 - 1:53:54 PM GMT - Time Source: server
Agreement completed.
2024-05-09 - 1:53:54 PM GMT
Page 94 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-514
FROM: Richard Johnson, CITY ENGINEER
SUBJECT: City Engineer, Richard Johnson, is requesting the procurement of
professional landscape architectural services for the preliminary
vision and budget for Bancroft Corner.
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
To approve the selection by the Mayor for Landscape Architectural Services for the
Preliminary Vision and Budget for Bancroft Corner and authorize the Mayor to negotiate
the not-to-exceed cost to be approved by City Council.
BACKGROUND INFORMATION:
The City Engineer is seeking to procure a landscape architecture firm to evaluate the
current site conditions of the small park at the corner of Bancroft and Fairhope Avenue.
The architect will develop two concept plans to revitalize the space. After concepts are
reviewed, the architect will consolidate feedback into one final scheme and provide
supporting images to illustrate what the space could look like. A preliminary budget will
accompany the final concept.
Mayor Sullivan has selected Christian Preus Landscape Architect for this project.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
N/A
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
Page 95 of 203
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 96 of 203
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 Landscape Architectural Services for (RFQ PS24-030) for the
Preliminary Vision and Budget for Bancroft Corner to Christian Preus Landscape
Architecture; and hereby authorizes Mayor Sullivan to negotiate the not-to-exceed fee
to be approved by Council.
DULY ADOPTED THIS 8TH DAY OF JULY, 2024
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 97 of 203
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: June 26, 2024
Re: RFQ PS24-030 Professional Landscape Architecture Services for
Preliminary Vision and Budget for Bancroft Corner
The City Engineer, Richard Johnson, is requesting the hiring of a professional
landscape architecture firm for preliminary vision and budget for Bancroft Corner.
Per our Procedure for Procuring Professional Services, Richard Johnson and I are
providing firms for the Mayor to select from for the work.
Please move this procurement of professional services forward to the Mayor for the
selection of a professional service provider.
The short list is:
_____________ ___________ Christian Preus Landscape Architecture, PLLC
_____________ ___________ None. Submit another list
Cc: file, Richard Johnson, Mayor Sherry Sullivan
Jul 2, 2024
Page 98 of 203
Memo to choose - Landscape Architect Bancroft
Corner
Final Audit Report 2024-07-02
Created:2024-07-02
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAu272v8F6htQpokTq9oKu1QwgErAyzbf_
"Memo to choose - Landscape Architect Bancroft Corner" Histor
y
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2024-07-02 - 12:58:43 PM GMT
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2024-07-02 - 12:59:09 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2024-07-02 - 1:38:44 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2024-07-02 - 1:39:02 PM GMT - Time Source: server
Agreement completed.
2024-07-02 - 1:39:02 PM GMT
Page 99 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-509
FROM: Daryl Morefield, WATER SUPERINTENDENT
SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is
requesting hiring for Professional Engineering Services for
preliminary engineering services associated with PFAS remediation
in Well No. 4.
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
To approve the selection by the Mayor for RFQ PS24-029 for preliminary engineering
services associated with PFAS remediation in Well No. 4 and authorize the Mayor to
execute a contract with a not-to-exceed amount of $30,000.00.
BACKGROUND INFORMATION:
The Superintendent of Water/Wastewater, Daryl Morefield, is requesting hiring for
Professional Engineering Services for preliminary engineering services associated with
PFAS remediation in Well No. 4. Per the City's "Procedure for Procuring Professional
Services for Projects Under $100,000.00," under the section for "Variants to the
Procedure", the Mayor exercised Option 1 and chose Krebs Engineering to perform the
professional service.
The work to be performed is professional services associated with the project, which will
include:
• Engineering Study/Preliminary Engineering Report
• Pre-Application for ADEM SRF/ARPA/BIL Funding
Krebs Engineering has submitted a proposal for these services for Thirty Thousand
Dollars ($30,000.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
4010-50290 Water - Prof Svc $30,000.00 $30,000.00 $0.00
Page 100 of 203
Engineering work is preliminary preparation for applying for ADEM grants coming
available for assistance with PFAS remediation.
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 101 of 203
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 (RFQ
PS24-029) for Professional Engineering Services for Preliminary Engineering
Services associated with PFAS contamination in Well No. 4 to Krebs Engineering;
and hereby authorizes Mayor Sullivan to execute a contract with a not-to-exceed
amount of $30,000.00.
DULY ADOPTED THIS 8TH DAY OF JULY, 2024
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 102 of 203
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: June 24, 2024
Re: RFQ PS24-021 Professional Engineering Services for PFAS
Contamination in the Well No. 4
The Superintendent of Water/Wastewater, Daryl Morefield, is requesting the hiring of a
professional engineering firm for preliminary engineering services associated with
PFAS contamination in the water supply well known as Well No. 4.
Per our Procedure for Procuring Professional Services, Daryl Morefield and I are
providing firms for the Mayor to select from for the work.
The proposed scope of work shall include:
Task 1: Engineering Study/Preliminary Engineering Report
Task 2: Pre-application for ADEM SRF/ARPA/BIL Funding
Please move this procurement of professional services forward to the Mayor for the
selection of a professional service provider.
The short list is:
_____________ ___________ Krebs Engineering
_____________ ___________ None. Submit another list
Cc: file, Daryl Morefield, Mayor Sherry Sullivan
Jun 25, 2024
Page 103 of 203
Memo to choose - Engineer for PFAS
Contamination of Well No. 4
Final Audit Report 2024-06-25
Created:2024-06-24
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAismFx2zbeTYgvqlhPjPexOXypEaADPSA
"Memo to choose - Engineer for PFAS Contamination of Well No
. 4" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2024-06-24 - 9:03:47 PM GMT
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2024-06-24 - 9:04:23 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2024-06-25 - 12:46:32 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2024-06-25 - 12:46:56 PM GMT - Time Source: server
Agreement completed.
2024-06-25 - 12:46:56 PM GMT
Page 104 of 203
2100 River Haven Drive Suite 100 Birmingham, AL 35244 P 205.987.7411 KrebsEng.com
BIRMINGHAM DAPHNE HUNTSVILLE MONTGOMERY NEWNAN
June 21, 2024
Mr. Daryl Morefield
City of Fairhope
555 South Section Street
Fairhope, AL 36532
Re: Well No. 4 PFAS Treatment Preliminary Engineering Report – Proposal Letter
Krebs Project No. 24037
Dear Daryl:
Krebs Engineering, Inc. (Krebs) is pleased to submit this proposal to the City of Fairhope
(Fairhope) for preliminary engineering services associated with PFAS contamination in the water
supply well known as Well No. 4. It is our understanding that Fairhope desires to evaluate PFAS
treatment alternatives, evaluate abandoning the well for an aquifer not contaminated by PFAS,
assist in securing funding, and implement the improvements identified in the preliminary
engineering report to comply with the PFAS drinking water regulations recently finalized by the
U.S. Environmental Protection Agency (EPA).
SCOPE OF SERVICES
The scope of engineering services is described below.
Engineering Study/Preliminary Engineering Report
1. Gather information (water quality test results, construction drawings, well drilling data, etc.)
regarding Well No. 4.
2. Meet with Fairhope to review and discuss Well No. 4.
3. Visit the well site.
4. Coordinate with Fairhope and/or testing laboratories for additional water quality testing.
5. Summarize and evaluate water quality data.
6. Evaluate alternatives for addressing PFAS in Well No. 4.
7. Develop preliminary engineering drawings to include a conceptual site plan, process
schematic, and any required water distribution system improvements.
8. Develop preliminary cost estimates for engineering and construction, O&M cost estimates,
and a preliminary schedule for implementing the improvements.
9. Summarize findings, maps, conceptual drawings, preliminary cost estimates, preliminary
schedule, and other supporting documentation in a Preliminary Engineering Report .
Pre-Application for ADEM SRF/ARPA/BIL Funding
1. Prepare and submit an ADEM SRF pre-application for funding assistance. Include the
Preliminary Engineering Report and other supporting documentation.
Page 105 of 203
Mr. Daryl Morefield
June 21, 2024
Page 2
2. Coordinate with ADEM SRF staff and Fairhope to facilitate/support the pre-application
and funding request.
Services Not Included in the Scope of Work
1. Detailed engineering design (bid/construction drawings and specifications) for PFAS
treatment facilities. Upon request, a separate proposal will be prepared and submitted to
Fairhope once the scope of PFAS improvements is known.
2. Final Application and Environmental Information Document (EID) for ADEM SRF Funding.
3. Site surveys, topographic surveys, or other surveying work.
4. Historical/cultural, and environmental studies.
5. Laboratory testing of materials, coatings, manufactured or fabricated articles, or equipment.
6. Bid and construction review services associated with the bidding and construction of PFAS
treatment facilities.
COMPENSATION
Time charge-based compensation will be computed using the Krebs Standard Hourly Billing
Rates/Charges (attached) in effect when services are rendered, plus direct job expenses and sub-
consultant expenses.
Fees determined based on time charges plus direct job expenses and sub-consultant expenses
will be paid to Krebs as compensation for the scope listed above.
The total of these time charges plus direct job expenses and sub-consultant expenses will not
exceed Thirty thousand dollars and no cents ($30,000.00).
If you have any questions regarding this proposal, please contact us. We appreciate the
opportunity to work with the City to complete this project.
Sincerely yours,
Krebs Engineering, Inc.
By____________________________
Caleb L. Leach, P.E.
Associate
cc: Rob Vaughan; Mark Smith
Krebs File No. 24037
Page 106 of 203
Standard Hourly Billing Rates
Effective January 2024
Classification Hourly Rate
Senior Associate $210
Associate $200
Senior Project Engineer $160
Project Engineer $150
Engineer $130
Engineering Intern $75
Field Representative I $110
Field Representative II $120
Senior CAD Designer $140
CAD Designer $120
Administrative $85
Mileage $0.67/mile
Notes:
1.Hourly rates do not include reimbursable items.
2.Reimbursable items will be billed at cost x 1.15. Examples of reimbursable items include, but
are not limited to, sub-consultant expenses, copying/printing, state/city/county fees,
shipping/mailing costs, travel expenses, etc.
3.Hourly rates apply to work time, travel time, and time spent at public meetings and hearings.
Page 107 of 203
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Daryl Morefield Date: 7/1/2024
Department: Water
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. Krebs Engineering $ $30,000.00
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? Engineering Services – PFAS Contamination in Well No. 4
2. What is the total cost of the item or service? $30,000.00
3. How many do you need? 1
4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request
5. Vendor Name (Lowest Quote): Krebs Engineering
6. Vendor Number: 7057
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? $357,240.00
3. Budget code: 004010-50290
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 108 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-505
FROM: Wes Boyett, GAS SUPERINTENDENT
SUBJECT: The Superintendent of Gas Department, Wes Boyett, has requested
to procure a qualified contractor to provide all material, equipment,
labor and incidentals to replace the natural gas main at D'Olive
Creek/Alligator Boardwalk Bridge in Daphne, Alabama. The
Contractor is to replace the steel gas main from the Southeast corner
of Highway 98 and Highway 90 to approximately 200' South of
D'Olive Creek. The City will provide the 6" steel gas pipe for the
project.
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
To approve the award of the replacement of the natural gas main at D'Olive
Creek/Alligator Boardwalk Bridge for $304,812.00.
BACKGROUND INFORMATION:
A service bid was issued on May 24, 2024, posted to the City of Fairhope's website, and
published in Gulf Coast Media. One (1) responsive bid was received at the bid opening
on June 20, 2024 at 10:00 a.m.
The Superintendent of Gas recommends the award be made to Equix Energy Services,
LLC. Their low bid response price for the entire project was Three Hundred Four
Thousand Eight Hundred Twelve Dollars ($304,812.00).
The 6" steel pipe will be bid out at a later date.
Previous Actions: Resolution #4878-23, October 9, 2023 the City Council approves the
selection of Sawgrass Consulting, LLC for Professional Engineering for the D'Olive
Creek Crossing Gas
Main Leak Repair (RFQ PS24-003); and hereby authorizes Mayor Sherry Sullivan to
execute a Contract with a not-to-exceed amount of $21,900.00.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
Page 109 of 203
002-59500
(Line 60)
Gas - Utility Sys
Imprv
$130,000.00 $304,812.00 ($174,812.00)
FY24 Gas Reserves available to cover budget shortfall.
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 110 of 203
RESOLUTION NO. _______
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids to procure services
for (Bid No. 24-049) for D’Olive Creek Gas Main Replacement at 555 South Section
Street, City of Fairhope offices, Fairhope, Alabama.
[2] At the appointed time and place, bids were received and tabulated as follows:
Please see attached Bid Tabulation
D’Olive Creek Gas Main Replacement
[3] After evaluating the bids with required specifications, Equix Energy Services,
LLC is now awarded (Bid No. 24-049) for D’Olive Creek Gas Main Replacement
with a bid proposal not-to-exceed $304,812.00.
DULY ADOPTED THIS 8TH DAY OF JULY 2024
____________________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 111 of 203
Page 112 of 203
Page 113 of 203
Page 114 of 203
Page 115 of 203
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Page 117 of 203
Page 118 of 203
Page 119 of 203
Page 120 of 203
555 S Section Street / Fairhope, Alabama 36532
251.928.8003 (p) / www.FairhopeAL.gov
COF-PUR-003
091321
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PROJECT REQUEST FORM
Requestor: Taylor Wesson Department: Natural Gas Department
Project Name: D’Olive Creek Crossing
Project Description: 6” Gas main replacement & leak repair from HWY 90 South under D’Olive Creek
Project Category: X Bid Professional Service Other:
Budget Amount: $300,000 estimated Budget Code:
Budgeted for Current FY: Yes X No
BID INFORMATION
Bid Duration: Project Duration:
Engineer of Record:
Pre-Bid Meeting: No Yes Mandatory Non-Mandatory
Scope of Work Provided By: Contract Extensions: No Yes
Project Manager:
Insurance Requirements: Minimum Maximum
Bonds: Bid Performance Labor & Materials
Related Bids/RF’s
FORCE ACCOUNT INFORMATION
Force Account Project: No Yes Estimated Amount: Budget Code:
Notes:
SIGNATURES
Requestor:
Senior Accountant:
City Treasurer: Mayor:
Page 121 of 203
Project Request Form - D'Olive Creek Gas Main
Replacement
Final Audit Report 2024-05-03
Created:2024-05-03
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAVwNZPJiZ9fgzAnmvVr9sd-ByeVZIiKY9
"Project Request Form - D'Olive Creek Gas Main Replacement"
History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2024-05-03 - 4:34:47 PM GMT
Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature
2024-05-03 - 4:34:50 PM GMT
Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
2024-05-03 - 6:27:11 PM GMT
Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
Signature Date: 2024-05-03 - 6:27:35 PM GMT - Time Source: server
Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature
2024-05-03 - 6:27:37 PM GMT
Email viewed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
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Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
Signature Date: 2024-05-03 - 7:41:11 PM GMT - Time Source: server
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2024-05-03 - 7:41:13 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2024-05-03 - 7:59:26 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
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Page 122 of 203
Agreement completed.
2024-05-03 - 7:59:53 PM GMT
Page 123 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-508
FROM: Ben Patterson, ELECTRIC SUPERINTENDENT
SUBJECT: The Superintendent of the Electric Department, Ben Patterson,
requested approval of an electrical engineering firm on an on-call
basis for smaller Electric Department projects throughout the year.
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
To approve the not-to-exceed contract amount of $75,000.00 yearly (Total Contract not-
to-exceed $225,000.00) for three (3) years to Stewart Engineering, Inc., who was
awarded RFQ PS24-027 On-Call Professional Engineering Services for the Electric
Department Projects
BACKGROUND INFORMATION:
Per the City's "Procedure for Procuring Professional Services for 'Projects under
$100,000'", Mayor Sullivan selected Stewart Engineering, Inc. for this contract for RFQ
PS24-027 On-Call Professional Engineering Services for the Electric Department
Projects. The City Council approved the award to Stewart Engineering, Inc. on a three
(3) year basis and allowed the Mayor to negotiate Engineering Fees and a not-to-
exceed contract amount.
The Contract Engineering Rates would be based on the Engineering Rates attached.
The annual contract amount would be Seventy-Five Thousand Dollars ($75,000.00), for
a three (3) year contract total not-to-exceed Two Hundred Twenty-Five Thousand
Dollars ($225,000.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
003-50290 Electric -
Professional Svcs
$75,000.00 $75,000.00 $0.00
GRANT:
N/A
Page 124 of 203
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 125 of 203
RESOLUTION NO. _______
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City Council authorizes Mayor Sherry Sullivan to execute a contract for
(RFQ PS24-027) with Stewart Engineering, Inc. to perform On-Call Professional
Engineering Services for the Electric Department projects for three (3) years, with a
not-to-exceed contract amount of $75,000.00 yearly, total contract amount not-to-
exceed $225,000.00 for three (3) years.
DULY ADOPTED THIS 8TH DAY OF JULY, 2024
____________________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 126 of 203
EFFECTIVE:
January 1, 2024
ENGINEERING RATES
BASIC SERVICE (Hourly Rates)
Professional Engineer $ 180.00
Electrical Engineer $ 150.00
Engineering Aide I $ 140.00
Engineering Aide II $ 105.00
Inspector $ 110.00
CAD Operator (Maximum) $ 85.00
CAD Operator (Minimum) $ 60.00
Secretary $ 105.00
REIMBURSABLE EXPENSES
Reimbursable expenses are in addition to the fees for Basic Service. Reimbursables
include actual expenditures made by the ENGINEER, his employees, or his
consultants in the interest of the Project and are the expenses listed in the following
subparagraphs:
Expense of transportation, at the IRS approved rate. Actual subsistence
and lodging expenses when traveling in connection with the Project.
Fees paid for securing approval of regulatory agencies having
jurisdiction over the Project.
When authorized in advance by the OWNER, the expenses of any
premium portion of the overtime services at premium rates; the cost of
preparing perspectives or models for the OWNER’S use; and authorized
expenses incurred for performing any service that is normally the
OWNER’S responsibility, including required legal advertisements for Bid
Projects.
P.O. Box 2233 (36202)
300 East 7th Street (36207)
Anniston, AL
Phone 256-237-0891
Page 127 of 203
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Ben Patterson Date: 6-12-24
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. Stewart Engineering $ $75000
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? Professional Services Engineering
2. What is the total cost of the item or service? $75000
3. How many do you need? 1
4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request
5. Vendor Name (Lowest Quote): Stewart Engineering
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? $75000
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 128 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-512
FROM: Paige Crawford, DIRECTOR OF COMMUNITY AFFAIRS
SUBJECT: City Council approves the submission of a grant application to the
ALDOT'S Section 5310 grant in the amount of $160,000.00. The
funds will be used to purchase a van/bus to replace the current 10-
year-old vehicle that serves the seniors of Fairhope by providing
transportation services. The total cost of the van/bus is
approximately $160,000.00 with the City providing a 20% match.
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
Approval
BACKGROUND INFORMATION:
We are applying for a Section 5310 Grant through ALDOT and the Federal Government
to replace the 10-year-old modified van(bus) we are currently using. This vehicle serves
the senior citizens in Fairhope by providing transportation to the grocery store, post
office, library, the Wellness Center, local doctors’ offices, the Nix Center, and more. This
grant requires a 20% match.
Note: The bus we currently have was purchased through this type of grant, and the title
was released to the city in 2022.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001300-
50470
Purchases
Vehicles/Equip
$0.00 $160,000.00
Estimate
($160,000.00)
The City's portion of the estimated vehicle cost is 20% which is not covered by grant
proceeds will be included in FY2025 Budget.
GRANT:
ALDOT Section 5310 Grant
Page 129 of 203
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 130 of 203
RESOLUTION NO. _______
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That the City Council approves the submission of a grant
application to the ALDOT's (Section 5310) grant in the amount of $160,000.00. The
funds will be used to purchase a van/bus to replace the current 10-year-old vehicle
that serves the seniors of Fairhope by providing transportation services. This is an
80/20 match with ALDOT funding $128,000.00 and the City providing a 20% match.
The total cost of the van/bus is approximately $160,000.00.
ADOPTED ON THIS 8TH DAY OF JULY, 2024
____________________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 131 of 203
ALABAMA DEPARTMENT OF TRANSPORTATION
LOCAL TRANSPORTATION BUREAU
Public Transit Section
Enhanced Mobility of Seniors and Individuals with Disabilities Program
(Section 5310)
STATEWIDE COMPETITIVE CAPITAL
AWARD APPLICATION
For Fiscal Year 2025
Dissemination Date: June 10, 2024
Due Date to Submit Applications to Regional Planning Councils: July 30, 2024
Due Date for Regional Planning Councils to Submit Applications
that they Prepare to ALDOT: July 30, 2024
Due Date for Regional Planning Councils to Submit the Endorsed
Applications to ALDOT: August 9, 2024
Page 132 of 203
FY2025 Section 5310 Application Page 1 of 58 Applicant’s Page Number _____
Table of Contents
1 Tentative Schedule for the FY2025 Award Cycle 2
2 General Information 3
2.1 FTA Circular (Section 5310)3
2.2 Designated Recipient 3
2.3 Competitive Application Process 3
2.4 Project Selection and Award Process 4
2.5 The Section 5310 Goal and Alabama’s Objectives 4
2.6 Eligible Applicants 4
2.7 Eligible Projects 5
2.7.1 Eligible Projects (Traditional)5
2.7.2 Minimum of 55% Reserved for “Traditional” Capital Projects 5
2.8 New Freedom Initiative 5
2.9 Meal Delivery 6
2.10 Charter Service 6
2.11 Match Ratios and Sources 6
2.11.1 Match Ratios 6
2.11.2 Eligible Local Match Sources 6
2.12 Section 5310 Requires Coordination 6
2.13 Regional Planning Council Review and Endorsement 7
2.14 Responsibilities of Successful Applicants (Subrecipients)8
2.14.1 Record and Reporting Requirements 8
2.14.2 Drug and Alcohol Testing 8
2.14.3 Vehicle Replacement 8
2.14.4 Invoicing Procedures 8
2.14.5 Insurance and Title 9
2.14.6 Americans with Disabilities Act (ADA)9
2.14.7 Title VI Program 9
2.14.8 Certifications and Assurances 10
2.15 Technical Assistance 10
2.16 Applicant Types 10
3 Application Instructions & Due Dates 11
4 Exhibits 15
5 Appendices 46
Page 133 of 203
FY2025 Section 5310 Application Page 2 of 58 Applicant’s Page Number _____
1 Tentative Schedule for the FY2025 Award Cycle
Date Activity
•June 10, 2024 •Program announcement and statewide dissemination of
Award applications
•July 30, 2024 •Deadline for applications to be submitted to the
Regional Planning Councils (for coordination plan
certification letter)
•If Regional Planning Councils are applying for funding or
closely involved with an applicant’s application, this is
the deadline for submitting applications directly to
ALDOT (direct applications)
•August 9, 2024 •Deadline for Regional Planning Councils to submit all
other applications to ALDOT (endorsed applications)
•August 2024 •Selection committee convenes to review applications
and schedule site visits
•TBA •Award Application to FTA via TrAMS
•TBA •Awards Announced
•TBA •Vehicle Orders Placed
•TBA •Vehicle Deliveries
This Section 5310 application is located on the website page listed below:
Alabama Department of Transportation
Local Transportation Bureau, Transit Section
1409 Coliseum Boulevard
Montgomery, AL 36110
Telephone: (334) 242-6764
Email: fairb@dot.state.al.us
Website: https://altrans.org/aldot-documents/
Technical Assistance is available upon request.
Lauren Jennings Heikkinen
North Regional Manager
256.658.9691
heikkinenl@dot.state.al.us
Lora Weaver
Central Regional Manager
256.613.8883
weaverl@dot.state.al.us
Chandra Middleton
Southern Regional Manager
251-923-6687
middletonc@dot.state.al.us
Page 134 of 203
FY2025 Section 5310 Application Page 3 of 59 Applicant’s Page Number _____
2 General Information
Introduction: The 5310 Program is intended to assist private or designated public nonprofit agencies
in meeting the transportation needs of older adults and people with disabilities. The Alabama Department
of Transportation (ALDOT) is responsible for the management and administration of the Federal Transit
Administration (FTA) Section 5310 Enhanced Mobility of Seniors and Individuals with Disabilities
Program. The Public Transit Section, through the Section 5310 Program, provides funds to eligible entities.
Appendix A provides definitions for common terms used in the Section 5310 Program. Capital assistance
is available statewide to applicants.
Exhibits: The Section 5310 Program Award Application comprises several narrative Exhibits. These
Exhibits are described in detail in the following pages. The required Exhibits in the application must appear
in the order they are described in these instructions. The blank forms included in this packet may be used
to aid in the development of required Exhibits. Examples of several of the required Exhibits are included
in this Award application package. The blank forms and examples are for reference only. They are not to
be included in the Award application.
2.1 FTA Circular (Section 5310)
Applicants are encouraged to become familiar with the following FTA circular: FTA Circular 9070.1G:
Section 5310 Enhanced Mobility of Seniors and Individuals with Disabilities Program. This FTA Circular
can be found at: https://www.transit.dot.gov/regulations-and-guidance/fta-circulars/enhanced-
mobility-seniors-and-individuals-disabilities
2.2 Designated Recipient
In urbanized areas with populations of less than 200,000 and in rural areas, the State is the designated
recipient for receipt and administration of funding under the Section 5310 Program. For these areas, the
Governor has designated the Alabama Department of Transportation (ALDOT) to be responsible for
administering the program and has officially notified FTA’s Region 4 office in writing of this designation.
In urbanized areas with a population of 200,000 or more (except for the City of Huntsville), the Governor,
in conjunction with responsible local officials, designates the recipient. Large, urbanized areas with a
population of 200,000 or more include Birmingham, Huntsville, Lillian, AL / Pensacola, FL, Mobile,
Montgomery, and Phenix City, AL / Columbus, GA. ALDOT is the designated recipient of Section 5310 funds
for the Huntsville Urbanized Area.
2.3 Competitive Application Process
All applicants must use this application when applying for Section 5310 Program funding. Projects will be
awarded through a statewide competitive selection process. ALDOT, as the designated recipient, is
responsible for developing and implementing a competitive selection process to provide for fair and
equitable distribution of funds.
Due to funding limitations, the one-year sit out rule will apply for the FY2025
Section 5310 Program. Therefore, any eligible applicant(s) (see Section 2.6)
that applied for and were approved for Section 5310 funding in FY2024 for
rolling stock, will not be eligible to apply for FY2025 funding.
Page 135 of 203
FY2025 Section 5310 Application Page 4 of 59 Applicant’s Page Number _____
2.4 Project Selection and Award Process
Completeness: Initially, applications will be reviewed for completeness, based on the Checklist. Any issues
will be identified. Transit Section staff will determine whether an application with issues can be made
complete by the applicant, allowing rating to begin. If Transit Section staff determines that an application
with issues can be made complete, then the applicant will be offered the opportunity to address issues
that are found with the application as it was submitted.
Selection Committee: A screening and selection committee comprised of ALDOT staff and other designees
will assign points based on rating criteria (see Appendix B). The selection committee ratings will be
averaged and ranked using a point system. Based on the funds allocated for the program, ALDOT will
determine the total number of applications to be funded.
Applicants Will Be Notified of Award Status: Each applicant will be notified of the application status
(approved or not approved). The notification to each unsuccessful applicant will outline reasons why the
application was not approved.
Agreement: Award approval letters will be sent to successful applicants after the Statewide Award has
been approved by FTA. ALDOT will prepare an agreement with each successful applicant. After the
applicant’s FY2025 agreement is approved and fully executed, the transit provider will become a
subrecipient of ALDOT. This formal agreement between the Alabama Department of Transportation and
the subrecipient must be executed prior to the obligation of funds. A final list of selected projects will be
published on ALDOT’s website.
2.5 The Section 5310 Goal and Alabama’s Objectives
Section 5310 Goal: The goal of the Section 5310 Program is to improve mobility for older adults
and people with disabilities throughout the state and to enhance coordination of federally assisted
programs and services to encourage the most efficient use of federal resources and achieve the national
goal of improved mobility of older adults and people with disabilities. In Alabama, both private and
public nonprofit agencies are required to coordinate transportation services with agencies that provide
transportation services to the general public.
Alabama’s Section 5310 Objectives:
Ensure that older adults and people with disabilities have the same rights as all people to utilize
transportation facilities and services.
Make special efforts in the planning and design of transportation facilities and services to assure
older adults and people with disabilities have the availability of transportation services which they
can effectively utilize.
Continue to provide for the special needs of older adults and people with disabilities for which
general public transportation services are unavailable, insufficient, or inappropriate.
2.6 Eligible Applicants
Private nonprofit agencies for the specific purpose of providing transportation services that meet
the special needs of seniors and individuals with disabilities.
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FY2025 Section 5310 Application Page 5 of 59 Applicant’s Page Number _____
Local governmental agencies approved by ALDOT to coordinate service for seniors and individuals
with disabilities.
Governmental authorities certifying to ALDOT that no nonprofit organizations are readily available
in the area to provide the service.
2.7 Eligible Projects
2.7.1 Eligible Projects (Traditional)
•Vehicles
a. Capital acquisition of rolling stock vehicles (Buses, Vans)
•Purchased Transportation Services (Non-Vehicle Capital)
a. Acquisition of transportation services under a contract (purchased transportation), lease
or other arrangement.
•Preventative Maintenance (Non-Vehicle Capital)
a. Includes all maintenance, both preventative and responsive: Only available for 5309 & 5310
federally funded vehicles which ALDOT is lienholder on. Locally owned vehicles do not qualify
for this funding.
2.7.2 Minimum of 55% Reserved for “Traditional” Capital Projects
At least 55% of program funds must be used on capital “traditional” projects that are:
Public transportation projects planned, designed, and carried out to meet the special needs of
seniors and individuals with disabilities when public transportation is insufficient, inappropriate, or
unavailable.
The remaining 45% may be used on capital “non-traditional” projects that are:
Public transportation projects that exceed the requirements of the Americans with Disabilities Act
(ADA)
Public transportation projects that improve access to fixed-route service and decrease reliance by
individuals with disabilities on complementary paratransit.
Alternatives to public transportation that assist seniors and individuals with disabilities.
At least 55% of the available funding will be awarded to “traditional” capital projects. ALDOT reserves the
right to increase that percentage up to 100% of project selections, as deemed best suited to meet the
mobility needs of seniors and individuals with disabilities where public transit services are unavailable,
insufficient, or inappropriate.
2.8 New Freedom Initiative
Moving Ahead for Progress in the 21st Century (MAP-21) merged New Freedom activities (formerly Section
5317: New Freedom Initiative) with the Section 5310 Program. The consolidated program will continue
support for nonprofit providers of transportation, and it will continue to make available funds for public
Page 137 of 203
FY2025 Section 5310 Application Page 6 of 59 Applicant’s Page Number _____
transportation services that exceed the requirements of the Americans with Disabilities Act, as previously
provided under the New Freedom Program.
2.9 Meal Delivery
Transit service providers receiving assistance under Section 5310 may coordinate and assist in providing
meal delivery service for homebound people on a regular basis if the meal delivery services do not conflict
with the provision of transit services or result in a reduction of service to transit passengers. The nutrition
program is expected to pay the operating costs attributable to meal delivery.
2.10 Charter Service
FTA Awardees are prohibited from using federally funded equipment and facilities to provide charter
service except on an incidental basis and when one or more of applicable exceptions as set forth in the
charter service regulation at 49 CFR 604.9 (b) applies. Charter service is an allowable activity on an
incidental basis if the applicant successfully completes the charter public notice requirements and no
“willing and able” private charter providers are available. Applicants must reference Federal Transit Act,
as amended 49 CFR 604.11(c). Please refer to Appendix F for more details on Charter Service.
2.11 Match Ratios and Sources
2.11.1 Match Ratios
•Capital projects are 80% federal funds / 20% local match. Vehicle-related equipment and facilities
required by the Clean Air Act (CAA), or the Americans with Disabilities Act (ADA) are funded at 80%
/ 20%.
2.11.2 Eligible Local Match Sources
The local share of eligible capital costs shall be based on the net cost of the activity. Some example local
match sources include: state or local appropriations; dedicated tax revenues; private donations; revenue
from service contracts; transportation development credits; and net income generated from advertising,
concessions, and incidental charter service.
In addition, the local share may be derived from federal programs that are eligible to be expended for
transportation, other than DOT programs. Examples of types of programs that are potential sources of
local match include: employment, training, aging, medical, community services, and rehabilitation
services. For more information, see Appendix E.
2.12 Section 5310 Requires Coordination
FAST Act requires projects under Section 5310 to be derived from a locally developed, Coordinated Public
Transit-Human Services Transportation Plan. Improving transportation coordination is important in
Alabama communities because limited resources and a growing transportation demand exist
simultaneously.
Coordination and the Regional Planning Councils: ALDOT has designated the 12 Regional Planning
Councils (Councils of Governments) to coordinate transportation services in their regions (see Appendix
C). All projects funded under this program must be derived from a locally developed, Coordinated Public
Transit-Human Services Transportation Planning Process. To be awarded Section 5310 Award funding;
successful projects must be derived from the appropriate locally developed, Coordinated Public Transit-
Human Services Transportation Plan (“Coordinated Plan”). Applicants are encouraged to familiarize
Page 138 of 203
FY2025 Section 5310 Application Page 7 of 59 Applicant’s Page Number _____
themselves with the plans in their respective regions to ensure their projects are consistent with the same.
Additionally, applicants are expected to coordinate with other private, public, nonprofit, and human
services transportation providers.
The twelve (12) coordinated plans: 1) identify the transportation needs of individuals with disabilities,
older adults, and people with low incomes; 2) provide strategies for meeting local needs; and 3) identify
potential projects that will accomplish each strategy.
Each applicant must address unmet needs and specific strategies as identified in the locally
developed, Coordinated Public Transit-Human Services Transportation Plan to be eligible to receive
Section 5310 federal funding.
2.13 Regional Planning Council Review and Endorsement
Award Application Review by Regional Planning Councils (Councils of Government): Completed
Award applications must be submitted to the designated Regional Planning Council (Council of
Governments) in the respective geographic area of the state in which Section 5310 transportation services
are proposed. Each Regional Planning Council must review Award applications to ensure compliance with
federal coordination requirements prior to formal submission to ALDOT. Only those Award applications
formally submitted to the Regional Planning Councils for review will be considered for ALDOT funding.
Regional Planning Council (Council of Governments) Endorsement: Only applications derived from
the locally developed, Coordinated Public Transit-Human Services Transportation Planning Process can be
considered for ALDOT funding. Therefore, the Regional Planning Councils must provide project
endorsements to ALDOT. Project endorsements will be on Regional Planning Council letterhead and will
include the following:
Page Numbers for Unmet Needs and for Strategies: Identify the page number(s) in the locally
developed, Coordinated Public Transit-Human Services Transportation Plan for the unmet needs
and for the specific strategies that each endorsed application addresses.
Approval Date: Each Regional Planning Council must provide the approval date for the locally
developed, Coordinated Public Transit-Human Services Transportation Plan.
Applications from Regional Planning Councils (Councils of Governments): Regional Planning Councils
making application directly for Section 5310 funding must meet all eligibility requirements including those
relating to coordination. Award applications from Regional Planning Councils must be formally
recommended for funding consideration by personnel other than those directly involved with the
proposed Section 5310 transportation program.
Page 139 of 203
FY2025 Section 5310 Application Page 8 of 59 Applicant’s Page Number _____
2.14 Responsibilities of Successful Applicants (Subrecipients)
2.14.1 Record and Reporting Requirements
Section 5310 subrecipients must have the staffing capability to maintain records and reporting
requirements for the Section 5310 Program. Reporting shall be required throughout the duration of the
active vehicle service. The annual reporting period begins October 1st and ends on September 30th.
Subrecipients are responsible for submitting quarterly and annual reports to ALDOT, in addition to any
other reports as may be required. Reports must be submitted electronically via the Alabama Transit
Reporting System (ATRS). Applicants needing access to ATRS must contact ALDOT for an account setup.
Reports submitted must be accurate, complete, and timely. Failure to comply with reporting
requirements may affect future funding and result in the loss of approved funding and/or reassignment
of project equipment.
Section 5310 subrecipients must maintain records in accordance with federal and state audit
requirements during the period of contractual obligation to ALDOT and for three (3) years following the
date of completion of the project. Projects may be audited without notice at any time during this period.
ALDOT will conduct on-site management performance reviews at least once every three (3) years. These
reviews are carried out to ensure that subrecipients manage and administer the programs in accordance
with federal and state requirements.
2.14.2 Drug and Alcohol Testing
Subrecipients of Section 5310 assistance are not subject to FTA’s Drug and Alcohol testing rules but must
comply with requirements of the Federal Motor Carrier Safety Administration (FMCA). FMCA
requirements may be accessed via the following link: http://www.fmcsa.dot.gov/.
In accordance with the Drug-Free Workplace Act of 1988 and 49 CFR Part 32, ALDOT requires each
subrecipient to maintain a drug-free workplace for all employees and to have an anti-drug policy and
awareness program.
2.14.3 Vehicle Replacement
Only those vehicles meeting or exceeding useful life expectancy will be considered for replacement.
Vehicle replacement eligibility must be apparent at the time of application submission. ALDOT transit staff
will conduct physical inspections of all vehicles for replacement during the application review process as
necessary. (See Appendix D for vehicle category and useful life expectancy information.)
2.14.4 Invoicing Procedures
Applicants approved for purchased transportation or preventative maintenance will be required to invoice
ALDOT on a cost reimbursement basis. Capital subrecipients may submit one (1) invoice monthly; only the
federal share (80%) of the total cost for the awarded project will be reimbursed to the subrecipients each
month. Subrecipients will be required to comply with the standard ALDOT invoicing process using standard
forms. Subrecipients will be required to submit receipts and other required documentation to ALDOT with
invoices.
Applicants approved for vehicle capital funds will facilitate vehicle purchases through a competitive
bidding process administered by ALDOT and the State of Alabama Finance Department. Successful
applicants will be required to submit local matching funds to ALDOT prior to the placement of vehicle
orders. The local match checks should be made payable to the Alabama Department of Transportation.
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FY2025 Section 5310 Application Page 9 of 59 Applicant’s Page Number _____
ALDOT will facilitate a thorough inspection of vehicles in advance of delivery to the Section 5310
subrecipients. ALDOT will be invoiced by the vendor(s) for payment for the vehicles, with ALDOT making
payment upon acceptance. Therefore, any problems noted by the subrecipient during delivery should be
reported to ALDOT immediately.
2.14.5 Insurance and Title
Section 5310 Program subrecipients are required to maintain adequate insurance coverage in accordance
with federal, state, and local requirements to provide assurance of coverage sufficient to protect the
federal/state interest in the funded equipment. Appropriate measures must be taken to safeguard against
loss, damage, or theft of equipment. Subrecipients are required to show proof of insurance for vehicle(s)
before the vehicles are released.
Section 5310 Program subrecipients are responsible for vehicle licensing and title requirements. Titles will
be issued in the name of the subrecipient with the Alabama Department of Transportation listed as first
lienholder throughout the active service life of all program equipment.
2.14.6 Americans with Disabilities Act (ADA)
Subrecipients must comply with the provisions of the Americans with Disabilities Act (ADA) in the delivery
of transportation services including, but not limited to: maintenance of accessibility features, procedures
to ensure lift availability, lift and securement use, vehicle identification, use of accessibility features, lift
deployment at any designated stop, adequate time for vehicle boarding/disembarking, use of service
animals, services for persons using respirators or portable oxygen, accessible formats for public
information and communication, and training. Compliance with these requirements will be monitored
during on-site review visits by ALDOT staff.
2.14.7 Title VI Program
As a condition of receiving Federal Transit Administration Section 5310 Program funds through ALDOT,
subrecipients must comply with the requirements of the U.S. Department of Transportation’s Title VI
regulations. The purpose of Title VI is to ensure that no person in the United States shall, on the ground
of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be
subjected to discrimination under any program or activity receiving federal financial assistance.
Applicants that are awarded Section 5310 Program funds will become subrecipients of ALDOT. All
subrecipients must develop a Title VI Program and submit it to ALDOT consistent with reporting timelines
established by ALDOT. The following Title VI items will be required:
•A copy of the subrecipient’s notice to the public that it complies with Title VI and informs members
of the public of the protections against discrimination afforded to them by Title VI. Include a list of
locations where the notice is posted.
•A copy of the subrecipient’s instructions to the public on how to file a discrimination complaint,
including a copy of the complaint form.
•A list of any Title VI investigations, complaints, or lawsuits filed with the subrecipient. This list
should include only those investigations, complaints, or lawsuits that pertain to allegations of
discrimination on the basis of race, color, and/or national origin in transit-related activities and
programs and that pertain to the subrecipient submitting the report, not necessarily the larger
agency or department of which the entity is a part.
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FY2025 Section 5310 Application Page 10 of 59 Applicant’s Page Number _____
•A public participation plan that includes an outreach plan to engage minority and limited English
proficient populations, as well as a summary of outreach efforts made since the last Title VI
Program submission.
•A copy of the subrecipient’s plan for providing language assistance for persons with limited English
proficiency that was based on the DOT LEP Guidance.
•A table depicting the racial breakdown of the membership of those transit-related non-elected
planning boards, advisory councils or committees, or similar bodies, in which the membership is
selected by the subrecipient, and a description of efforts made to encourage the participation of
minorities on such committees or councils.
•If the subrecipient has constructed a facility, such as a vehicle storage facility, maintenance facility,
operations center, etc., the recipient shall include a copy of the Title VI equity analysis conducted
during the planning stage with regard to the location of the facility.
•The Title VI Program must be approved by the applicant’s board of directors or appropriate
governing entity or official(s) responsible for policy decisions prior to submission to ALDOT.
Recipients shall submit a copy of the board resolution, meeting minutes, or similar documentation
with the Title VI Program as evidence that the board of directors or appropriate governing entity
or official(s) has approved the Title VI Program.
•Additional information will be requested if a subrecipient is a fixed route transit provider, or a
Metropolitan Planning Organization (MPO).
2.14.8 Certifications and Assurances
In accordance with ALDOT direction, successful applicants will complete the Certifications and Assurances
for FY2025 after they are published in the Federal Register.
2.15 Technical Assistance
Technical assistance is available to any Applicant for Section 5310 funds through ALDOT. New Applicants
(see definition in Section 2.16 below) may find it particularly helpful to request technical assistance by
calling or sending an email using the contact information in Section 1.
2.16 Applicant Types
New Applicant: ALDOT defines a “New Applicant” as an entity that has not purchased a vehicle(s) or
received federal funds (Purchased Transportation, Preventative Maintenance, etc.) through the Section
5310 Program.
Current Applicant: ALDOT defines a “Current Applicant” as an entity that has purchased a vehicle(s), is
currently receiving federal funds (Purchased Transportation, Preventative Maintenance, etc.) through
the Section 5310 Program and/or is currently operating federally funded vehicles.
Previous Applicant: ALDOT defines a “Previous Applicant” as an entity that previously purchased a
vehicle(s) or received federal funds (Purchased Transportation, Preventative Maintenance, etc.) through
the Section 5310 Program but is currently inactive and not operating federally funded vehicles which
ALDOT holds the title to.
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FY2025 Section 5310 Application Page 11 of 59 Applicant’s Page Number _____
3 Application Instructions and Due Dates
The forms and required exhibits included in this package provide the Alabama Department of
Transportation with the information necessary to select projects and to ensure compliance with State and
Federal requirements. The required submissions must be complete and accurate. Applicants should be
aware that there are severe penalties and sanctions for furnishing false information to obtain federal
awards.
Only One (1) Application per Applicant:
Submit only one (1) application per applicant, even if the applicant will be applying for assistance at
multiple locations.
If there are multiple locations, it will be necessary to submit multiple originals of some Exhibits (one for
each location). For applicants with large geographic service areas and applicants with multiple locations,
it may also be necessary to obtain endorsements from more than one (1) Regional Planning Council.
Completed Checklist Is Required:
The completed application package must be submitted in the order listed on the Checklist.
On the Checklist, enter the page number corresponding to each Exhibit and return the Checklist with your
application to ensure all Exhibits are included in the correct order. The completed Checklist will be placed
at the front of the Application (before Exhibit 1).
Application Format:
One original application must be securely clipped and submitted to the Alabama Department of
Transportation’s Local Transportation Bureau.
Do not staple, bind, or insert into a hard-bound notebook. Do not use dividers. Use a clip or rubber band
to attach pages together. The reviewer must be able to easily copy and use each Exhibit as needed.
ONLY items on the Checklist should be included in your grant application submission.
Remove ALL Instructions and Appendices. If an exhibit is to be provided on letterhead,
please remove the sample exhibit, and only include the signed document on letterhead.
Text on One Side of Paper Only:
Applications should be printed on one side of the paper.
All pages should be on 8.5ʺ x 11ʺ inch paper. Text on one side of the paper is the only acceptable format.
The reviewer must be able to easily copy and use each Exhibit as needed.
Page Numbers:
Number ALL pages (including attachments) consecutively in whole numbers (example: 1, 2, 3, etc.).
Page numbers such as 2a, 2b, 2c, etc. will not be accepted. ALL Attachments such as Certifications and
Assurances or Preventative Maintenance documents should have page numbers.
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FY2025 Section 5310 Application Page 12 of 59 Applicant’s Page Number _____
Public Hearing:
A Public Hearing is required (see Exhibit 8 for details).
Public Notices should be posted at least seven (7) days prior to the Public Hearing. You MUST include all
required documents listed:
1. Copy of the Public Hearing Notice as it appeared in the newspaper
2. Notarized statement verifying publication (publisher’s affidavit)
3. Summary or transcript of the public hearing signed by an official of the applicant
Signatures:
All signatures must be the originals of the authorized official for the applicant organization or transit
provider (for example, mayor, county commission chairman, or executive director).
Information should be typed and signed in the appropriate areas. Signatures are requested to be in BLUE
INK.
Applicant Name and Transit Provider Name:
Public/Governmental Agencies: In most cases, the agency’s Applicant Name is their legal name or the
name of their Governing Body. The Transit Provider Name is the name of the agency that provides the
transportation service. For example, Greene County Commission (Applicant Name) and Greene County
Council on Aging (Transit Provider Name).
Private Agencies: In most cases, the agency’s Applicant Name and Transit Provider Name will be the
same.
System for Award Management (SAM.gov)
All applicants must be registered with the System for Award Management (SAM.gov).
Agencies are required to provide their Unique Entity ID Number and CAGE/NCAGE Number on the
Current Data Sheet (Exhibit 2).
Application Due Dates:
Direct Applications: Councils of Governments who either apply directly for funding or who apply for
funding on behalf of other entities/organizations must submit applications directly to ALDOT. Applications
must be received at the ALDOT Local Transportation Bureau no later than 5:00 p.m. on July 30, 2024.
Endorsed Applications: The deadline for submitting applications to the Regional Planning Councils
(Councils of Governments) is 5:00 P.M. on July 30, 2024. The Regional Planning Councils must in turn
submit all endorsed applications to the ALDOT Local Transportation Bureau no later than 5:00 p.m. on
August 9, 2024.
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FY2025 Section 5310 Application Page 13 of 59 Applicant’s Page Number _____
Fiscal Year 2025 Section 5310 Application Checklist
Application Deadline: July 30, 2024, to the Regional Planning Council
July 30, 2024, to ALDOT (for Regional Planning Council-Prepared Applications)
August 9, 2024, to ALDOT (for Regional Planning Council-Endorsed Applications)
Applicant Legal Name:
Place completed “Checklist” in front of Exhibit 1
Application must be submitted in the order listed on the checklist, and all pages are to be in sequence
and consecutively numbered in whole numbers including support documents.
Exhibit Required Application Documents Page No.
1 Section 5310 Application Cover Page
2 Section 5310 Applicant Information Sheet (Statewide)
3 Vehicle Inventory and Funding Requests
3.1 Vehicle Inventory Form
3.2 Vehicle Request Budget Form
a) Georgia DOAS Bid Vehicle Vendor Sheet (VVS), if applicable
3.3 Fleet Replacement Form
3.4 Non-Vehicle Funding Request Form
4 Scope of Services (Statewide)
4.1 Overview
a)Describe applicant purpose and programs
b)Describe transportation provided/purchased or to be provided/purchased
by your agency
c) Describe transportation provided by other providers in the area
d)Describe sensitivity training
e)Describe unmet transportation needs this project seeks to address
f) Identify coordinated plan strategies this project seeks to address
4.2 Summary of Transportation Services (for Applicants Requesting Vehicles)
4.3 Show Need for Replacement Vehicle(s)
4.4 Show Need for Expansion Vehicle(s)
4.5 Show Need for New Transportation Service
4.6 Describe Purchased Transportation Non-Vehicle Capital Requested
4.7 Describe Preventative Maintenance Non-Vehicle Capital Requested
5 Fiscal, Managerial, and Operational Capacity
6 Section 5310 Application Letter
7 Section 5310 Authorizing Resolution
Page 145 of 203
FY2025 Section 5310 Application Page 14 of 59 Applicant’s Page Number _____
Fiscal Year 2025 Section 5310 Application Checklist (continued)
Applicant Legal Name:
Place completed “Checklist” in front of Exhibit 1
Exhibit Required Application Documents Page No.
8
Public Participation Requirements
* Copy of the Public Hearing Notice as it appeared in the newspaper
* Notarized statement verifying publication (publisher’s affidavit)
* Summary or transcript of the Public Hearing signed by an official of the
applicant
9 Certification of Vehicle and Equipment Maintenance Plan and Maintenance
Inspection Program
10 Current Certifications and Assurances (New applicant - please state NEW
APPLICANT on Exhibit 10)
11 Title VI
12 Applicant’s Documentation of Involvement in the Coordination and Planning
Process
13 Regional Planning Council Coordinated Plan Endorsement Letter
14 Agency Certification of No Readily Available Service Providers
15 Application Certification
16 Copy of Federal Identification Number Letter
17 Insurance Carrier, Amounts of Coverage, and Premium Rate (if applicable)
18 Audit Report for the Most Recent Fiscal Year
19 Copy of Articles of Incorporation and Bylaws (if applicable)
FOR OFFICIAL USE ONLY
•Regional Managers shall provide a printed copy of the SAM.gov Enrollment
Verification along with the application. Please use the applicant’s SAM’S
number at the following website to verify that the applicant’s enrollment is
active with no exclusions:
https://www.sam.gov/SAM/pages/public/searchRecords/search.jsf.
•If the verification is not available, the applicant will be notified by their
Regional Manager.
•Regional Managers shall provide a copy of the Current Data sheet, Source of
Budget Funds sheet, the Vehicle Replacement Form, and the Fleet
Replacement Form to the Awards Team.
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FY2025 Section 5310 Application Page 15 of 59 Applicant’s Page Number _____
4 Exhibits
Exhibit 1: Statewide Section 5310 Application Cover Page
ALABAMA DEPARTMENT OF TRANSPORTATION
FY2025
Enhanced Mobility of Seniors and Individuals with Disabilities Program (Section 5310)
APPLICATION
Applicant’s Legal Name (City, Commission, Etc.):
Transit Provider Name (Senior/Nutrition Center, Etc.):
Check Applicant’s Status: Nonprofit
Public
Private for Profit
Indian Tribal Nation
Deadline to Submit Application to the Regional Planning Council: July 30, 2024
Date Received by ALDOT:
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FY2025 Section 5310 Application Page 16 of 59 Applicant’s Page Number _____
Exhibit 2: Section 5310 Applicant Information Sheet (Statewide)
1. Application Information:
Legal Name of Applicant (City):
Mailing Address:
(Please include Zip Code plus 4)
Physical Address:
(Please include Zip Code plus 4)
Transit Provider Name (Senior Center):
Mailing Address:
(Please include Zip Code plus 4)
Physical Address:
(Please include Zip Code plus 4)
SAM.gov Unique Entity ID Number:
SAM.gov CAGE/NCAGE Number:
Website:
First Contact Name & Title:
Email:
Phone:
Cellphone:
Second Contact Name & Title:
Email:
Phone:
Cellphone:
2. Check Status Below (check all that apply):
Current 5309 Recipient Previous 5309 Recipient New Applicant
Current 5310 Recipient Previous 5310 Recipient
Current 5311 Recipient Previous 5311 Recipient
3. Project Request (check all that apply):
Vehicles (80% of Project Cost)
Purchased Transportation Services (Non-Vehicle Capital – 80% of Project Cost)
Preventative Maintenance (Non-Vehicle Capital – 80% of Project Cost)
4. Project Information:
Population of Area to be served:
Number of Seniors:As % of Total Area Population
Number of Individuals with Disabilities:As % of Total Area Population
This Application is for (check all that apply):
An Urbanized Area with population size of 50,000 or more.
A Non-Urbanized (Rural) Area with population below 50,000.
County/Counties of proposed project(s):
5310 Federal Amount Requested (Capital + Purchased Trans + Preventative
Maintenance): (Round Amount)$
Total Local Match Funds: (Round Amount)$
Total Cost of Project: $
Page 148 of 203
FY2025 Section 5310 Application Page 17 of 59 Applicant’s Page Number _____
Exhibit 3: Vehicle Inventory and Funding Requests
Description of Forms:
Vehicle Inventory Form: The completed Vehicle Inventory Form includes the Year, Make/Model, Vehicle
Identification Number, Current Miles, Lift (yes or no), Condition, Replacement (Yes or No), and Funding Source
(5307, 5309, 5310, and 5311). Condition will be listed as new, excellent, good, fair, poor, or out of service.
Include vehicles planned for disposal or those waiting to be transferred to another transit provider. List only
FTA funded vehicles with ALDOT as the current lienholder. All applicants will include this form. If you do not
currently have vehicles that ALDOT holds the title to, write N/A on the form.
***The “Vehicle Inventory Form” will include all vehicles that have been approved by ALDOT for the purpose
of being used in the delivery of transportation services for seniors and individuals with disabilities. ***
Vehicle Request Budget Form: The completed Vehicle Request Budget Form describes the vehicle purchases
that are requested. The number, cost, and proposed use (replacement, expansion, or new service) will be
entered on this form. The source(s) of local match will be listed. All applicants will include this form. If no
vehicles are requested, write N/A on the form.
Fleet Replacement Form The completed Fleet Replacement Form includes information reported to the Federal
Transit Administration for the vehicles being removed from service.
Non-Vehicle Funding Request Form: The completed Non-Vehicle Funding Request Form describes non-vehicle
capital purchases that are requested, including purchased transportation and preventative maintenance. The
cost of each type of desired item will be entered on this form. All applicants will include this form. If you are
not requesting purchased transportation and/or preventative maintenance, write N/A on the form.
Include the following as Exhibit 3:
3.1 Vehicle Inventory Form
3.2 Vehicle Request Budget Form
3.3 Fleet Replacement Form
3.4 Non-Vehicle Funding Request Form (for Purchased Transportation and/or Preventative Maintenance)
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FY2025 Section 5310 Application Page 18 of 59 Applicant’s Page Number _____
Exhibit 3.1 FY2025 Transit Program Vehicle Inventory Form
List only FTA Funded Vehicles with ALDOT as Lienholder.
Applicant Name:
Year Make / Model VIN Current Miles Lift (Yes
or No)
*Condition (New, Excellent,
Good, Fair, Poor, or Out of
Service)
Funding Source
(Sec. 5310, 5307,
5311)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Condition: Specify the mechanical/physical condition of the vehicle based on the following:
New [N] = Less than 2,500 miles.
Excellent [E] = Low mileage in relation to age and no visible mechanical flaw.
Good [G] = Average mileage in relation to age and only minor mechanical flaws.
Fair [F] = High mileage and/or noticeable mechanical flaws. Repairs are beginning to exceed normal maintenance schedules.
Poor [P] = High mileage and major mechanical flaws. Major repairs such as engine or transmission overhaul needed to keep vehicle in service.
Out of Service [O] = Vehicle is unreliable or is completely inoperable. Vehicle has been pulled from service due to mechanical or body/chassis flaws
that create unsafe operating conditions.
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FY2025 Section 5310 Application Page 19 of 59 Applicant’s Page Number _____
Exhibit 3.2 FY2025 5310 Vehicle Request Budget Form
All applicants will complete this Form. If no vehicles are requested, Indicate N/A under Intended Use.
Applicant Name: Fiscal Year:2025
Vehicle Type
Price are estimates and subject to change.
Prices include mobility device stations only.
Other options are not included.
Designed Seating
Capacity
Number of Mobility
Device Stations Per
Vehicle
Engine
Type
G-Gas or D-
Diesel
Number of Each
Type Vehicle
Needed
Overall Total
Cost
Intended Use
R-Replacement
N-New Service
E-Expansion
Service
Mini Van - (Rear Ramp)
$70,000 7 1 Gas only
Mini Van - (Side Ramp)
$70,000 7 1 Gas only
Transit Van
No HAP
$97,000
12 0 Gas only
Transit Van (Rear or Side Load)
HAP 1
$105,000
8 1 Gas only
Transit Van (Rear or Side Load)
HAP 2
$105,000
6 2 Gas only
Georgia DOAS Bid Option*
Enter Vehicle Description from VVS.
Enter price on the next line below.
$0.00
Georgia DOAS Bid Option*
Enter Vehicle Description from VVS.
Enter price on the next line below.
$0.00
TOTALS
Note: All vehicle capital requests will be evaluated by ALDOT. The number and types of vehicles awarded are contingent upon available funding.
Replacement–an applicant requesting to replace vehicles funded through ALDOT.
Expansion–an applicant currently has vehicles funded by ALDOT and desires to purchase new vehicles to meet service needs.
New Service–an applicant that has not purchased vehicles through the Section 5310 Program.
Some vehicles are currently pending contract renewal.
*All Georgia DOAS Bid vehicle requests must include the Vehicle Vendor Sheet (VVS) from Model 1. See next page for details.
List Sources of Local Funds (below). 20% Local Match is Required for all Vehicles Requested.
Round Local Match Amounts to Whole Number.
Name of Organization: Amount:
Name of Organization: Amount:
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FY2025 Section 5310 Application Page 20 of 59 Applicant’s Page Number _____
3.2.(a)
If Grant applicant reviews application and a vehicle listed doesn’t match agency’s needs. you may take the
below steps to see if another type of vehicle is available on the Georgia DOAS Contract:
1. Contact Eric Weimer with Model 1 at (601) 622-4044 or eweimer@model1.com.
a. Obtain in-stock available vehicle information, projected delivery date, and select vehicle.
b. Obtain Vehicle Vendor Sheet (VVS) for selected vehicle with description and pricing of vehicle.
2. Grant applicant will complete required grant application documents.
Georgia DOAS Bid Vehicle Vendor Sheet (VVS)
Insert Georgia DOAS Bid Vehicle Vendor Sheet below, if applicable.
If not applicable, indicate N/A here.
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FY2025 Section 5310 Application Page 21 of 59 Applicant’s Page Number _____
Exhibit 3.3 FY2025 ALDOT Transit Program Replacement Form
List only FTA Funded Vehicles with ALDOT as Lienholder to be Replaced. Indicate N/A under Make if not Applicable.
Applicant Name:
Year Make/Model
Year of
Purchase
Vehicle ID
Number (VIN)
Mo./Yr.
Placed in
Revenue Service
Accumulated
Mileage
Estimated
Mo./Yr. to be taken
Out of Revenue
Service
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FY2025 Section 5310 Application Page 22 of 59 Applicant’s Page Number _____
Exhibit 3.4 FY2025 Non-Vehicle Funding Request Form
All applicants will complete this Form. If you are not requesting purchased transportation
and/or Preventative Maintenance, indicate N/A on the form under total cost by each.
Applicant Name:
Description Federal Cost (80%)Local Cost (20%)Total Cost
Purchased Transportation
Preventative Maintenance*
Totals:
Note: All non-vehicle capital funding requests will be evaluated by ALDOT. The non-vehicle funding awarded is contingent upon available
funding.
*Preventative Maintenance (Non-Vehicle Capital) 5310 funding is only available for 5309 & 5310 federally funded vehicles which ALDOT is
lienholder on. Locally owned vehicles don't qualify for this funding.
Round Amounts to Whole numbers.
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FY2025 Section 5310 Application Page 23 of 59 Applicant’s Page Number _____
Exhibit 4. Scope of Services (Statewide)
This Exhibit will provide an overview of your agency as well as details on the purpose of the award application.
Definitions of “Expansion Vehicle”, “Replacement Vehicle”, and “New Service Applicant” are provided in
Appendix A.
Description of Forms:
Applicants will include all Exhibit 4 forms. Please mark yes or no to the question at the top of each Exhibit. This
will inform the ALDOT staff of the types of capital (if any) you are requesting in your application.
Include the following as Exhibit 4:
Exhibit 4.1: Overview
Exhibit 4.2: Summary of Transportation Services
Exhibit 4.3: Show Need for Replacement Vehicle(s)
Exhibit 4.4: Show Need for Expansion Vehicle(s)
Exhibit 4.5: Show Need for New Transportation Service
Exhibit 4.6: Describe Purchased Transportation
Exhibit 4.7: Describe Non-Vehicle Preventative Maintenance Requested
Page 155 of 203
FY2025 Section 5310 Application Page 24 of 59 Applicant’s Page Number _____
Exhibit 4.1 Overview
(All Applicants Must Fully Complete Exhibit 4.1)
a) Describe your agency’s purpose and programs. Attach supporting documentation (such as transit
provider brochures and newspaper articles).
b) Describe the transportation provided/purchased and/or that will be provided/purchased by your
agency. Include a description of your agency’s clientele, your client selection process, current or
potential types and number of trips, current or potential route schedules, estimated miles, and
estimated hours.
c) Describe transportation currently provided to seniors and individuals with disabilities by other
providers in your area. Include days and hours of service, trip purposes, frequency of service, and
fares.
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FY2025 Section 5310 Application Page 25 of 59 Applicant’s Page Number _____
Exhibit 4.1 Overview (continued)
(All Applicants Must Fully Complete Exhibit 4.1)
d) Describe the sensitivity training program provided to your employees on how to effectively interact
with seniors and individuals with disabilities. Include a schedule of pre-employment, on-the-job
training, and incremental training provided or to be provided. Describe sensitivity training only.
e)Describe the unmet transportation needs within the Coordinated Public Transit-Human Service
Transportation Plan the proposed project seeks to address. List page number(s) from the Coordinated
Plan where the unmet need(s) are found.
f) Identify which strategy(ies) within the Coordinated Public Transit-Human Services Transportation Plan
that the proposed project addresses. List page number(s) from the Coordinated Plan where the
strategy(ies) are found.
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FY2025 Section 5310 Application Page 26 of 59 Applicant’s Page Number _____
Exhibit 4.2 Summary of Transportation Services (for Applicants Requesting Vehicles)
(All Applicants Requesting Vehicles Must Fully Complete Exhibit 4.2)
All other applicants will mark “No” to the following question and then include this form in their application.
Are you requesting replacement, expansion, or new service vehicle(s)? Yes No
Provide detailed information on the type of service(s) to be provided. Please double-check your math for
accuracy. Provide estimates where necessary. Refer to Appendix A for definitions of replacement,
expansion, and new service vehicles. Complete all items.
a) Average monthly number of clients to be served (unduplicated):
(Unduplicated means to count each client only once, even if he or she receives several agency services.)
b) Select type of clients to be transported:Seniors Children All Ages Disabled
c) List of days of proposed use:
(Example: Monday-Friday or Tuesday-Thursday)
d) Hours per week vehicle(s) will be used:
e) Number of miles clients will be transported daily (service mile average per vehicle):
f) Number of passenger trips per week:
(A passenger trip is each time a passenger boards and exits a vehicle. A round trip is counted as two (2)
passenger trips.)
g) Select trip types: Medical Education Work Nutrition Recreation Other
h) Select service area:Seniors Children All Ages Disabled
i) Are you requesting replacement, expansion, or new service vehicle(s)? Yes No
j) Do you have any proposed agreements to coordinate transportation
services with other agency(ies)? Yes No
k) Do you currently have any existing agreements to coordinate
transportation services with other agency(ies)? Yes No
If yes, list
agency(ies).
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FY2025 Section 5310 Application Page 27 of 59 Applicant’s Page Number _____
Exhibit 4.3 Show Need for Replacement Vehicle(s); Describe Preventative Maintenance of
Vehicle(s) to be Replaced
(All Applicants Requesting Replacement Vehicles Must Fully Complete Exhibit 4.3).
All other applicants will mark “No” to the following question and then include this form in their application.
A replacement vehicle must have reached its “useful life expectancy”. Refer to Appendix A and Appendix D
for more information.
Are you requesting replacement vehicle(s) for a current
federally funded vehicle which ALDOT is a lienholder? Yes No
a)Explain the need for replacement vehicle(s).
b)Provide documentation of the most recent scheduled preventative maintenance performed on each
vehicle you are requesting to be replaced.
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FY2025 Section 5310 Application Page 28 of 59 Applicant’s Page Number _____
Exhibit 4.4 Show Need for Expansion Vehicle(s)
(Current Applicants Requesting Expansion Vehicle(s) Must Fully Complete Exhibit 4.4)
All other applicants will mark “No” to the following question and then include this form in their application.
An expansion vehicle is added to the applicant’s fleet to expand service and will not replace any vehicle(s).
Are you requesting expansion vehicle(s)?Yes No
a) Explain the need for expansion vehicle(s).
b) Provide documentation of new routes, extended hours, longer trips, and/or new or improved services
that show the need for additional vehicle(s).
c) Provide documentation of the most recent scheduled preventative maintenance performed on the
most recent Section 5310 vehicle(s) awarded to your agency (no more than five). Please attach the
invoices from work performed directly following this page.
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FY2025 Section 5310 Application Page 29 of 59 Applicant’s Page Number _____
Exhibit 4.5 Show Need for New Transportation Service
(Only New Service Applicants Will Fully Complete Exhibit 4.5).
All other applicants will mark “No” to the following question and then include this form in their application.
ALDOT defines a “New Service Applicant” as an entity that has not purchased a vehicle or vehicles through
the Section 5310 Program or the agency currently does not have a federally funded vehicle which ALDOT is a
lienholder of.
Are you a new transportation service applicant? Yes No
a) Explain the need for your agency to become a transit provider for seniors and individuals with
disabilities through ALDOT.
b) Provide documentation supporting your agency’s transportation experience.
c) List and describe any federally funded programs your agency has managed. (If your agency has
managed many federally funded programs, it is acceptable to describe only those managed in the last
five (5) years). For each program described include the following items: 1) the awarding agency name,
2) the length of time your agency managed the program, and 3) the amount of funds managed.
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FY2025 Section 5310 Application Page 30 of 59 Applicant’s Page Number _____
Exhibit 4.6 Describe Purchased Transportation Non-Vehicle Capital Requested
All Applicants Requesting Purchased Transportation Services Must Fully Complete Exhibit 4.6.
All other applicants will mark “No” to the following question and then include this Form in their application.
Are you requesting purchased
transportation? Yes No
Provide detailed information on the type of service(s) to be provided. Your response should be as
accurate as possible. Provide estimates where necessary. Complete all items.
a) Number of clients to be served?
b) Select type of client trips to be purchased:Seniors Children All Ages Disabled
c) List the names of current and/or potential 1.
public and/or private transportation provider(s)2.
your agency will purchase services from.3.
d) How will services be purchased?3rd Party Agreements Daily Tickets Monthly Passes
If Other, please explain.
Estimate the number of 3rd Party Agreements your agency will enter
into:
e) Select Service Area:City County Region State
f) Estimate the average number of daily trips to be purchased using the categories below:
Trip Purpose Average Number of Daily Trips
Medical/Dental
Shopping
Nutritional
Personal
Employment
Other Purposes (specify)
1.
2.
3.
Total
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FY2025 Section 5310 Application Page 31 of 59 Applicant’s Page Number _____
Exhibit 4.7 Describe Preventative Maintenance Non-Vehicle Capital Requested
All Applicants Requesting Preventative Maintenance Must Fully Complete Exhibit 4.7
All other applicants will mark “No” to the following question and then include this form in their application.
Preventative Maintenance (Non-Vehicle Capital) 5310 funding is only available for 5309 & 5310 federally
funded vehicles which ALDOT is lienholder on. Locally owned vehicles do not qualify for this funding.
Are you requesting Preventative Maintenance? Yes No
Provide detailed information on the type of service(s) to be provided. Your response should be as
accurate as possible. Provide estimates where necessary. Complete all items.
a) Average monthly number of clients to be served (unduplicated):
(Unduplicated means to count each client only once, even if he or she receives several agency services.)
b) Select type of clients to be transported:Seniors Children All Ages Disabled
c) Select Service Area:City County Region State
d) How many vehicles will be maintained?
e) How will the request enhance or improve current transportation services that are provided?
f) Will vehicle maintenance be performed in-house? Yes No
Will vehicle maintenance be outsourced? Yes No
Page 163 of 203
FY2025 Section 5310 Application Page 32 of 59 Applicant’s Page Number _____
Exhibit 5: Fiscal, Managerial, and Operational Capacity
(All Applicants Must Fully Complete this Exhibit)
In this section, the applicant must demonstrate that it has the fiscal, managerial, and operational
capabilities to manage transportation funds for the duration of the project. Information provided will be
verified during site visits. Include all requested information. Use a narrative format.
Narrative should include the following items:
a) Number of years of experience providing transportation.
b) Experience of project managers (number of years of experience, other relevant information).
c) Experience with managing awards (list sources of award funds and number of years of
experience).
d) Experience of transportation coordinator (or similar title) and drivers.
e) Availability of experienced employees to manage program funds and program equipment.
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FY2025 Section 5310 Application Page 33 of 59 Applicant’s Page Number _____
Exhibit 6 Sample Section 5310 Application Letter
Instructions
The Application Letter must state that the Award applicant is applying for public transportation Section 5310
funding in accordance with Federal Transit Laws, as codified (49 USC Section 5310), Enhanced Mobility of Seniors
and Individuals with Disabilities. This Exhibit must be on Applicant’s Letterhead and must include the following
information:
State name of applicant and list counties of service (or proposed service).
Sample Letter’s Sentence 2 will need to be customized to list the number and type of vehicles (if
applicable) and Purchased Transportation (if applicable). Some Applicants may request both vehicle
purchase and Purchased Transportation. Take care to accurately complete Sentence 2.
The last sentence in Paragraph 1 confirms the source of local match and operating expenses.
Include applicant's statement that, to the best of its knowledge, all the information contained within
the application is true and correct.
State name of designated contact person and telephone number.
Include signature of the person designated by the applicant’s governing body to be responsible for
administration of the Award.
This letter (on applicant’s letterhead) must be addressed to:
Mr. Bradley B. Lindsey, P.E.
State Local Transportation Engineer
Local Transportation Bureau
Alabama Department of Transportation
1409 Coliseum Boulevard
Montgomery, Alabama 36110
A sample application letter follows.
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FY2025 Section 5310 Application Page 34 of 59 Applicant’s Page Number _____
Exhibit 6 Sample Section 5310 Application Letter
(All Applicants Must Complete This Exhibit)
Submit on Applicant’s Letterhead
Confirmation for Local Match and Operating Expenses
Date
Mr. Bradley B. Lindsey, P. E.
State Local Transportation Engineer
Local Transportation Bureau
Alabama Department of Transportation
1409 Coliseum Boulevard
Montgomery, Alabama 36110
Dear Mr. Lindsey:
FY2025 SECTION 5310 TRANSIT PROGRAM APPLICATION (STATEWIDE)
The [Applicant] is hereby applying for a Section 5310 Capital Assistance Award to provide transportation
services for the seniors and individuals with disabilities in [list county 1, county 2, etc.]. The [Applicant]
is requesting [list number of vehicles] [list type of vehicle or vehicles] [and/or purchased
transportation and/or preventative maintenance, if applicable]. The required local match is [amount].
The [Applicant] will provide the local match and cover all operating expenses.
The applicant attests that all information contained within this application is true and correct and that
the applicant has the legal, financial, and technical capacity to carry out the proposed project. If you
have questions or need further information, please contact [designated contact person] at [telephone
number including area code].
Respectfully,
Signature of Designated Official
Title
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FY2025 Section 5310 Application Page 35 of 59 Applicant’s Page Number _____
Exhibit 7: Section 5310 Authorizing Resolution
(Must Submit Original Signatures)
Section 5310 Authorizing Resolution
RESOLUTION NO. __________
WHEREAS, Federal financial assistance as authorized under Section 5310 of the Federal Transit Act
Amendments of 1991, is available through the Alabama Department of Transportation to provide
transportation services to meet the special needs of seniors and individuals with disabilities; and
WHEREAS, the submission of an application for said financial assistance is deemed necessary to
aid in addressing the transportation needs of seniors and individuals with disabilities residents of (Enter
City, County(ies), or Urbanized Area), and
WHEREAS, any agreement for capital financial assistance with the State of Alabama, acting by and
through its Alabama Department of Transportation, will impose certain obligations upon the applicant,
including the provision by it of the local share of project costs; and
WHEREAS, it is the goal of the applicant to provide the best transit project that can be provided
with the funds available.
NOW, THEREFORE, be it resolved by the (Enter Board, Council, or County Commission)
of (Enter Applicant Legal Name) as follows:
That the (Enter Title of Authorized Official) is authorized to execute, file an award application,
and enter into an agreement with the Alabama Department of Transportation for aid in the financing of a
Section 5310 transportation assistance project.
Adopted this day of , 20
Signature:Attest:
Name:Name:
Title:Title:
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FY2025 Section 5310 Application Page 36 of 59 Applicant’s Page Number _____
Exhibit 8: Public Participation Requirements
Instructions
Public Hearing Required: The public participation process must comprise of, at a minimum, conducting a
public hearing. A public hearing must be held to allow all persons, including private transportation providers
and new business entrants, equal opportunity to comment.
The hearing must be advertised by public notice in the local newspaper of widest circulation at least seven
(7) days prior to the hearing. The “Notice” must be advertised a minimum of one (1) time.
*** Please note: A copy of the Public Hearing Notice must be placed in the reception desk area, meeting
rooms, transit facilities, and on the vehicles to allow all individuals including Limited English Proficiency (LEP)
individuals an opportunity to participate in this hearing. ***
A sample Public Hearing Notice is shown on the next page. Customize the “Notice” as necessary. Be sure to
include the address of the public hearing location as well as the contact information in your “Notice”.
Page 168 of 203
FY2025 Section 5310 Application Page 37 of 59 Applicant’s Page Number _____
Exhibit 8: Public Participation Requirements
All Applicants must include the following in Exhibit 8:
▪Copy of the Public Hearing Notice as it appeared in the newspaper
▪Notarized statement verifying publication (publisher’s affidavit)
▪Summary or transcript of the public hearing signed by an official of the applicant
PUBLIC HEARING NOTICE
The (Enter Applicant Name) is applying to the Alabama Department of Transportation for a federal capital
funding award under Section 5310 of the Federal Transit Act. This funding is for capital assistance to help
meet the transportation needs of seniors and individuals with disabilities in (Enter County 1, County 2, etc.).
A public hearing will be held on (Enter Date) at (Enter Time) in the (Enter Meeting Room) at the (Enter
Facility Name) at (Enter Address Including Locality Name) for public comments.
Contact Information:
(Enter Contact Person’s Name)
(Enter Contact Person’s Title)
(Enter Applicant Name)
(Enter Telephone Number)
(Enter Email Address)
Page 169 of 203
FY2025 Section 5310 Application Page 38 of 59 Applicant’s Page Number _____
Exhibit 9: Certification of Vehicle and Equipment Maintenance Plan and Maintenance
Inspection Program
(All Applicants Requesting Vehicles or Currently Operating Federally Funded Vehicles with ALDOT as the
Lienholder Must Fully Complete Exhibit 9)
All other applicants will mark “No” to the following question and then include this Form in their application.
Are you requesting vehicles or currently operating federally funded
vehicles with ALDOT as the lienholder? Yes No
Certification of Vehicle and Equipment Maintenance Plan
And Maintenance Inspection Program
The (Enter Applicant Name), hereby certifies it has or will develop and implement a Section 5310 Vehicle
and Equipment Maintenance Plan that contains the following:
A schedule of maintenance inspections and servicing that will be performed and documented
according to the guidelines for the vehicle and/or equipment manufacturer.
Upon the distribution of a 5310 Vehicle Award, the (Enter Applicant Name) further certifies that to
demonstrate compliance with the Vehicle Maintenance Plan, it will develop and submit the following
components of the plan:
1. An Inspection Checklist which, at a minimum, specifies vehicle service items to be checked and the
frequency of the checks.
2. An Inspection Procedure Manual describing inspection procedures for items on the checklist,
indicating standards for each item checked, and describing corrective actions taken for any problem
identified.
Name of Designated Official:Date:
Signature of Designated Official:
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Exhibit 10: Current Certifications and Assurances
Current Applicants - please insert a copy of the current Certifications and Assurances (C&A) for Exhibit 10.
FTA Link to Certifications and Assurances: (utilize the most recent copy)
https://www.transit.dot.gov/funding/grantee-resources/certifications-and-assurances/certifications-
assurances
Only submit the last 3 pages of the Certifications and Assurances link above which includes the certification
selection and signatures.
Mark on the form the following:
The applicant certifies to the applicable provisions of all categories: _X_
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FY2025 Section 5310 Application Page 40 of 59 Applicant’s Page Number _____
Exhibit 11: Title VI
(Only Current ALDOT Subrecipients Will Fully Complete This Exhibit)
All other applicants will mark “No” to the following question and then include this form in their application.
ANSWER QUESTIONS ONLY. DO NOT INCLUDE YOUR AGENCY'S FULL TITLE VI PLAN.
Are you a current ALDOT Subrecipient? Yes No
1. List all active lawsuits or complaints against the transit provider alleging discrimination on the basis of
race, color, age, disability, or national origin with respect to service or other transit benefits. Explain if
pending or closed and the actions taken.
2. Describe all pending applications for financial assistance currently provided by other Federal agencies
to the applicant.
3. Summarize all civil rights compliance reviews conducted by other local, state, or federal agencies
during the last three years.
4. Is [Applicant] considered a minority organization? Yes No
If yes, check all categories that apply.
Black American Sub-Continent Asian-American
Hispanic American Asian-Pacific American
Native American Other
5. Does the [Applicant] provide transportation services to minority communities? Yes No
If yes, check all categories that apply.
Black American Sub-Continent Asian-American
Hispanic American Asian-Pacific American
Native American Other
6. Has your Title VI Coordinator/EEO Officer changed during the reporting period
or since your last Title VI Plan was approved? Yes No
If yes, provide the name and contact information for the new Title VI Coordinator/EEO Officer.
Page 172 of 203
FY2025 Section 5310 Application Page 41 of 59 Applicant’s Page Number _____
Exhibit 11: Title VI (continued)
(Only Current ALDOT Subrecipients Will Fully Complete This Exhibit)
7. Has [Applicant] had any projects and/or service changes that have Title VI,
Limited English Proficiency (LEP), or Environmental Justice (EJ) impacts?Yes No
If yes, please complete the following items:
a) Provide a brief description of these projects/service changes.
b) What did you do to ensure that populations affected by the project and/or service change had
meaningful access to and involvement in the development process?
c) What is the number and percentage of LEP and/or EJ populations affected by the project and/or
service change?
8. Describe how your employees were educated about Title VI and about their responsibility to ensure
non-discrimination in your programs, services, and/or activities.
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FY2025 Section 5310 Application Page 42 of 59 Applicant’s Page Number _____
Exhibit 12: Applicant’s Documentation of Involvement in the Coordination and Planning
Process
(All Applicants Will Submit this Exhibit with Original Signature.)
Submit One Exhibit for each Regional Planning Council (RPC) in your service area.
If your service area covers more than one Regional Planning Council, submit one Exhibit from each RPC.
Submit on Applicant Letterhead.
Documentation of Involvement in Coordination and Planning Process
The (Enter Applicant Name) certifies as a requirement of the Fixing America’s Surface Transportation Act
(FAST Act) that this project is derived from a locally developed, Coordinated Transit-Human Services
Transportation Plan. Our agency is included in the (Enter Name of Regional Planning Commission)
Coordinated Plan that identifies the transportation needs of individuals with disabilities, seniors, and people
with low incomes, provides strategies for meeting those local needs, and prioritizes transportation services
for funding and implementation.
Name of Authorized Official:Date:
Signature of Designated Official:
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FY2025 Section 5310 Application Page 43 of 59 Applicant’s Page Number _____
Exhibit 13: Regional Planning Council Coordinated Plan Endorsement Letter
(Must Submit Original Signature)
Submit on Regional Planning Council’s Letterhead
This letter from the local Regional Planning Council verifying endorsement must be included in the award
application. (Submit One Exhibit for each Regional Planning Council if your service area covers more than
one Regional Planning Council). A list of Regional Planning Councils (Councils of Governments) is included in
Appendix C.
Coordinated Plan Endorsement Letter
The (Enter Name of Regional Planning Commission) certifies that the (Enter Applicant Name) project is
derived from the locally developed, Coordinated Transit-Human Services Transportation Plan as required by
the Fixing America’s Surface Transportation Act (FAST Act). The Coordinated Plan identifies the
transportation needs of individuals with disabilities, seniors, and people with low incomes, provides
strategies for meeting those local needs, and prioritizes transportation services for funding and
implementation.
The components addressing the unmet needs this application addresses are found on page number(s)
_____ and the specific strategies this application addresses are found on page number(s) ______ of this
region’s most recent Coordinated Transit-Human Services Transportation Plan. The Coordinated Plan was
approved on: (Enter Day, Month, and Year).
Name of Authorized Official:Date:
Signature of Designated Official:
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FY2025 Section 5310 Application Page 44 of 59 Applicant’s Page Number _____
Exhibit 14: Public Agency Certification of No Readily Available Service Providers
Governmental and Public Agencies Must Fully Complete Exhibit 14.
Submit on Governmental or Public Agency’s Letterhead
All other applicants will mark “No” to the following question and then include this form in their application.
Are you a governmental body or public agency? Yes No
Public Agency Certification of No Readily Available Service Providers
The public agency, (Enter Name of Governmental or Public Agency) hereby certifies that there
are no nonprofit agencies readily available to provide the service proposed in this application.
Name of Authorized Official:Date:
Signature of Designated Official:
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Exhibit 15: Application Certification
All Applicants will Complete
Submit on Applicant’s Letterhead
Must Submit Original Signature
Application Certification
The information in this application is public record. Therefore, the applicant should not include information
regarded as confidential.
To the best of my knowledge and belief, all data in this application are and correct. The applicant will
comply with all state and federal requirements if federal financial assistance is awarded.
Name of Applicant:
Name of Authorized Official:Date:
Signature:
Title:
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FY2025 Section 5310 Application Page 46 of 59 Applicant’s Page Number _____
Exhibit 16 Copy of Federal Identification Number Letter (No Sample Provided)
Insert Federal Identification Number Letter in sequence with Exhibits
Exhibit 17 Insurance Carrier, Amounts of Coverage, Premium Rate, and list of VINs of
federally funded vehicles which ALDOT is a lienholder on, if applicable
(No Sample Provided)
Insert Insurance Policy in sequence with Exhibits.
Exhibit 18 Audit Report/Financial Statements for the most recent fiscal year (No Sample
Provided)
Insert most recent Audit Report or Financial Statement in sequence with Exhibits.
Exhibit 19 Copy of Articles of Incorporation and Bylaws, if applicable (No Sample Provided)
Insert most recent Articles of Incorporation and Bylaws in sequence with Exhibits.
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5 Appendices
▪Appendix A. Definitions
▪Appendix B. Rating Criteria
▪Appendix C. Regional Planning Councils (Councils of Governments)
▪Appendix D. Policy and Procedures for the Disposition of Project
Vehicles and Equipment
▪Appendix E. Local Match from Other Federal Programs
▪Appendix F. Charter Service
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APPENDIX A: Definitions
This section identifies common terms and definitions as they pertain to the Section 5310 Program.
Coordinated Public Transit-Human Services Transportation Plan (Coordinated Plan): This is a locally
developed, coordinated transportation plan that identifies the transportation needs of individuals with
disabilities, seniors, and people with low incomes, provides strategies for meeting those needs, and
prioritizes transportation services for funding and implementation.
Expansion Vehicle: The applicant currently has vehicles funded by ALDOT and desires to purchase
new vehicles to meet service needs. The proposed vehicle(s) will be added to the applicant’s fleet and will
not be used to replace any vehicles currently in the fleet.
Individual with Disability: Any individual who, by reason of illness, injury, age, congenital malfunction,
or other permanent or temporary incapacity or disability (including an individual who is a mobility device
user or has semi-ambulatory capability), is unable to use a public transportation service or a public
transportation facility effectively without special facilities, planning, or design.
Minority: Socially and economically disadvantaged groups including: African Americans, Hispanic
Americans, Asian Pacific Americans, Subcontinent Asian Americans, and Native Americans.
New Service Applicant: ALDOT defines a “New Service Applicant” as an entity that has not previously
received federal dollars to support agency activities through this office. New Service Applicants may find
it helpful to call or email using the Contact Information in Section 1 to request Technical Assistance.
Nonprofit Corporation: An organization which is incorporated under the laws of the State of Alabama
as a nonprofit corporation.
Nonurbanized Area (Non-UZA) or Rural Area: An area encompassing a population of fewer than
50,000 people that has not been designated in the most recent decennial census as an urbanized area by
the Secretary of Commerce.
Program of Projects: A list of projects to be funded in an award application submitted to FTA by a
state or designated recipient. The program of projects (POP) lists the subrecipients and indicates whether
they are nonprofit agencies or local governmental authorities, designates the areas served (including rural
areas), and identifies any tribal entities. In addition, the POP includes a brief description of the projects,
total project cost and federal share for each project, and the amount of funds used for program
administration from the 10 percent allowed.
Replacement Vehicle: The applicant currently has vehicles funded by ALDOT and desires to replace
vehicle(s) that have reached or exceeded their useful life expectancy (see Appendix D for information on
“Useful Life”). Each proposed vehicle will “replace” a vehicle in the fleet on a one-for-one basis.
Senior: An individual who has reached or surpassed 65 years of age.
Small Urbanized Area (UZA): An area in the state designated as an urbanized area by the U.S. Bureau
of Census within boundaries fixed by responsible state and local officials in cooperation with each other,
and subject to approval by the U.S. Secretary of Transportation. A small, urbanized area has a population
of at least 50,000 but less than 200,000. There are eight (8) small, urbanized areas in Alabama: Anniston-
Oxford, Auburn, Daphne-Fairhope, Decatur, Dothan, Florence, Gadsden, and Tuscaloosa.
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Traditional Section 5310 Projects: These are public transportation capital projects planned, designed,
and carried out to meet the special needs of seniors and individuals with disabilities when public
transportation is insufficient, inappropriate, or unavailable.
Tribes: Federally recognized Indian tribes and other tribal governments are eligible ALDOT
subrecipients under the Section 5310 Program. A tribe may also apply directly to FTA for Section 5310
funds that a state or designated recipient has awarded to the tribe.
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APPENDIX B: Rating Criteria
The Alabama Department of Transportation will evaluate all applications for capital funding based on the
following criteria:
Evaluation Categories Maximum Points Available = 100
FINANCIAL AND MANAGEMENT CAPABILITY:Maximum Points: 15 points
Applicants must possess the necessary fiscal, managerial, and operational capacity to implement and
manage the proposed project. Other factors considered will be funding availability and current or previous
experience in the operation of passenger transportation.
NEED FOR SERVICE:Maximum Points: 20 points
Applicants must demonstrate the need for the proposed service. Applicants will describe the target
population to be served, service area (city, county, region, or statewide), and the number and types of
clients in the service area.
UTILIZATION OF REQUESTED SERVICE:Maximum Points: 35 points
Applicants must list the days and hours of service as well as the daily number of service miles. Sensitivity
training (includes pre-employment, on-the-job, and incremental) on the needs of seniors and individuals
with disabilities that has been provided to employees will be considered. If no sensitivity training for
employees has been conducted, the willingness to provide the training at a future time will be considered.
PROPOSED SERVICE CHARACTERISTICS:Maximum Points: 15 points
Applicants will explain how the requested capital will be used in the transportation service to meet the
needs of the proposed clients. Information will include the number and type of trips that will be provided
during the operational period.
SERVICE COORDINATION: Maximum Points: 15 points
Applicants will provide supporting documentation to verify the transportation program is derived from a
locally developed, Coordinated Transit-Human Services Transportation Plan (“Coordinated Plan”). The
proposed transportation services must address unmet needs and specific strategies as identified in the
Coordinated Plan. Proposed and existing service coordination agreements will be considered.
AGENCY NON-COMPLIANCE: Application Not Graded
Applications for applicants that are not current with all compliance related activities, documents and
reports will not be graded or considered for funding for the current application cycle.
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APPENDIX C: Regional Planning Councils (Councils of Governments)
Rural communities that are not a part of the urbanized areas of MPOs are included in the Regional
Planning Councils (Councils of Governments or COGs). COGs provide a planning process to ensure that
federal and state regulations and guidelines for transportation planning in rural areas are met. Among
their many duties, each COG is responsible for providing a public forum and serving as an advisory
board to review funding applications from local applicants within its region and prioritizing projects for
ALDOT review.
The COGs are members of the Alabama Association of Regional Councils (AARC). More information can be
found on the AARC website at: http://www.alarc.org
Region 1: NACOLG
Northwest Alabama Council of Local
Governments
P. O. Box 2603
Muscle Shoals, AL 35662-2603
(256) 389-0500
http://www.nacolg.org/
Counties: Colbert, Franklin, Lauderdale,
Marion, and Winston
Region 2: WARC
West Alabama Regional Commission
4200 Highway 69 North, Suite 1
P.O. Box 509
Northport, AL 35476-0509
(205) 333-2990
http://warc.info/
Counties: Bibb, Fayette, Greene, Hale, Lamar,
Pickens, and Tuscaloosa
Region 3: RPCGB
Regional Planning Commission of Greater
Birmingham
2 Twentieth Street N., Suite 1200
Birmingham, AL 35203
(205) 251-8139
http://www.rpcgb.org/
Counties: Blount, Chilton, Jefferson, Shelby, St.
Clair, and Walker
Region 4: EARPDC
East Alabama Regional Planning and
Development Commission
P.O. Box 2186
Anniston, AL 36202-2186
(256) 237-6741
http://www.earpdc.org/
Counties: Calhoun, Chambers, Cherokee, Clay,
Cleburne, Tallapoosa, Coosa, Etowah,
Randolph, and Talladega
Region 5: SCADC
South Central Alabama Development
Commission
5900 Carmichael Place
Montgomery, AL 36117-2345
(334) 244-6903
http://scadc.net/
Counties: Bullock, Butler, Crenshaw, Lowndes,
Macon, and Pike
Region 6: ATRC
Alabama-Tombigbee Regional Commission
107 Broad Street
Camden, AL 36726-1701
(334) 682-4234
http://www.atrcregion6.org/
Counties: Choctaw, Clarke, Conecuh, Dallas,
Marengo, Monroe, Perry, Sumter,
Washington, and Wilcox
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APPENDIX C: Regional Planning Councils (Councils of Governments)
(continued)
Region 7: SEARP&DC
Southeast Alabama Regional Planning and
Development Commission
P. O. Box 1406
Dothan, AL 36302-1406
(334) 794-4093 ext. 1409
http://www.searpdc.org/
Counties: Barbour, Coffee, Covington, Dale,
Geneva, Henry, and Houston
Region 8: SARPC
South Alabama Regional Planning Commission
P. O. Box 1665
Mobile, AL 36633-1665
(251) 433-6541
http://sarpc.org/
Counties: Mobile, Baldwin, and Escambia
Region 9: CARPDC
Central Alabama Regional Planning and
Development Commission
430 South Court Street
Montgomery, AL 36104
(334) 262-4300
http://carpdc.com/
Counties: Autauga, Elmore, and Montgomery
Region 10: LRCOG
Lee-Russell Council of Governments
2207 Gateway Drive
Opelika, AL 36801
(334) 749-5264
http://www.lrcog.com/
Counties: Lee and Russell
Region 11: NARCOG
North-Central Alabama Regional Council of
Governments
P. O. Box C
Decatur, AL 35602
(256) 355-4515
http://www.narcog.org/
Counties: Cullman, Lawrence, and Morgan
Region 12: TARCOG
Top of Alabama Regional Council of
Governments
5075 Research Drive NW
Huntsville, AL 35805
(256) 830-0818
http://tarcog.us/
Counties: DeKalb, Jackson, Limestone,
Madison, and Marshall
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APPENDIX D: Alabama Department of Transportation: Policy and Procedures for the
Disposition of Project Vehicles and Equipment
GENERAL:
The Alabama Department of Transportation (ALDOT), as prime Awardee of federal funds for the State, is
responsible for maintaining an accurate inventory of all capital equipment purchased at least in part with
federal funds. For information about the disposition of project vehicles, please contact your regional
manager to obtain a copy of the current Disposition Procedures.
Information about the transfer of Project Vehicles, Local Match, and the Useful Life of Vehicles is detailed
below.
Transfer to Another Transit Provider: In the case of a transfer of vehicles or equipment to another
transportation program, no handling fee may be collected; however, fair market value must be
established. The transit provider to which the vehicle or equipment is being transferred shall, in effect,
buy out the original transit provider’s local interest. Please refer to the current State Management Plan
for additional information.
Match: Any project equipment purchased with FTA Sections 5307, 5309, 5310, or 5311 funds involves
an 80% federal/20% local match.
Useful Life Policy: Disposition of the project equipment should occur after the vehicle or equipment
has reached its useful life expectancy or is no longer needed for its originally intended purpose and
disposal approval from ALDOT is obtained. For general purposes, the useful life expectancy for vehicles
is as follows:
TYPE OF VEHICLE VEHICLE FTA- DEFINED USEFUL LIFE
Van (5 – 15 passenger)High Roof Van,
Modified Van 5 years or 100,000 miles
Mini Van (5-7 passenger)Mini Van 5 years or 100,000 miles
Small Bus (16 – 21 passenger)25’-35’ light duty
Cutaway Chassis 5 years or 150,000 miles
Cut-a-way Small Bus (25-30 passenger)30’-35’ medium duty
Transit Bus 7 years or 200,000 miles
Bus (30+ passengers)
30’ heavy duty
Transit Bus (includes
Body on Chassis)
10 years or 350,000 miles
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APPENDIX E: Local Match from Other Federal Programs
Local match may be derived from other federal programs that are eligible to be expended for
transportation, other than funds from DOT programs. To be eligible for local match for FTA funds, the
other federal funds must be used for activities included in the total net project cost of the project.
Expenditure of other federal funds for transportation outside of the scope of the project cannot be applied
as a credit for local match in the project. Specific program information for other types of federal funding
is available from the FTA Coordinating Council on Access and Mobility (CCAM) website at
https://www.transit.dot.gov/ccam/about/initiatives
Some Non-DOT federal programs supporting transportation are:
U.S. Department of Agriculture
Food and Nutrition Service
U.S. Department of Education
Office of Elementary and Secondary Education
Office of Innovation and Improvement
Office of Special Education and Rehabilitative Services
U.S. Department of the Interior
Bureau of Indian Affairs
U.S. Department of Health and Human Services
Health Resources and Services Administration
Centers for Medicare and Medicaid Services
Administration on Aging
Substance Abuse and Mental Health Services
Administration for Children and Families
U.S. Department of Labor
Employment Standards Administration
Veterans’ Employment and Training Service
Employment and Training Administration
U.S. Department of Veterans Affairs
Veterans Benefits Administration
Veterans Health Administration
Page 186 of 203
FY2025 Section 5310 Application Page 55 of 59 Applicant’s Page Number _____
APPENDIX F: Charter Service
Charter Service: Charter service regulations (49 CFR Part 604) can be found on FTA’s website:
https://www.transit.dot.gov/regulations-and-guidance/access/charter-bus-service/charter-bus-service-
regulations.
FTA Awardees are prohibited from using federally funded equipment and facilities to provide charter
service except on an incidental basis and when one or more of applicable exceptions as set forth in the
charter service regulation at 49 CFR 604.9 (b) applies. Charter service is an allowable activity on an
incidental basis if the applicant successfully completes the charter public notice requirements and no
“willing and able” private charter providers are available. Applicants must reference Federal Transit Act,
as amended 49 CFR 604.11(c).
The charter service regulations provide guidance regarding exemptions and exceptions and can be found
in 49 CFR Parts 604.2 and 604.6. Exemptions, which are not considered charter service, require no
notification to registered Charter providers, record-keeping, quarterly reporting, or other requirements.
Exceptions are considered charter service and have administrative, recordkeeping, and reporting
requirements. Records for each charter service event must be retained for at least three (3) years.
Incidental use may include meal and parcel delivery, restricted client services, and FTA allowable charters.
All allowable incidental charter service must be fully allocated with no charge to federally funded
programs. No mileage, trips, and hours associated with allowable incidental charter shall be
represented in the subrecipient’s annual operating statistics.
ALDOT reviews compliance with charter rules during periodic on-site visits. Historically, ALDOT has neither
obtained any information nor reported on any charter services to FTA. If, in the future, a charter service
is performed under an allowable exception, the subrecipient must notify their regional manager. For each
charter service performed in accordance with an allowable exception, the subrecipient will complete the
ALDOT Charter Service Reporting Form (provided in the current State Management Plan) and email it to
their regional manager. ALDOT’s Transit Section will review and coordinate any subrecipient requests for
charter service exception (including all supporting documentation) prior to submission to FTA.
ALDOT will review all complaints of charter service violations in accordance with 49 CFR Part 604. On
receiving a written complaint alleging that a violation has occurred, ALDOT shall investigate and determine
whether a violation has occurred. The State will look to the subrecipient to remedy any claims against the
subrecipient in association with charter service in violation of 49 CFR 604.
Section 5310 subrecipients are exempt from the FTA charter rule provided the service is for program
purposes only. “Program purposes” is defined as transportation that serves the needs of either human
service agencies or targeted populations (such as seniors, individuals with disabilities, and low-income
individuals).
Page 187 of 203
FY2025 Section 5310 Application Page 56 of 59 Applicant’s Page Number _____
APPENDIX F: Charter Service (continued)
“Program purposes” does not include exclusive service for other groups formed for purposes unrelated
to the special needs of these targeted populations. Thus, Section 5310 subrecipients who intend to
provide charter service that is outside their program purposes must follow the guidelines outlined.
Section 5310 subrecipients doing any charter service under any of the allowable exceptions must file
quarterly electronic reports with ALDOT utilizing the ALDOT Charter Service Reporting Form (provided in
the current State Management Plan) within 15 days of the end of each quarter, listing each charter service
provided and providing the specified detail in those cases where such is required. All such services must
also be reported as charters on quarterly and year-end statistics reported as requested or required.
Exemptions: The charter service regulation exempts the following services:
•Transportation of Employees, Contractors, and Government Officials: Subrecipients are allowed to
transport their employees, other transit system employees, transit management officials, transit
contractors and bidders, government officials and their contractors, and official guests to or from
transit facilities or projects within its geographic service area or proposed geographic service area
for the purpose of conducting oversight functions such as inspection, evaluation, or review.
•Private Charter Operators: The prohibitions do not apply to private charter operators that receive,
directly or indirectly, federal financial assistance under the over-the-road bus accessibility program
or to non-FTA funded activities of private charter operators that receive, directly or indirectly, FTA
financial assistance.
•Emergency Preparedness Planning and Operation: Subrecipients are allowed to transport their
employees, other transit system employees, transit management officials, transit contractors and
bidders, government officials and their contractors, and official guests for emergency
preparedness planning and operations.
•Section 5310 and 5311 Recipients: The prohibitions do not apply to subrecipients that use federal
financial assistance from FTA for program purposes, that is, transportation that serves the needs
of either human service agencies or targeted populations (older adults and individuals with
disabilities) under Section 5310 or 5311. Program purposes do not include exclusive service for
other groups formed for purposes unrelated to the special needs of the identified targeted
populations.
•Emergency Response: Subrecipients are allowed to provide service for up to 45 days for actions
directly responding to an emergency declared by the President, governor, or mayor or in an
emergency requiring immediate action prior to a formal declaration.
Page 188 of 203
FY2025 Section 5310 Application Page 57 of 59 Applicant’s Page Number _____
APPENDIX F: Charter Service (continued)
•Recipients in Non-Urbanized Areas: Subrecipients in non-urbanized areas may transport
employees, other transit systems’ employees, transit management officials, and transit
contractors and bidders to or from transit training outside its geographic service area.
Exceptions: The charter regulation excepts the following community-based charter services:
•Government Officials: A subrecipient is allowed to provide charter service (up to 80 charter service
hours annually) to government officials (federal, state, and local) for official government business,
which can include non-transit related purposes, if the subrecipient:
a) Provides the service in its geographic service area
b) Does not generate revenue from the charter service, except as required by law
Record-Keeping After Providing Charter Service: Government organization’s name, address, phone
number, and email address; the date and time of service; the number of passengers (also the number
of government officials); the origin, destination, and trip length (miles and hours); fee collected if any;
and the vehicle number for the vehicle used to provide service.
The subrecipient may petition ALDOT to petition FTA for additional charter service hours (more than
80 charter service hours annually). Refer to §604.6 for additional information.
Qualified Human Service Organization (QHSO):
A subrecipient is allowed to provide charter service to a QHSO for the purpose of serving persons:
a) With mobility limitations related to advanced age
b) With disabilities
c) With low income
If the QHSO receives funding, directly or indirectly, from the programs listed in Appendix A of the
regulation, the QHSO is not required to register on the FTA’s charter registration website. Otherwise,
the QHSO is required to register. The subrecipient may provide service only if the QHSO is registered
at least 60 days before the date of the first request for charter service.
Record-Keeping After Providing Charter Service: QHSO’s name, address, phone number, and email
address; the date and time of service; the number of passengers; the origin, destination, and trip
length (miles and hours); fee collected, if any; and the vehicle number for the vehicle used to provide
service.
Leasing of Equipment and Driver: A subrecipient is allowed to lease its FTA funded equipment and
drivers to registered charter providers for charter service only if all the following conditions exist:
Page 189 of 203
FY2025 Section 5310 Application Page 58 of 59 Applicant’s Page Number _____
APPENDIX F: Charter Service (continued)
a) The private charter operator is registered on the FTA charter registration website.
b) The registered charter provider owns and operates buses or vans in a charter service
business.
c) The registered charter provider received a request for charter service that exceeds its
available capacity either of the number of vehicles operated or the number of accessible
vehicles operated by the registered charter provider.
d) The registered charter provider has exhausted all of the available vehicles of all registered
charter providers in the subrecipient’s geographic service area.
Record-Keeping After Providing Charter Service: Registered charter provider’s name, address, phone
number, and email address; the number, types, and vehicle identification numbers for all vehicles
leased; and support documentation for conditions (shown as letters a.-d. herein).
No Response by Registered Charter Provider: A subrecipient is allowed to provide charter service, on
its own initiative or at the request of a third party, if no charter provider registered on the FTA’s
website responds to the notice issued by email to registered charter providers in the geographic
service area (pursuant to 604.14):
a) Within 72 hours for charter service requested to be provided in less than 30 days, or
b) Within 14 calendar days for charter service requested to be provided in 30 days or more.
The subrecipient is not allowed to provide charter service under this exception if a registered charter
provider indicates an interest in providing the charter service described in the notice and the
registered charter provider has informed the subrecipient of its interest in providing the service.
This is true even if the registered charter provider does not ultimately reach an agreement with the
customer.
If the subrecipient is interested in providing charter service under this exception, the subrecipient shall
provide email notice to registered charter providers in the subrecipient’s geographic service area by
the close of business on the day the subrecipient received the request unless the request was received
after 2:00 pm, in which case the notice shall be sent by the close of business the next business day.
Record-Keeping After Providing Charter Service: Group’s name, address, phone number, and email
address; the date and time of service; the number of passengers; the origin, destination, and trip
length (miles and hours); fee collected, if any; and the vehicle number for the vehicle used to provide
service.
Agreement with All Registered Charter Providers: The subrecipient is allowed to provide charter
service directly to a customer consistent with an agreement entered with all.
Page 190 of 203
FY2025 Section 5310 Application Page 59 of 59 Applicant’s Page Number _____
APPENDIX F: Charter Service (continued)
registered charter providers in the subrecipient’s service area. The subrecipient is allowed to provide
charter service up to 90 days without an agreement with a newly registered charter provider in the
geographic service area subsequent to the initial agreement. Any parties to an agreement may cancel the
agreement after providing a 90-day notice to the subrecipient.
Petitions to the Administrator: The subrecipient may petition ALDOT to petition the Administrator for an
exception to the charter service regulations to provide charter service directly to a customer for:
a) Events of regional or national significance. The petition shall describe how registered charter
providers were consulted and will be utilized and include a certification that the subrecipient has
exhausted all the registered charter providers in its service area. The petition must be submitted
at least 90 days before the first day of the event.
b) Hardship (only for non-urbanized areas under 50,000 in population or small urbanized areas under
200,000 in population). The exception is only available if the registered charter providers have
deadhead time that exceeds total trip time from initial pick-up to final drop-off, including wait
time. The petition shall describe how the registered charter provider’s minimum duration would
create a hardship on the group requesting the charter service.
c) Unique and time sensitive events (e.g., funerals of local, regional, or national significance) that are
in the public’s interest. The petition shall describe why the event is unique and time sensitive and
would be in the public’s interest.
The subrecipient must retain records of each charter service provided for at least three (3) years. Charter
service hours include time spent transporting passengers, time spent waiting for passengers, and
“deadhead” hours (time spent getting from the garage to the origin of the trip and then the time spent
from trip’s ending destination back to the garage). All subrecipients that provide charter services are
required to submit a charter service report to ALDOT within 15 days after charter services are performed
for the applicable exceptions.
***
Page 191 of 203
Page 192 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-517
FROM: Sherry Sullivan, Mayor
SUBJECT: $20,000.00 gift to the City of Fairhope from the Fairhope Arts &
Crafts Festival Foundation for Arts Alley to stain the Parking Garage
and allow them to put their logo on it.
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
Fairhope City Council hereby accepts the $20,000.00 gift to the City of Fairhope from
the Fairhope Arts & Crafts Festival Foundation for Arts Alley to stain the Parking Garage
and allow them to put their logo on it.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001-41800 Donations $0.00 ($20,000.00) $0.00
City of Fairhope to record donation revenue upon receipt.
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 193 of 203
RESOLUTION NO. ____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That the Fairhope City Council hereby accepts the
$20,000.00 gift to the City of Fairhope from the Fairhope Arts & Crafts Festival
Foundation for Arts Alley to stain the Parking Garage and allow them to put their
logo on it.
Adopted on this 8th day of July, 2024
______________________________
Corey Martin, Council President
Attest:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 194 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-518
FROM: Pat White, DIRECTOR RECREATION DEPARTMENT
SUBJECT: Rental Agreement for the Mobile County Aquatic League for use of
the City’s Municipal Pool Facility for Swim Meet scheduled on July
27, 2024 and July 28, 2024
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
Resolution – That the City Council hereby authorizes Mayor Sherry Sullivan to enter into
a rental agreement with Mobile County Aquatic League for use of the City’s municipal
pool facility for their swim meet scheduled on July 27, 2024 and July 28, 2024. The pool
rental fee shall be $2,000.00 ($1,000.00 per day) plus cost of Lifeguards for the meet.
Mobile County Aquatic League shall name the City as an additional insured on its policy
and shall execute a hold harmless/indemnity agreement with the City.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001-41940 Rec-Misc Rev $0.00 ($2,000.00) $2,000.00
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 195 of 203
RESOLUTION NO. _____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sherry
Sullivan to enter into a rental agreement with Mobile County Aquatic League for use of
the City’s municipal pool facility for their swim meet scheduled on July 27, 2024 and
July 28, 2024. The pool rental fee shall be $2,000.00 ($1,000.00 per day) plus cost of
Lifeguards for the meet. Mobile County Aquatic League shall name the City as an
additional insured on its policy and shall execute a hold harmless/indemnity agreement
with the City.
DULY ADOPTED THIS 8TH DAY OF JULY, 2024
________________________________
Corey Martin, Council President
Attest:
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 196 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-484
FROM: Lisa Atchley – RECREATION BOARD
SUBJECT: Recommendation to Approve Recreation Board Five Year Plan
(2024-2029)
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
The Recreation Board recommends to the City Council to approve the Recreation Board
Five Year Plan (2024-2029).
BACKGROUND INFORMATION:
Josh Warren made a motion at the Recreation Board Meeting on Tuesday, June 11,
2024 to recommend to the City Council to approve the Recreation Board Five Year
Plan, and 2nd by Cathy Hudson, motion passed unanimously.
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 197 of 203
Fairhope Recreation Board
Five Year Plan (2024-2029)
Recreation Mission: To offer the Citizens of Fairhope the best and safest recreational facilities in all
sports and leisure.
The Fairhope Recreation Board updates its Five-Year Plan Biannually to provide recommendations to the
Fairhope City Council on capital investments in recreational facilities. The Plan was developed with input
from the recreational community, including concerned citizens and league officials operating sanctioned
recreational programs at City owned recreational properties. Among the organizations having input
were Fairhope Youth Football, Fairhope Youth Baseball, Fairhope Tennis association, Fairhope Soccer
League, Fairhope Youth Softball, Fairhope Masters Swimming, Fairhope Youth Basketball, Fairhope
Cheer, Fairhope Disc Golf Association Fairhope Pickleball association, Fairhope Pirate Booster Club.
Competed Projects between 20 20 – 2023
Much work has been done in making capital improvements to city recreation facilities over the past several years.
The Five-year plan laid out below identifies a recommended potential path forward for investment in capital
improvements in recreation facilities, it should be noted that progress in this arena has been ongoing. In the past 3
years, the following investments and improvements have been made:
1. Completion of 4 New Baseball Fields at Volanta
2. Completion of Competition Track at Founders Park
3. 6 New Pickleball Courts at Quail Creek
4. Green Improvements at Quail Creek
5. New Bathroom facility at Founders Park
6. Update Visitors side of Football Stadium
7. ADA Compliance at Football Stadium
Current Youth Leagues Data
Sports league Seasons Active Players Ages Events
FH Youth Soccer Fall/Spring 500 co-eds 4-18 2
FH Soccer Academy Fall/Spring 250 NO
Cheer Fall 95 Girls 7-13 NO
Baseball Fall 350 boys 5-15
Spring 650 boys NO
Basketball Winter 600 co-eds 1st to HS NO
Softball Fall/Spring 110 girls 4th to HS NO
Football Fall Tackle 170 boys 7-12 NO
Fall Flag 170 boys 5-10 NO
Spring Flag 170 co-eds 5-13 NO
Swim Summer 350 co-eds 5- HS NO
Routine Operation and maintenance activities continue to be strained by program growth within the city’s
recreation programs. Current Rec programs enrollment above shows the still present and immediate need for
additional facilities in All Leagues with practice space and game playing fields. The high volume of users of All
current facilities has c reated a critical need for additional facilities and land to expand both for playing and for
parking. This heavy usage leads to more frequent mowing, painting, and minor and major repairs in all areas of
facilities. This current usage and pace of growth ha ve reached a critical point in the city’s future viability in youth
recreation sports.
Page 198 of 203
Projects approved for execution in 2024 Budget
The Following projects have been approved for execution in 2024 budget provided
there are no emergencies that require reprogramming of funds .
1.Repairs and maintenance on Municipal Pool
2. New multiuse Bathroom, Concession, dressing room, ticket office at Volanta to serve both Baseball and
Football
3. New Fitness Court with assistance from BCBS Grant
4. LED Light install at Stadium
5. Expansion of Existing Press Box at Stadium
Proposed Project s for 5 -year plan 2024 -2029
1. Volanta Master Plan and Parking Issues
*Relocating Skate Park to Founders Park (Lower Field)
*Use all available Unused space Front of Rec Center and redesign any current parking to add Spaces
*Address Hillside on West side Volanta Property and
*Secondary Facility Gym/Locker room @ Volanta
2. New Property Plan and Infrastructure
* Studies and Surveys to determine best areas of property to build on
*Determine what’s needed on property
*Begin Infrastructure and Physical Plant work on entire property
*After infrastructure completed get green spaces ready for use while build out determined
*Decide order of build outs for Future Phases
3. Barnwell Property / Fairhope Youth Football Facility
*Master plan for Property and areas for immediate work
*Existing building structures that need improvements
*Permanent Parking areas
4. Parking Expansion Ideas for All Current Youth sports Properties
*Founders / SB & Track, Manley Soccer, Colony, Rec Center , Baseball
5. Shelter Space Multi-use space
*Manley, Founders and Colony
6. Colony Property Additions
*Review Colony Management Plan completed in 2010 to determine what can be done for Improvements
at property
7 Explore Practice fields additions
* Fairhope East
*FH West
*FHS, Available green space Across from Quail Creek Golf Clubhouse
* Practice Lights options at those areas
8 Continue LED light install at all Rec Parks
9 Discuss Pool options and improvements/Additional Pool
Page 199 of 203
Requests from Each Youth League at Rec Summit 2024
*Youth Soccer – Multiuse Shelter Space, Additional Bathrooms/Dressing Rooms
*Cheer – Storage Space and Permanent Practice Location
*Baseball – Continued Improvements to Older Fields
*Basketball – Additional Gym Space
*Softball – Pave more of Parking Lot and Additional Batting cage
*Football – Scoreboard, Storage, Permanent Facility
*Swimming – Additional pool with Diving Well
Page 200 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-506
FROM: Lisa Atchley - RECREATION BOARD
SUBJECT: The Recreation Board Recommends to the City Council to Purchase
the Recreation Property in Barnwell the Next Budget Year.
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
The Recreation Board recommends to the City Council to purchase the Recreation
property in Barnwell in the next budget year.
BACKGROUND INFORMATION:
Scott Berry made a motion at the Recreation Board meeting on May 22, 2024 to
recommend to the City Council to purchase the property in Barnwell as soon as
possible for a total of $1,360,000.00, and 2nd by Charlie Langham, motion passed
unanimously.
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 201 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-513
FROM: Chief Stephanie Hollinghead - STREET & TRAFFIC CONTROL
COMMITTEE
SUBJECT: Recommendation to Purchase Two (2) Additional Traffic Calming
Signs
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
The Street & Traffic Control Committee recommends to the City Council to purchase
two (2) additional traffic calming signs.
BACKGROUND INFORMATION:
The Street & Traffic Control Committee discussion was for Ingleside Street between
Fairhope Avenue and Gayfer Avenue; however, the committee wants to complete an
additional study with a third party prior to installing the signs if warranted. It would be for
more streets when needed until the final data is collected.
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 202 of 203
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-510
FROM: Marcus McDowell, City Attorney
SUBJECT: To discuss pending and potential litigation; and to discuss the
consideration the City is willing to offer or accept when considering
the purchase, sale, exchange, lease, or market value of real
property. The discussions could have a detrimental effect upon the
competitive position of the City in the negotiations if the matter was
discussed in public.
AGENDA
DATE:
July 8, 2024
RECOMMENDED ACTION:
That the City Council approves going into Executive Session.
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 203 of 203