HomeMy WebLinkAbout06-24-2024 City Council Agenda Packet
CITY OF FAIRHOPE
CITY COUNCIL REGULAR AGENDA
Monday, June 24, 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 10 June 2024 Regular City Council Meeting and minutes of 10
June 2024 Work Session
2. Report of the Mayor
3. Public Participation – Agenda Items – (3 minutes maximum)
4. Council Comments
5. Final Adoption - 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 Dissolve the City of Fairhope Historic
Preservation Committee. (Introduced at the City Council Meeting on June 10,
2024.)
6. Final Adoption - Ordinance - 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.)
7. Site Plan Review and Approval - Request of the Owner, Gulf Health Hospitals, Inc.,
for Site Plan Approval of Thomas Hospital N.W. Addition. The property is
approximately 0.70 acres and is located at 750 Morphy Avenue. PPIN #: 1682.
(Planning Commission unanimously recommends approval of SR 24.02).
8. 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.
9. Resolution - 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.
10. 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.
Page 1 of 238
City Council Regular Meeting
June 24, 2024
Page - 2 -
11. 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.
12. 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.
13. Resolution - That the City Council hereby authorizes Mayor Sherry Sullivan to
accept and sign all necessary documents related to RESTORE Grant S1P25-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.
14. Resolution - To award (Bid No. 24-046) for Pipes, Valves 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.
15. Resolution - That the City of Fairhope approves the procurement of CARUS 8700
Corrosion Inhibitor for water treatment from Alberty & Blakeney LLC as the sole
source, and authorizes 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.
16. Resolution - That the City of Fairhope approves the procurement of C12 (gas),
Fluoride, C12 (liquid 12.5%), and Powdered Lime for water treatment from
Hawkins, Inc, and authorizes procurement based on the option allowed by the
Code of Alabama 1975, Section 41-16-51(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.
17. Resolution - 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 allowed 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 (Purchases - Vehicles &
Equipment) to Water Treatment Supplies for this procurement.
18. Resolution - 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.
Page 2 of 238
City Council Regular Meeting
June 24, 2024
Page - 3 -
19. 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.
20. Application for Restaurant Liquor License by Robert J. Rider, Bistro Foods LLC,
d/b/a Cafe Viola, 51 South Church Street, Fairhope, AL 36532.
21. Public Participation – (3 minutes maximum)
22. Adjourn
Next City Council Regular Meeting - Monday, July 8, 2024 - City Council Chamber
Page 3 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-120
FROM: Jenny Opal Wilson, ASSISTANT CITY CLERK
SUBJECT: Approve Minutes of 10 June 2024 Regular City Council Meeting and
Minutes of 10 June 2024 Work Session
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
City Council to approve Minutes of 10 June 2024 Regular City Council Meeting and
Minutes of 10 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 4 of 238
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, 10 June 2024.
Present were Council President Corey Martin, Councilmembers: Jack Burrell,
Jimmy Conyers, Jay Robinson, and Kevin Boone; and Mayor Sherry Sullivan, City
Attorney Marcus E. McDowell, and Assistant City Clerk Jenny Opal Wilson. City
Clerk Lisa A. Hanks was absent.
There being a quorum present, Council President Corey Martin called the
meeting to order at 5:25 p.m. The invocation was given by Rev. Matt McCollum of
Trinity Presbyterian Church and the Pledge of Allegiance was recited. Council
President Martin thank Pastor Pat Davey.
Council President Corey Martin addressed Item No. 1 and asked for a motion
to approve the minutes of the 28 May 2024 Regular Meeting; and minutes of the 28
May 2024 Work Session. Councilmember Jack Burrell moved to approve the minutes.
Seconded by Councilmember Jay Robinson, motion passed unanimously by voice
vote.
Council President Corey Martin addressed Item No. 2 Report of the Mayor.
Mayor Sherry Sullivan reminded everyone of the Hurricane Preparedness Seminar at
the Nix Center on Tuesday, June 11th at 10:30 a.m. with Spinks Megginson, RedZone
Meteorologist. Mayor Sullivan acknowledged Sherry Swartz of the Police
Department that has been working on this project. This seminar will educate citizens
on how to prepare for a hurricane. Mayor Sullivan commented on the recent tornado
and thanked public works, utilities, police, and our staff for taking care of business
and our citizens. Mayor Sullivan announced Coffee with the Mayor at Quail Creek
Golf Course on Wednesday, June 12th at 9:00 a.m.
Council President Corey Martin addressed Item No. 3 Public Participation –
Agenda Items – (3 minutes maximum). No public participation.
Council President Corey Martin addressed Item No. 4 Council Comments –
No Council Comments.
Councilmember President Corey Martin addressed Item No. 5 for Final
Adoption of Ordinance No. 1800 repealing Ordinance No. 1510 adopted April 14,
2014; and adopting a New Personnel Handbook for the City of Fairhope. (Introduced
at the City Council Meeting on May 13, 2024.) City Attorney Marcus E. McDowell
recommended amendment and treat as first read and waive second hearing and adopt
tonight. Councilmember Jack Burrell made motion to reintroduce ordinance with
Page 5 of 238
10 June 2024
addendum one as Mayor Sherry Sullivan will define for final adoption. Mayor
Sullivan defines addendum one with additional changes: I.D.7 – Residence may be
required for certain on-call positions; II.H.1 – Residency may be considered when
assigning on-call or stand-by status; IV.N.3,8 – Computer Usage and Password
Standards aligned to match current requirements and best practices as established by
the IT Director; and VI.B.2 – Vacation Accrual Table adjusted to disburse accrual rate
increases more evenly.
Councilmember Jimmy Conyers moved to suspend rules and approve
Ordinance No. 1800, for final adoption repealing Ordinance No. 1510 adopted April
14, 2014; and adopting a New Personnel Handbook for the City of Fairhope.
(Introduced at the City Council Meeting on May 13, 2024) to include addendum one
as defined by Mayor Sherry Sullivan with additional changes: I.D.7 – Residence may
be required for certain on-call positions; II.H.1 – Residency may be considered when
assigning on-call or stand-by status; IV.N.3,8 – Computer Usage and Password
Standards aligned to match current requirements and best practices as established by
the IT Director; and VI.B.2 – Vacation Accrual Table adjusted to disburse accrual rate
increases more evenly. Seconded by Councilmember Jack Burrell, motion to suspend
rules and approve ordinance for final adoption with addendum one passed by the
following voice votes: AYE – Burrell, Martin, Conyers, Robinson, Boone. NAY –
None.
Councilmember Jimmy Conyers moved for final adoption of Ordinance No.
1800, an ordinance repealing Ordinance No. 1510 adopted April 14, 2014; and
adopting a New Personnel Handbook for the City of Fairhope. (Introduced at the City
Council Meeting on May 13, 2024) to include addendum one as defined by Mayor
Sherry Sullivan with additional changes: I.D.7 – Residence may be required for
certain on-call positions; II.H.1 – Residency may be considered when assigning on-
call or stand-by status; IV.N.3,8 – Computer Usage and Password Standards aligned
to match current requirements and best practices as established by the IT Director;
and VI.B.2 – Vacation Accrual Table adjusted to disburse accrual rate increases more
evenly. Seconded by Councilmember Jack Burrell, motion for final adoption with
addendum one passed by the following voice votes: AYE – Burrell, Martin, Conyers,
Robinson, Boone. NAY – None.
Council President Corey Martin addressed Item No. 6. Councilmember Jack
Burrell moved for final adoption of Ordinance No. 1801, an ordinance to approve the
Annexation of Territory within the City Limits of the City of Fairhope, Alabama,
various Rights-of-Way within Montrose, from the Baldwin County Commission.
(Introduced at the City Council Meeting on May 13, 2024.) Seconded by
Councilmember Jimmy Conyers, motion for final adoption passed by the following
voice votes: AYE – Burrell, Martin, Conyers, Robinson, Boone. NAY - None.
Page 6 of 238
10 June 2024
Council President Corey Martin addressed Item No. 7. Councilmember Jack
Burrell introduced in writing 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. Council President Martin
addressed due to lack of a motion for immediate consideration, this ordinance will
layover until the June 24, 2024 City Council Meeting.
Council President Corey Martin addressed Item No. 8. Councilmember Jimmy
Conyers introduced in writing 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 Dissolve the City of Fairhope
Historic Preservation Committee. Council President Martin addressed due to lack of a
motion for immediate consideration, this ordinance will layover until the June 24,
2024 City Council meeting.
Council President Corey Martin addressed Item No. 9. Councilmember Jack
Burrell introduced in writing, and moved for the adoption of the following resolution,
a resolution that the City Council authorizes acceptance of a FEMA Hazard
Mitigation Grant Program (HMGP) Grant for the City of Fairhope 1st Responders
Safe Room Project (Grant #4563-0002) in the amount of $2,433,687.05; and
authorizes Mayor Sherry Sullivan to sign all necessary documents. The City's share of
this project is $270,409.67 (10%). In addition, Grant Management costs in the amount
of $135,204.84 will be set aside through FEMA to contract with a FEMA
knowledgeable grant management firm. Seconded by Councilmember
Jimmy Conyers, motion passed unanimously by voice vote.
RESOLUTION NO. 5083-24
AUTHORIZE ACCEPTANCE OF A FEMA HAZARD MITIGATION GRANT
PROGRAM (HMGP) GRANT FOR THE
CITY OF FAIRHOPE 1ST RESPONDERS SAFE ROOM PROJECT
(GRANT #4563-0002)
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAIRHOPE,
ALABAMA,
[1] That the City Council hereby authorizes acceptance of a FEMA Hazard
Mitigation Grant Program (HMGP) Grant for the City of Fairhope 1st Responders
Safe Room Project (Grant #4563-0002 in the amount of $2,433,687.05; and
authorizes Mayor Sherry Sullivan to sign all necessary documents. The City’s share
of this project is $270,409.67 (10%). In addition, Grant Management costs in the
amount of $135,2024.84 will be set aside through FEMA to contract with a FEMA
knowledgeable grant management firm.
Page 7 of 238
10 June 2024
DULY ADOPTED THIS 10TH DAY OF JUNE 2024
_______________________________
Corey Martin, Council President
ATTEST:
______________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Council President Corey Martin addressed Item No. 10. Councilmember Jay
Robinson introduced in writing, and moved for the adoption of the following
resolution, a resolution that the City Council authorizes acceptance of an FAA Airport
Infrastructure Grant (AIG) in the amount of $82,500.00 and an ALDOT grant of
$4,588.00; and authorizes Mayor Sherry Sullivan to sign all necessary documents.
The grants will pay construction costs for the parking lot at the new terminal building
at the H.L. "Sonny" Callahan Airport. Seconded by Councilmember Jack Burrell,
motion passed unanimously by voice vote.
RESOLUTION NO. 5084-24
AUTHORIZE ACCEPTANCE OF AN FAA AIRPORT INFRASTRUCURE
GRANT (AIG) AND ALDOT GRANT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAIRHOPE,
ALABAMA,
[1] That the City Council authorizes acceptance of an FAA Airport Infrastructure
Grant (AIG) in the amount of $82,500.00 and an ALDOT Grant of $4,588.00; and
authorizes Mayor Sherry Sullivan to sign all necessary documents. The grants will
pay construction costs for the parking lot at the new terminal building at the H.L.
“Sonny” Callahan Airport.
DULY ADOPTED THIS 10TH DAY OF JUNE 2024
Page 8 of 238
10 June 2024
_______________________________
Corey Martin, Council President
ATTEST:
____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Council President Corey Martin addressed Item No. 11. Councilmember Jack
Burrell introduced in writing, and moved for the adoption of the following resolution,
a resolution that the City Council authorizes the submission of a Pipeline and
Hazardous Materials Safety Administration (PHMSA) Grant to the U.S. Department
of Transportation (USDOT) for the FY2024 Natural Gas Distribution Infrastructure
Safety and Modernization (NGDISM) Grant Program for Gas Pipe Replacement. The
grant amount is approximately $15,000,000.00 fifteen million dollars and will cover
the remaining four phases of the pipe replacement. Seconded by Councilmember
Jimmy Conyers, motion passed unanimously by voice vote.
RESOLUTION NO. 5085-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA,
[1] That the City Council authorizes the submission of a Pipeline and Hazardous
Materials Safety Administration (PHMSA) Grant to the U.S. Department of
Transportation (USDOT) for the FY2024 Natural Gas Distribution Infrastructure
Safety and Modernization (NGDISM) Grant Program for Gas Pipe Replacement. The
grant amount is approximately $15,000,000.00 fifteen million dollars and will cover
the remaining four phases of the pipe replacement.
ADOPTED ON THIS 10TH DAY OF JUNE, 2024
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 9 of 238
10 June 2024
Council President Corey Martin addressed Item No. 12. Councilmember Jack
Burrell introduced in writing, and moved for the adoption of the following resolution,
a resolution that Mayor Sherry Sullivan is hereby authorized to execute Change Order
No. 1 for (RFQ PS24-003) Professional Engineering Services for the D’Olive Creek
Crossing Gas Main Leak Repair with a cost of $3,300.00; and to award Change Order
No. 1 to Sawgrass Consulting, LLC. The new contract total will be $25,200.00.
Seconded by Councilmember Kevin Boone, motion passed unanimously by voice
vote.
RESOLUTION NO. 5086-24
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 Change Order No. 1 for
(RFQ PS24-003) Professional Engineering Services for the D’Olive Creek Crossing Gas
Main Leak Repair with a cost of $3,300.00; and to award Change Order No. 1 to
Sawgrass Consulting, LLC. The new contract total will be $25,200.00.
DULY ADOPTED THIS 10TH DAY OF JUNE, 2024
__________________________
Corey Martin, Council President
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Council President Corey Martin addressed Item No. 13. 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 with PipeSuite, a Division of Payne Management, Inc. for Professional
Consulting Services for Natural Gas Pipeline Distribution Compliance (RFQ PS24-
023) with a not-to-exceed amount of $53,160.00 annually. Seconded Councilmember
Kevin Boone, motion passed unanimously by voice vote.
RESOLUTION NO. 5087-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
Page 10 of 238
10 June 2024
[1] That Mayor Sherry Sullivan is hereby authorized to execute a contract with
PipeSuite, a Division of Payne Management, Inc. for Professional Consulting
Services for Natural Gas Pipeline Distribution Compliance (RFQ PS24-023) with a
not-to-exceed amount of $53,160.00 annually.
DULY ADOPTED THIS 10TH DAY OF JUNE, 2024
____________________________________
Corey Martin, Council President
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Council President Corey Martin addressed Item No. 14. Councilmember 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
parts and installation for the UV Signa System at the Wastewater Treatment Plant
from Trojan Technologies as the sole source and manufacturer. This cost is
$41,048.95, plus freight and handling charges. The equipment is exempt from
formal bidding per Code of Alabama 1975, Section 41-16-57 (b)(1). Seconded by
Councilmember Boone, motion passed unanimously by voice vote.
RESOLUTION NO. 5088-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the procurement of parts and installation
for the UV Signa System at the Wastewater Treatment Plant from Trojan
Technologies as the sole source and manufacturer. This cost is $41,048.95, plus
freight and handling charges. The equipment is exempt from formal bidding per
Code of Alabama 1975, Section 41-16-57 (b)(1).
ADOPTED ON THIS 10TH DAY OF JUNE 2024
Page 11 of 238
10 June 2024
__________________________
Council President, Corey Martin
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Council President Corey Martin addressed Item No. 15. 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 a Third Eye Camera and GPS Tracking System for sanitation
trucks that are on the Alabama Statewide Contract (Contract
#MA230000003433) with Ingram Equipment Company; and therefore, does not
have to be let out for bid. The total purchase amount not-to-exceed $63,946.68;
and to approve the transfer of budget funds from Sanitation – Maintenance (Veh
& Equip) to Sanitation – Purchases (Veh & Equip). Seconded by
Councilmember Jimmy Conyers, motion passed unanimously by voice vote.
RESOLUTION NO. 5089-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY
OF FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the procurement of a Third Eye
Camera and GPS Tracking System for sanitation trucks that are on the Alabama
Statewide Contract (Contract #MA230000003433) with Ingram Equipment
Company; and therefore, does not have to be let out for bid. The total purchase
amount not-to-exceed $63,946.68; and to approve the transfer of budget funds
from Sanitation – Maintenance (Veh & Equip) to Sanitation – Purchases (Veh &
Equip).
ADOPTED ON THIS 10TH DAY OF JUNE 2024
____________________________
Council President, Corey Martin
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 12 of 238
10 June 2024
Council President Corey Martin addressed Item No. 16. 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
Change Order No. 1 for (Bid No. 24-039-2024-PWI-019) Pecan Building Warehouse
Roof Replacement with a cost of $54,800.00; and to award Change Order No. 1 to
Roof Doctors of Alabama, Inc.; and authorize the Treasurer to transfer $54,800.00
from the General Fund to the Water and Sewer Fund. The new contract total will be
$266,364.75. Seconded by Councilmember Jay Robinson, motion passed
unanimously by voice vote.
RESOLUTION NO. 5090-24
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 Change Order No. 1
for (Bid No. 24-039-2024-PWI-019) Pecan Building Warehouse Roof Replacement
with a cost of $54,800.00; and to award Change Order No. 1 to Roof Doctors of
Alabama, Inc.; and authorize the Treasurer to transfer $54,800.00 from the General
Fund to the Water and Sewer Fund. The new contract total will be $266,364.75.
ADOPTED ON THIS 10TH DAY OF JUNE 2024
____________________________________
Council President, Corey Martin
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Council President Corey Martin addressed Item No. 17. 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
Change Order No. 1 for (Bid No. 24-020-2024-PWI-001) Pine Street One-Way
Conversion and Parking Project with a cost of $31,295.00; and to award Change
Order No. 1 to R.H. Deas Building Co.; and authorize the Treasurer to enter FY24
Budget Transfer of $31,295.00 from ADA Compliance Project savings (103-55887)
to Pine St. Capital Improvements (103-55710). The new contract total will be
Page 13 of 238
10 June 2024
$282,693.00. Seconded by Councilmember Jack Burrell, motion passed unanimously
by voice vote.
RESOLUTION NO. 5091-24
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 Change Order No. 1
for (Bid No. 24-020-2024-PWI-001) Pine Street One-Way Conversion and Parking
Project with a cost of $31,295.00; and to award Change Order No. 1 to R.H. Deas
Building Co.; and authorize the Treasurer to enter FY24 Budget Transfer of
$31,295.00 from ADA Compliance Project savings (103-55887) to Pine St. Capital
Improvements (103-55710). The new contract total will be $282,693.00.
ADOPTED ON THIS 10TH DAY OF JUNE 2024
____________________________________
Council President, Corey Martin
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Council President Corey Martin addressed Item No. 18. 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 the Evaluation
Team for Professional Engineering (Coastal) Services for (RFQ PS24-020) 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 to Goodwyn Mills Cawood; and authorize Mayor Sherry Sullivan to
negotiate the not-to-exceed fee to be approved by Council.
Seconded by Councilmember Jimmy Conyers, motion passed unanimously by voice
vote.
RESOLUTION NO. 5092-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
Page 14 of 238
10 June 2024
[1] That the City Council approves the selection by the Evaluation Team for
Professional Engineering (Coastal) Services for (RFQ PS24-020) 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
to Goodwyn Mills Cawood; and authorize Mayor Sherry Sullivan to negotiate the
not-to-exceed fee to be approved by Council.
DULY ADOPTED THIS 10TH DAY OF JUNE, 2024
____________________________________
Council President, Corey Martin
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 15 of 238
10 June 2024
Council President Corey Martin addressed Item No. 19. 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. 1 for (RFQ PS021-22) Consulting Urban Forester Related
to the GOMESA Grant No. G-CFNP21CF to Fulgham’s Inc. for one (1) year
extension of the annual contract from January 20, 2024 to January 19, 2025 per the
same terms and conditions of the original contract. Seconded by Councilmember
Jimmy Conyers, motion passed unanimously by voice vote.
RESOLUTION NO. 5093-24
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 for
Extension No. 1 for (RFQ PS021-22) Consulting Urban Forester Related to the
GOMESA Grant No. G-CFNP21CF to Fulgham’s Inc. for one (1) year extension of
the annual contract from January 20, 2024 to January 19, 2025 per the same terms
and conditions of the original contract.
ADOPTED ON THIS 10TH DAY OF JUNE 2024
____________________________________
Council President, Corey Martin
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Council President Corey Martin addressed Item No. 20. Councilmember Jay
Robinson introduced in writing, and moved for the adoption of the following
resolution, a resolution be it hereby Resolved that the Governing Body of the City of
Fairhope hereby accepts the Statutory Warranty Deed from BYC, LLC for certain
property that will serve as a Sewer Lift Station. The City Clerk is authorized to record
said Deed in the Probate Records of Baldwin County and the Treasurer is directed to
pay said monetary sum as indicated in the Deed. The parcel is approximately .08
acres and a copy is attached hereto for reference. Seconded by Councilmember Jack
Burrell, motion passed unanimously by voice vote.
Page 16 of 238
10 June 2024
RESOLUTION NO. 5094-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIHOPE, ALABAMA, as follows:
[1] Be it hereby Resolved that the Governing Body of the City of Fairhope hereby
accepts the Statutory Warranty Deed from BYC, LLC for certain property that will
serve as a Sewer Lift Station. The City Clerk is authorized to record said Deed in the
Probate Records of Baldwin County and the Treasurer is directed to pay said
monetary sum as indicated in the Deed. The parcel is approximately .08 acres and a
copy is attached hereto for reference.
ADOPTED ON THIS 10TH DAY OF JUNE, 2024
__________________________________
Corey Martin, Council President
Attest:
___________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 17 of 238
10 June 2024
Council President Corey Martin addressed Item No. 21. 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
Construction Easement for work to be done on the Planters Point Lift Station; and
authorize the Mayor to sign all necessary documents. Seconded by Councilmember
Kevin Boone, motion passed unanimously by voice vote.
RESOLUTION NO. 5095-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIHOPE, ALABAMA, as follows:
[1] That Mayor Sherry Sullivan is hereby authorized to execute a Construction
Easement for work to be done on the Planters Point Lift Station; and authorize the
Mayor to sign all necessary documents.
ADOPTED ON THIS 10TH DAY OF JUNE, 2024
Page 18 of 238
10 JUNE 2024
__________________________________
Corey Martin, Council President
Attest:
___________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 19 of 238
10 June 2024
Council President Corey Martin addressed Item No. 22. Councilmember Jay
Robinson introduced in writing, and moved for the adoption of the following
resolution, a resolution that the City of Fairhope hereby authorizes Mayor Sherry
Sullivan to execute the proposal from Granicus as sole source for the annual fee
of $4,850.42. Seconded by Councilmember Jack Burrell, motion passed unanimously
by voice vote.
RESOLUTION NO. 5096-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope hereby authorizes Mayor Sherry Sullivan to execute
the proposal from Granicus as sole source for the annual fee of $4,850.42.
ADOPTED ON THIS 10TH DAY OF JUNE 2024
____________________________
Corey Martin, Council President
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Council President Corey Martin addressed Item No. 23. Councilmember Jay
Robinson introduced in writing, and moved for the adoption of the following
resolution, a resolution that the City of Fairhope approves the purchase of 144
cartons of NARCAN® Nasal Spray from Emergent BioSolutions as the sole source
for a not-to-exceed cost of $4,752.00; and authorizes the use of funds from the
McKesson Alabama Settlement Agreement. Seconded by Councilmember Jimmy
Conyers, motion passed unanimously by voice vote.
RESOLUTION NO. 5097-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
Page 20 of 238
10 June 2024
[1] That the City of Fairhope approves the purchase of 144 cartons of NARCAN® Nasal
Spray from Emergent BioSolutions as the sole source for a not-to-exceed cost of $4,752.00;
and authorizes the use of funds from the McKesson Alabama Settlement Agreement.
ADOPTED ON THIS 10TH DAY OF JUNE 2024
______________________________
Corey Martin, Council President
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Council President Corey Martin addressed Item No. 24 Public Participation –
(3 minutes maximum).
Autum Zellner, Director/Owner, Starts Early Learning Academy 8209 Gayfer
Road Extension, Fairhope, Alabama 36532. Ms. Zellner addressed rainwater
issues on property. Mayor Sullivan will follow up with Ms. Zellner.
Council President Corey Martin addressed Item No. 25. Councilmember Jack
Burrell 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 6:05p.m.
_______________________________
Corey Martin, Council President
_________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 21 of 238
Page 22 of 238
Page 23 of 238
Page 24 of 238
Page 25 of 238
Page 26 of 238
Page 27 of 238
Page 28 of 238
Page 29 of 238
Page 30 of 238
Page 31 of 238
Page 32 of 238
Page 33 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-480
FROM: Sherry Sullivan, MAYOR
SUBJECT: 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 Dissolve the City
of Fairhope Historic Preservation Committee.
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
Final Adoption
BACKGROUND INFORMATION:
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 Dissolve the City of Fairhope Historic Preservation Committee.
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 34 of 238
ORDINANCE NO. _______
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
DISSOLVE THE CITY OF FAIRHOPE HISTORIC PRESERVATION
COMMITTEE.
WHEREAS, the City of Fairhope, Alabama (the “City”), established the Fairhope
Historic Preservation Committee (the “Committee”);
WHEREAS, the City Council of the City of Fairhope, Alabama (the “City
Council”) adopted Ordinance No. 1551 establishing the Bylaws of the Fairhope Historic
Preservation Committee (the “Bylaws”);
WHEREAS, the City Council subsequently adopted Ordinance No. 1622, which
amended the Bylaws by providing for the meetings of the Committee;
WHEREAS, the City Council further adopted Ordinance No. 1743 amending the
Bylaws to provide for the Committee’s Mission;
WHEREAS, the City adopted Ordinance No. 1797 and established the Fairhope
Historic Preservation Commission (“the Commission”) pursuant to Alabama Code § 11 -
68-1 et seq.;
WHEREAS, the City no longer has a need for the Committee, and the City Council
desires to dissolve the Committee and transfer any funds raised or claimed by the
Committee for the use of the Commission;
WHEREAS, the Committee is an unincorporated board that is not separate from
the municipality itself; and
WHEREAS, as the authorizing governing body, the City Council is vested with
the power to dissolve the Committee;
BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
Section 1. The Fairhope Historic Preservation Committee is hereby dissolved.
Section 2. The Commission hereby assumes the Committee’s duties and
outstanding obligations, if any.
Section 3. Any funds, real property or personal property belonging to the
Committee shall be conveyed to the City and used by the Commission in accordance with
Sections 11-68-1 through 11-68-15 of the Code of Alabama (1975).
Section 4. The provisions, sections, paragraphs, sentences, clauses, phrases, and
parts thereof of this Ordinance are severable, and if any provision, section, paragraph,
sentence, clause, phrase, or part thereof of this Ordinance shall be declared unconstitutional
or invalid by a court of competent jurisdiction, then such ruling shall not affect any other
provision, section, paragraph, sentence, clause, phrase, or part thereof, since the same
would have been enacted by the Council without the incorporation of any such
unconstitutional or invalid provision, section, paragraph, sentence, clause, phrase, or part
thereof.
Section 5. This Ordinance shall go into effect upon its passage and publication as
provided by law.
Page 35 of 238
Ordinance No. ______
Page -2-
Adopted and Approved this 24th day of June, 2024.
Jack Burrell
Council President Pro Tempore
ATTEST:
Jenny Opal Wilson, CMC
Assistant City Clerk
Adopted and Approved this the 24th day of June, 2024.
Sherry Sullivan
Mayor
ATTEST:
Jenny Opal Wilson, CMC
Assistant City Clerk
CERTIFICATE OF CLERK
I, Lisa A. Hanks, MMC, City Clerk of the City of Fairhope, Alabama, do hereby
certify that the above and foregoing copy of Ordinance No. ________ is a true and correct
copy of such Ordinance that was duly adopted by the City Council of Fairhope, Alabama,
on the 24th day of June, 2024, as same appears in the official records of said City.
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 36 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-479
FROM: Jenny Opal Wilson, ASSISTANT CITY CLERK
SUBJECT: Ordinance – 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
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
Final Adoption
BACKGROUND INFORMATION:
Petition for Annexation
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 37 of 238
ORDINANCE NO. _____
WHEREAS, Jason Tickle, the owner of the hereinafter described property, did, in writing,
petition the City of Fairhope, a municipal corporation, for annexation under Section 11-42-21 of
the Code of Alabama, 1975, as amended; and
WHEREAS, a map of said property is attached to said Petition as an exhibit;
NOW, THEREFORE BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that the following described property, lying contiguous to the
corporate limits of the City of Fairhope, Alabama; and not within the corporate limits or the
police jurisdiction of any other municipality; be and the same is hereby annexed to the City of
Fairhope, Alabama, to-wit:
Property is located at 0 Section Street, Fairhope, Alabama.
LEGAL DESCRIPTION:
PARCEL ID: 05-46-09-29-0-000-047.000
PPIN # 18518
A PORTION OF THE SOUTH HALF OF THE NORTHWEST QUARTER OF THE NORTHWEST
QUARTER OF SECTION 29, TOWNSHIP 6 SOUTH, RANGE 2 EAST, BALDWIN COUNTY,
ALABAMA MORE PARTICULARLY DESCRIBED AS FOLLOWS:
COMMENCING AT THE NORTHWEST CORNER OF SECTION 29, TOWNSHIP 6 SOUTH, RANGE
2 EAST, BALDWIN COUNTY, ALABAMA; THENCE RUN SOUTH 870.53 FEET; THENCE RUN
NORTH 89°-59' EAST A DISTANCE OF 40.00 FEET TO A CAPPED REBAR (CA10675) ON THE
EAST RIGHT-OF-WAY LINE OF S. SECTION STREET {80' R/W), SAID POINT BEING THE
POINT OF BEGINNING OF THE FOLLOWING DESCRIBED PARCEL: THENCE RUN SOUTH 89°-
54'-03" EAST A DISTANCE OF 336.86 FEET TO AN AXLE; THENCE RUN NORTH 00°-04'-49"
WEST A DISTANCE OF 210.05 FEET TO A CAPPED REBAR (CA10675) ON THE NORTH LINE
OF THE SOUTH HALF OF THE NORTHWEST QUARTER OF THE NORTHWEST QUARTER OF
SAID SECTION 29; THENCE NORTH 89°-36'-00" EAST ALONG SAID NORTH LINE A DISTANCE
OF 944.23 FEET TO A CAPPED REBAR (WATTIER) AT THE NORTHEAST CORNER OF THE
SOUTH HALF OF THE NORTHWEST QUARTER OF THE NORTHWEST QUARTER OF SAID
SECTION 29; THENCE RUN SOUTH 00°-05'-52" WEST ALONG THE EAST LINE OF SAID THE
SOUTH HALF OF THE NORTHWEST QUARTER OF THE NORTHWEST QUARTER OF SAID
SECTION 29 A DISTANCE 660.41 FEET TO A 5/8" REBAR AT THE SOUTHEAST CORNER OF
THE SOUTH HALF OF THE NORTHWEST QUARTER OF THE NORTHWEST QUARTER OF
SAID SECTION 29; THENCE RUN SOUTH 89°-45'-46" WEST ALONG THE SOUTH LINE OF THE
SOUTH HALF OF THE NORTHWEST QUARTER OF THE NORTHWEST QUARTER OF SAID
SECTION 29 A DISTANCE OF 807.59 FEET TO A 5/8" REBAR; THENCE RUN SOUTH 89°-37-58"
WEST ALONG SAID SOUTH LINE A DISTANCE OF 472.82 FEET TO A CAPPED REBAR
(WATTIER) ON THE EAST RIGHT-OF-WAY LINE OF SAID S. SECTION STREET; THENCE RUN
NORTH 00°-05'-44" EAST ALONG SAID EAST RIGHT-OF-WAY LINE A DISTANCE OF 450.73
FEET TO THE POINT OF BEGINNING. THE DESCRIBED PARCEL CONTAINS 17.75 ACRES,
MORE OR LESS, AND IS THE SAME PROPERTY DESCRIBED IN THE WARRANTY DEED
RECORDED IN INSTRUMENT 2033428 OF THE RECORDS IN THE OFFICE OF THE JUDGE OF
PROBATE, BALDWIN COUNTY, ALABAMA.
This property shall be zoned R-1, Low Density Single-Family Residential District.
BE IT FURTHER ORDAINED that a certified copy of this Ordinance, with a copy of the
Petition and the exhibit, be recorded in the Office of the Probate Judge, Baldwin County,
Alabama.
This Ordinance shall take effect immediately upon its due adoption and publication as required
by law.
Page 38 of 238
Ordinance No. ______
Page – 2-
Adopted and approved this 24th day of June, 2024
By:_____________________________________
Jack Burrell, Council President Pro Tempore
Attest:
By: ___________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Adopted and approved this 24th day of June, 2024
By:_____________________________________
Sherry Sullivan, Mayor
Page 39 of 238
Revised 06/2006
CITY OFF AIRHOPE
STATE OF ALABAMA
COUNTY OF BALDWIN
P.O. DRAWER 429
FAIRHOPE, AL 36533
251/928-2136
PETITION FOR ANNEXATION
)(
)(
We , the undersigned PETITIONER(S), owner(s) of the lands in fee simple described in the
attached EXHIBIT A , such property being without the Corporate Limits of the City of Fairhope ,
Alabama , but being contiguou s to the said Corporate Limits ; and such prope11y not lying within
the corporate limits or police jurisdiction of any other municipality, do by the se presents, hereby
petition the City of Fairhope, a municipal corporation, that said property be annexed into the City
of Fairhope, Alabama.
The subject land is delineated on the map attached hereto as EXHIBIT B .
Thi s petition is filed under authority of Section I 1-42-21 , Code of Alabama, 1975 , as amended .
This petition is for R-1 Zoning
•
D The condition of the Petition is that zoning be established as. _______ _
Concurrent with Annexation. (Zoning Rrqurs t)
Is this property colony property ___ Yes ~ No. If this property is colony
property the Fairhope Single Tax Office must sign as a petitioner .
\4 } ~J~as~o~nT~ic=kl~e _____ _
Signa~~ Print petitioner 's name
Signatme of Petitioner Print petitioner 's name
Signature of Petitioner Print petitioner 's name
Physical Addre ss of property being annexed : _S_ou_t_h_S_e_c_tio_n_V_ill_ag"-e ________ _
Petitioner 's Clment Physical Address :
23389 Main Street
Montrose , Alabama 36532
Petitioner 's CmTent Mailing Addres s :
23389 Main Street
Montrose, Alabama 36532
Telephone Number(s): _ _,_(2_5_1.,!_) _27_8_-5_5_3_3 _______________ _
Home Work
County Tax Parcel Number: 05-46-09-29-0-000-047.000 ----------------------
Backroom:Users :mray:Library :Mail:POP-
.;"-f'"cv..ho.-nAn-n ,..,../n'l,nJl.Q71:'~Q n at-Thf'Qf"\V m h,r,,,,--1:Uf J;n-.....<' £,._ tho -nra. m-imo'lltfo ro h ·Dohhnn F,.... 'll nnov A nro
Page 40 of 238
D
Revised 06/2006
U.S JUSTI CE D E P ARTMENT INF ORMATION
Size of property (acres or square feet) __ 17_._75_a_c __________ _
D If property is occupied, give number of housing units_n_o~, _va_ca_n_t _____ _
D Number of Persons residing in each unit, and their race __ o ________ _
D If property is unoccupied, give proposed use __ S_i_ngcc..l_e_F_a_m_il~y ______ _
D If prope1iy is being developed as a subdivision, give subdivision name
D Number of lots within proposed subdivision ---------------
I,~ a Notary Public in and for said State and County, hereby
certify that Jason Tick le who se name(s) is/are signed to the forgoing
Petition and who is/are known to me, this day appeared before me and, being first duly sworn,
\ 1111 i<l~IP,iowledge that he /she /they hav e voluntarily ex ecuted this Petition on this day same bears date. ,,, ,,,
,,, -.J\CKER.s • ,,,, ,--,:rt/.. .M _§' r¥~ ... · ·· · · ... _ :~ \ Gi ven under my Hand and Seal this _jJ_-_.. day of J'.Leva , 20 ~.
:: Iii: ~O•AR y •• ~ .,:_ !1!\~ . t "?:: = -..1 : • • _•~air. ~ ~~ v~ ~ (CA.,A-0 Y' = :_ • : ~ Notary Public
-::, ~ ·•; .ousuc .... /j' ~
,. -y.,.. ... • .!f:.. 5 '~ b I '"'",, I "',,,, ;;;_,,~·~;~;.-~~,,,.... My commiss ion expire s ._ e ru,,C0 ! r 1t1 ~Ucl-t, ,,,,, .. \\\\~ '
I, ______________ a Notary Public in and for said State and County , hereby
ce1tify that ____________ whose name(s) is /are signed to the forgoing
Petition and who is/are known to me , thi s day appeared before me and , being first duly sworn ,
acknow ledge that he /she/they have voluntarily executed thi s Petition on this day same bears date .
Given under my Hand and Seal thi s ___ day of _____ ,, 20 __ ,
(Seal)
Notary Public
My commission expire s ________ _
I, _____________ a Notary Public in and for said State and County, hereby
certify that ____________ whose name(s) is/are signed to the forgoing
Petition and who is/are known to me, this day appeared before me and , being fir st duly sworn,
acknow ledge that he/she/they hav e voluntarily executed this Petition on this day same bears date .
Given under my Hand and Seal thi s ___ day of _____ , 2 0 __ ,
(Seal)
Notary Public
My commiss ion expires ________ _
Backroom:Users :mray :Library :Mail:POP-
i n f"ncu.ho.....,i~ ~/nt.-dl.0'71:'4;;"0 nie..♦·TNllf"\V mAA-.·l:TI.1 r ~r-f"n.-tho ~z.a. fl'l irno~H-ol"'li ·Oohhn" f'~ ,:,nnov ,I~
Page 41 of 238
Exhibit A
Jason Tickle
Annexation and Zoning to R-1
Parcel Number: 05-46-09-29-0-000-047.000
-Road
□Parcel
Zoning District
PUD -Planned Unit Development
rlJ TR -Tourist Resort
Page 42 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-491
FROM: Hunter Simmons – PLANNING AND ZONING MANAGER
SUBJECT: Site Plan Review and Approval - Thomas Hospital N.W. Addition.
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
City Council to approve the Site Plan at the request of the Owner, Gulf Health Hospitals,
Inc., for Thomas Hospital N.W. Addition.
BACKGROUND INFORMATION:
Planning Commission unanimously (7 Ayes, 0 Nays) voted to recommend approval of
SR 24.02 – Thomas Hospital NW Addition Site Plan.
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 43 of 238
Planning Commission unanimously (7 Ayes, 0 Nays) voted to recommend approval of SR 24.02.
Page 44 of 238
1 SR 24.02 Thomas Hospital NW Addition – June 3, 2024
Summary of Request:
Request of Applicant, Dennis Summerford, on behalf of owner, Gulf Health Hospitals, Inc., for Site Plan
Approval of the Thomas Hospital N.W. Addition (“Addition”). The proposed Addition consists of a 25‐bed
tower and a parking facility. Site Area is 0.70 acres and is zoned B‐2 at 750 Morphy Avenue within the Medical
Overlay District.
Page 45 of 238
2 SR 24.02 Thomas Hospital NW Addition – June 3, 2024
Review:
The intent of the Medical District Overlay (“MO”) is “to establish and provide for the logical expansion of
medical office needs to accommodate the growing community and region…It is the express intent of this MO
district surrounding the existing medical center to be as generous as possible in permitted uses while at the
same time maintaining a clean, attractive community that provides an extension of the medical office needs
for medical practices and appropriate facilities for the medical community it serves.” Zoning Ordinance, Article
V, Section H(1). Parking and Hospitals are permitted uses in the MO.
Site Plan
Setbacks: The MO uses B‐4 (Business and Professional District) Development Standards (Zoning Ordinance,
Article V, Section G(1)). However, Thomas Hospital is zoned B‐2 General Business District. B‐2 only has a front
setback of 20ft.
Page 46 of 238
3 SR 24.02 Thomas Hospital NW Addition – June 3, 2024
Morphy Avenue is subject to the Tree Ordinance; whereas there is a required 20 ft buffer along Morphy
Avenue.
Building(s): The Addition with rooftop appurtenances matches the height of the existing adjacent building at
approximately 66 ft. The materials and finish of the Addition will also mimic that of the existing structure(s)
that make up the hospital. The structure has four (4) stories. The ground level is for physicians’ and staff
parking and the three (3) upper levels are hospital beds. Staff has proposed a corresponding zoning
amendment on the June Planning Commission agenda that would allow the height ‘by right’ for critical hospital
infrastructure.
Landscaping Plan: There is a landscaping plan that was reviewed and approved by the city horticulture
supervisor. A revised landscape plan was submitted that included a sidewalk along Morphy Ave. Updated
plans are currently under review.
Parking: The currently proposed plan adds 25 beds on one floor. Specific uses of the upper two floors are
undetermined at this time. Additional parking will be required prior to utilization of the upper floors. The
ground floor provides 49 parking spaces. Thirty‐four (34) spaces are replacing existing spaces and do not
count toward required parking. Fifteen (15) new spaces are added. The parking requirement for this phase is
31 new parking spaces (25 beds and 96 employees). The current solution is lacking 16 parking spaces that will
need to be accommodated for during future phases.
The proposed stalls do not meet the standard parking dimensions in at least width because the stalls are
supposed to be 10 ft wide; whereas the proposed stalls are 9 ft wide. See below. Staff requested an
explanation for the proposed parking and why it does not meet the parking requirements on May 9, 2024. See
DRC letter in the packet.
Page 47 of 238
4 SR 24.02 Thomas Hospital NW Addition – June 3, 2024
Sidewalks: This Site Plan includes sidewalks on Morphy Ave that shall extend to Hospital Dr and on the eastern
side of S. Ingleside Avenue. There will be a new crosswalk installed at Hospital Drive and Morphy Avenue.
Staff questions whether a signalized crosswalk is desirable at the mid‐block Ingleside crosswalk.
Figure 1: Sheet C200 snippet 1.
Locations, intensity, and heights of exterior lights: A lighting plan was not submitted.
Page 48 of 238
5 SR 24.02 Thomas Hospital NW Addition – June 3, 2024
Mechanical equipment: Mechanical equipment has been finalized and all appears on the Site Plan. Roof
appurtenances are located in the middle of the roof of the Addition on Sheet A2.50 (see below). There is
mechanical screening.
Fences: There are no proposed fences.
Dumpster location and screening: There is not an anticipated dumpster for the Addition.
Storm water: A drainage report was not submitted; however, a Grading and Drainage Plan is on Sheet C400
in the packet. Drain basins and other details affiliated with stormwater are on Sheet C700 also located in the
packet. Several grate inlets and storm pipes are being removed. See Demolition Plan on Sheet C110.
Location and size of all signage: A sign plan was not submitted. A sign plan shall be in compliance with the
Sign Ordinance.
Erosion control: An Erosion Control plan was submitted with the application and is acceptable.
Utilities: A utility plan was submitted that requires multiple relocations of poles, guy wires, water lines, and
underground electric. The Fairhope Electric Department will supply conceptual plans for both existing and
proposed electrical infrastructure underground. The EOR shall coordinate all requirements with the new
electric lines.
Traffic: This development did not trigger a traffic study.
Page 49 of 238
6 SR 24.02 Thomas Hospital NW Addition – June 3, 2024
Other: The Fairhope Volunteer Fire Department asked if it was possible to install a rooftop helipad to
accommodate emergency landings. The previously used landing site was removed during a previous parking
expansion project. Staff asked about this option on May 9, 2024, but have yet to receive an answer.
Article II, Section C.2.d. (Site Plan Review Criteria)
Criteria – The application shall be reviewed based on the following criteria:
(1) Compliance with the Comprehensive Plan; Meets
(2) Compliance with any other approved planning documents; Meets
(3) Compliance with the standards, goals, and intent of this ordinance and applicable zoning districts; Meets
(Medical Overlay District) pending proposed amendments.
(4) Compliance with other laws and regulations of the City; Meets
(5) Compliance with other applicable laws and regulations of other jurisdictions; Meets
(6) Impacts on adjacent property including noise, traffic, visible intrusions, potential physical impacts, and
property values; Meets
(7) Impacts on the surrounding neighborhood including noise, traffic, visible intrusions, potential physical
impacts, and property values; Impacts to adjacent residential properties were, to the extent possible,
mitigated with the landscape buffer along Morphy Ave.
(8) Overall benefit to the community; Meets
(9) Compliance with sound planning principles; Meets (Medical Overlay District)
(10) Compliance with the terms and conditions of any zoning approval; Meets (Medical Overlay District)
(11) Any other matter relating to the health, safety, and welfare of the community; Meets
(12) Property boundaries with dimensions and setback lines; Meets (Medical Overlay District and B‐2)
(13) Location of proposed buildings and structures indicating sizes in square feet; Meets
(14) Data to show percentage of lot covered with existing and proposed buildings; Shall be added to Site
Data Table
(15) Elevations indicating exterior materials; Meets
(16) The locations, intensity, and height of exterior lights; A lighting plan was not submitted.
(17) The locations of mechanical equipment; All relevant requirements are met.
(18) Outside storage and/or display; Meets
(19) Drive‐up window locations (must be away from residential uses/districts and not in front of building);
n/a
(20) Curb‐cut detail and location(s);
Provided.
(21) Parking, loading, and maneuvering areas;
Meets
(22) Landscaping plan in accordance with the City Landscape Ordinance; Meets
(23) Location, materials, and elevation of any and all fences and/or walls; None
(24) Dumpster location and screening; and None
(25) Location and size of all signage. A signage plan was not submitted. Any and all signage shall conform
to the Signage Ordinance.
Page 50 of 238
7 SR 24.02 Thomas Hospital NW Addition – June 3, 2024
Planning Commission Recommendation:
Planning Commission recommends conditional approval to the City Council of case SR 24.02 with the
following conditions:
1)Revised landscape plans are to be approved by the City’s Horticulturist and Tree Committee Chair.
2)Plans for relocating utilities and stormwater facilities.
3)Address the heliport option as requested on May 9, 2024.
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.
6)Approval by City Council of the proposed amendments in Case ZC 24.03 - Medical Overlay District.
Staff Recommendation:
Staff recommends Planning Commission to recommend conditional approval to the City Council of case
SR 24.02 with the following conditions:
1)Revised landscape plans are approved by the City’s Horticulture Department.
2) Plans for relocating utilities and stormwater facilities.
3) Address the heliport option as requested on May 9, 2024.
4) Required parking, compliant with Table 4-3 of the zoning ordinance, shall be provided prior to build-
out of the proposed tower.
5) Update Site Data Table.
6) Approval by City Council of the proposed amendments in Case ZC 24.03 - Medical Overlay District.
Page 51 of 238
Page 52 of 238
Page 53 of 238
Page 54 of 238
Page 55 of 238
Page 56 of 238
Page 57 of 238
Page 58 of 238
Page 59 of 238
Page 60 of 238
Page 61 of 238
Page 62 of 238
Page 63 of 238
Page 64 of 238
Page 65 of 238
Page 66 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-503
FROM: George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The Landscaping Department's Horticulture Supervisor, Jamie
Rollins, has requested the annual procurement of tulip bulbs,
poinsettias, and other winter flowers for FY2025 for the Landscaping
Department for landscaping throughout the City. The cost for this
procurement is $60,196.55 plus shipping charges and inclusive of a
contingency for unforeseen events. And, in agreement with the City
Council Resolution No. 1650-10, which designated "like item" flora
exceed the $30,000.00 state bid limit.
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
To approve this FY2025 flower procurement for the Landscaping Department with a
cost of $60,196.55 plus shipping costs and inclusive of a contingency for unforeseen
events.
BACKGROUND INFORMATION:
The Landscaping Department Horticulture Supervisor, Jamie Rollins, is requesting
approval of the annual procurement of tulip bulbs, poinsettias, and other winter flowers
for FY2025 for the Street Department for landscaping throughout the City. The tulip
bulbs and flowers must be ordered in advance for delivery by Fall of 2024. The cost will
be included in the FY2025 Budget.
The breakdown of costs:
C.J. Ruigrok Flowerbulbs - Tulip Bulbs - $33,114.38
Bily Harris & Associates - Poinsettias and Other Winter Flowers - $27,082.17
This Procurement is in agreement as allowed pursuant to Resolution No. 1650-10
adopted May 24, 2010, which designated "Like Item: Flora exceed the $30,000.00 state
bid limit.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Page 67 of 238
Budget
001360-
51400
Flowers $0.00 $60,196.55 ($60,196.55)
Cost to be included with FY25 Flowers Budget submission. Due to delivery times,
purchases must be made prior to fiscal year 2025. Delivery will be in FY2025.
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 68 of 238
RESOLUTION NO. _______
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the 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.
ADOPTED ON THIS 24TH DAY OF JUNE 2024
___________________________________________
Jack Burrell, Council President Pro Tempore
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 69 of 238
Page 70 of 238
Order confirmation
Our order nr.Date Page
1 / 1Mar-06-2024156660City Of Fairhope
P.O. Box 429
Fairhope AL 36533
USA
Delivery date
Oct-02-2024
Delivery Conditions
Delivered Duty Paid
Payment
30 Days end of Month net
Your Reference
Phone
334-929-0353
Customer
CU406400
Philipp Laagland
Sales Rep.
Shipping Address
City Of Fairhope
555 South Section Street
Fairhope AL 36533
USA
Total
USD
Description Size PerPriceQuantity Price
USD
PerItem Code
Delft Blue 17/18 465.00 /1000 732.381 .575 Hyacinthus11235017
Pink Pearl 17/18 485.00 /1000 1,309.502 .700 Hyacinthus11269017
Dynasty 12/+270.00 /1000 7,425.0027 .500 Tulipa Triumph14185012
Negrita 12/+255.00 /1000 637.502 .500 Tulipa Triumph14275012
Sunrise Dynasty 12/+255.00 /1000 255.001 .000 Tulipa Triumph14373212
Tom Pouce 12/+270.00 /1000 1,080.004 .000 Tulipa Triumph14391512
Golden Parade 12/+230.00 /1000 4,025.0017 .500 Tulipa Darwin Hybrid14507512
Novi Sun 12/+225.00 /1000 112.50500Tulipa Darwin Hybrid14526212
Parade 12/+230.00 /1000 4,600.0020 .000 Tulipa Darwin Hybrid14536012
Van Eijk ®12/+210.00 /1000 210.001 .000 Tulipa Darwin Hybrid14551012
World Peace 12/+250.00 /1000 125.00500Tulipa Darwin Hybrid14554012
Dutch Master 14/16 450.00 /1000 3,262.507 .250 Narcissus Trumpet20023514
Goblet 12/14 330.00 /1000 1,320.004 .000 Narcissus Trumpet20031012
Ice Follies 12/14 355.00 /1000 2,130.006 .000 Narcissus Large Cupped20129812
February Gold 12/14 250.00 /1000 500.002 .000 Narcissus Miniature20610012
Ziva (Paperwhite)16/17 550.00 /1000 5,390.009 .800 Narcissus Tazetta20809016
Goods 33,114.38 USD
33,114.38Subtotal USD
Amount 33,114.38 USD
Page 71 of 238
Billy Harris & Associates, Inc.
5220 Sheppard Dr
Elmore, AL 36025 US
334-850-2265
sales@bhaplants.com
Sales Order
ADDRESS
City of Fairhope
P.O. Drawer 429
Fairhope, AL 36533
SHIP TO
City of Fairhope
City of Fairhope
555 S. Section Street
Fairhope, Alabama 36532
251-928-80030
SALES ORDER #DATE
39256 06/06/2024
SHIP DATE VENDOR SHIP DATE
09/30/2024 Natural Beauty 09/30/2024
ACTIVITY QTY RATE AMOUNT
Bed Fillers
DIANTHUS TELSTAR MIX 288/280 38 30.25 1,149.50
Freight and Handling 1 442.70 442.70
Attached is your sales order! Please look over your order carefully. Orders
cancelled after sowing or rooting will be charged
SUBTOTAL 1,592.20
TAX 0.00
TOTAL $1,592.20
Accepted By Accepted Date
Page 72 of 238
Billy Harris & Associates, Inc.
5220 Sheppard Dr
Elmore, AL 36025 US
334-850-2265
sales@bhaplants.com
Sales Order
ADDRESS
City of Fairhope
P.O. Drawer 429
Fairhope, AL 36533
SHIP TO
City of Fairhope
City of Fairhope
555 S. Section Street
Fairhope, Alabama 36532
251-928-80030
SALES ORDER #DATE
39257 06/06/2024
SHIP DATE SHIP VIA VENDOR SHIP DATE
10/07/2024 FEDX CAL SEED 10/07/2024
ACTIVITY QTY RATE AMOUNT
Bed Fillers
128 CELL TRAY DUSTY MILLER CIRRUS 25 28.75 718.75
Freight and Handling 1 503.00 503.00
Attached is your sales order! Please look over your order carefully. Orders
cancelled after sowing or rooting will be charged
SUBTOTAL 1,221.75
TAX 0.00
TOTAL $1,221.75
Accepted By Accepted Date
Page 73 of 238
Billy Harris & Associates, Inc.
5220 Sheppard Dr
Elmore, AL 36025 US
334-850-2265
sales@bhaplants.com
Sales Order
ADDRESS
City of Fairhope
P.O. Drawer 429
Fairhope, AL 36533
SHIP TO
City of Fairhope
City of Fairhope
555 S. Section Street
Fairhope, Alabama 36532
251-928-80030
SALES ORDER #DATE
39258 06/06/2024
SHIP DATE VENDOR SHIP DATE
10/14/2024 CAL SEED 10/14/2024
ACTIVITY QTY RATE AMOUNT
Bed Height
128 CELL TRAY POPPIES CHAMPAGNE BUBBLES MIX 17 28.90 491.30
Freight and Handling 1 385.00 385.00
Attached is your sales order! Please look over your order carefully. Orders
cancelled after sowing or rooting will be charged
SUBTOTAL 876.30
TAX 0.00
TOTAL $876.30
Accepted By Accepted Date
Page 74 of 238
Billy Harris & Associates, Inc.
5220 Sheppard Dr
Elmore, AL 36025 US
334-850-2265
sales@bhaplants.com
Sales Order
ADDRESS
City of Fairhope
P.O. Drawer 429
Fairhope, AL 36533
SHIP TO
City of Fairhope
City of Fairhope
555 S. Section Street
Fairhope, Alabama 36532
251-928-80030
SALES ORDER #DATE
39259 06/06/2024
SHIP DATE SHIP VIA VENDOR SHIP DATE
10/14/2024 FEDX Nat Beauty 10/14/2024
ACTIVITY QTY RATE AMOUNT
Border
288 Cell Tray Viola Colormax Yellow 39 25.40 990.60
288 Cell Tray Viola Colormax Icy Blue 39 25.40 990.60
Fillers
288 Cell Tray Viola Sorbet White Jump Up 38 25.40 965.20
Green Boxes
288 Cell Tray Viola Colormax Popcorn 18 25.40 457.20
288 Cell Tray Viola Colormax Beacon Rose 3 25.40 76.20
White Boxes
288 Cell Tray Viola Colormax Beacon Rose 6 25.40 152.40
Freight and Handling 1 1,665.95 1,665.95
Attached is your sales order! Please look over your order carefully. Orders
cancelled after sowing or rooting will be charged
SUBTOTAL 5,298.15
TAX 0.00
TOTAL $5,298.15
Accepted By Accepted Date
Page 75 of 238
Billy Harris & Associates, Inc.
5220 Sheppard Dr
Elmore, AL 36025 US
334-850-2265
sales@bhaplants.com
Sales Order
ADDRESS
City of Fairhope
P.O. Drawer 429
Fairhope, AL 36533
SHIP TO
City of Fairhope
City of Fairhope
555 S. Section Street
Fairhope, Alabama 36532
251-928-80030
SALES ORDER #DATE
39260 06/06/2024
SHIP DATE VENDOR SHIP DATE
10/21/2024 NB 10/21/2024
ACTIVITY QTY RATE AMOUNT
South Mobile Beds
288 CELL TRAY VIOLA COLORMAX BEACON ROSE 22 25.20 554.40
Downtown around trees
288 CELL TRAY VIOLA COLORMAX LEMONBERRY PIE 22 25.20 554.40
Clock
288 CELL TRAY VIOLA COLORMAX CITRUS MIX 33 25.20 831.60
Freight and Handling 1 897.05 897.05
Attached is your sales order! Please look over your order carefully. Orders
cancelled after sowing or rooting will be charged
SUBTOTAL 2,837.45
TAX 0.00
TOTAL $2,837.45
Accepted By Accepted Date
Page 76 of 238
Billy Harris & Associates, Inc.
5220 Sheppard Dr
Elmore, AL 36025 US
334-850-2265
sales@bhaplants.com
Sales Order
ADDRESS
City of Fairhope
P.O. Drawer 429
Fairhope, AL 36533
SHIP TO
City of Fairhope
City of Fairhope
555 S. Section Street
Fairhope, Alabama 36532
251-928-80030
SALES ORDER #DATE
39261 06/06/2024
SHIP DATE VENDOR SHIP DATE
11/11/2024 NAT BEAUTY 11/11/24
ACTIVITY QTY RATE AMOUNT
Hanging Baskets
140 CELL TRAY VIOLA SORBET DEFT BLUE 9 26.70 240.30
140 CELL TRAY VIOLA COLORMAX TRUE BLUE 9 26.70 240.30
Freight and Handling 1 209.70 209.70
Attached is your sales order! Please look over your order carefully. Orders
cancelled after sowing or rooting will be charged
SUBTOTAL 690.30
TAX 0.00
TOTAL $690.30
Accepted By Accepted Date
Page 77 of 238
Billy Harris & Associates, Inc.
5220 Sheppard Dr
Elmore, AL 36025 US
334-850-2265
sales@bhaplants.com
Sales Order
ADDRESS
City of Fairhope
P.O. Drawer 429
Fairhope, AL 36533
SHIP TO
City of Fairhope
City of Fairhope
555 S. Section Street
Fairhope, Alabama 36532
251-928-80030
SALES ORDER #DATE
39271 06/06/2024
SHIP DATE VENDOR SHIP DATE
11/22/2024 COWETA See NOTES
ACTIVITY QTY RATE AMOUNT
6.5" POINSETTIA RED 1,225 6.85 8,391.25
6.5" POINSETTIA WHITE 500 6.85 3,425.00
6.5" POINSETTIA PINK 300 6.85 2,055.00
Freight and Handling 1 695.00 695.00
Friday 11/22 or Monday 11/25
Attached is your sales order! Please look over your order carefully. Orders
cancelled after sowing or rooting will be charged
SUBTOTAL 14,566.25
TAX 0.00
TOTAL $14,566.25
Accepted By Accepted Date
Page 78 of 238
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Jamie Rollins Date: 6/17/2024
Department: Public Works (Horticulture)
Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Resolution
Under $5,000 No restrictions Not Required N/A N/A N/A
Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A
Greater than:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$30,000
Utilities - $10,001 - $30,000
Operational Budgeted Three Treasurer N/A N/A
Over $30,000 Operational Budget* State Bid List or
Buying Group
Treasurer/Mayor N/A N/A
Over $30,000/$100,000 Operational Budgeted Bids Council Required Required
Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required
*Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an
approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution.
**Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of
the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases.
QUOTES
Vendor Name Vendor Quote
1. C.J. Ruigrok Flowerbulbs $ 33,114.38
2. Billy Harris Associates $ 27,082.17
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? Winter Flower order and 2025 Tulip bulb order
2. What is the total cost of the item or service? 60196.55
3. How many do you need? Click or tap here to enter text.
4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request
5. Vendor Name (Lowest Quote): Click or tap here to enter text.
6. Vendor Number: Billy Harris 22600 CJ Ruigrok 23290
If you do not have a Vendor Number, please go to the City of Fairhope page: www.FairhopeAL.gov, Departments,
Purchasing, Vendor Registration, and complete the required information.
BUDGET INFORMATION
1. Is it budgeted? ☒ Yes ☐ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? Click or tap here to enter text.
3. Budget code: 001360-51400
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 79 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-481
FROM: George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The Director of Public Works, George Ladd, is requesting Extension
No. 2 for Bid No. 023-22 Disaster Debris Removal Monitoring
Services 2022.
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
To approve the extension No. 2 of the contract for Bid No. 023-22 Disaster Debris
Removal Monitoring Services 2022 to True North Emergency Management, LLC for the
same terms and conditions as the original bid award.
BACKGROUND INFORMATION:
The Director of Public Works, George Ladd, is requesting Extension No. 2 for Bid No.
023-22 Disaster Debris Removal Monitoring Services 2022. The original contract was
executed on September 8, 2022 and awarded to True North Emergency Management,
LLC. Extension No. 1 extended the referenced contract until September 7, 2024.
Extension No. 2 will extend the referenced contract until September 7, 2025.
The Vendor has agreed to Extension No. 2, with all terms and conditions of the bid
award.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
TBD Specific Accounts
for Disaster
$TBD $TBD $TBD
GRANT:
LEGAL IMPACT:
N/A
Page 80 of 238
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 81 of 238
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that Mayor Sherry Sullivan is hereby authorized to
execute a contract for Extension No. 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
____________________________________
Jack Burrell, Council President Pro Tempore
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 82 of 238
City of Fairhope
Bid No. 023-22
Disaster Debris Removal Monitoring Services 2022
Contract Extension No. 2
This EXTENSION NO.2 of CONTRACT ("Extension") is made this _____ day of _______________________ ,2024,
for the purpose of extending the agreement known as Bid No. 023-22 Disaster Debris Removal Monitoring
Services 2022, dated September 8, 2022, (“Original Contract") between the City of Fairhope and True North
Emergency Management, LLC (the "Parties").
1.Extension 2 of this agreement, which is attached hereto as a part of this Extension, is described below:
Bid No. 023-22 Disaster Debris Removal Monitoring Services 2022
and will end on September 7, 2024 at midnight.
2.The parties agreed to extend the Original Contract for an additional period, Extension No. 1, which began
immediately upon the expiration of the original time period, September 7, 2023 and will end on September 7,
2024.
3.The Parties agree to extend Extension 1 agreement for an additional period, which will begin immediately upon
the expiration of the extended time period September 8, 2024 and will end on September 7, 2025.
4. This Extension binds and benefits both Parties and any successors or assigns. This document, including the
attached Original Contract, is the entire agreement between the Parties. All other terms and conditions of the
Original Contract, including pricing, remain unchanged.
IN WITNESS WHEREOF, the parties hereto have executed this Contract Extension as of the day and year first
above written.
THE CITY OF FAIRHOPE, ALABAMA ATTEST:
______________________________
BY: Sherry Sullivan, Mayor BY: Jenny Opal Wilson, MPA, CMC
Assistant City Clerk
NOTARY FOR THE CITY
STATE OF ALABAMA}
COUNTY OF BALDWIN}
I, the undersigned authority in and for said State and County, hereby certify that Sherry Sullivan as Mayor of
the City of Fairhope whose name is signed to the foregoing document and who is known to me, acknowledged
before me on this day, being informed of the contents of the document she executed the same voluntarily on
the date of the same bears date.
Given under my hand and Notary Seal on this _____day of__________________ , 2024.
Notary Public______________________________
My Commission Expires:______________
Page 83 of 238
If Corporation, Partnership, or Joint Venture
_____________________________________________________________________________________
Name of Corporation, Partnership, or Joint Venture
By: _____________________________________ _______________________________________
Signature of Officer Authorized to Sign Bids Position or Title
and Contracts for the Firm
_____________________________________________________________________________________
Email Address
_____________________________________________________________________________________
Business Mailing Address
_____________________________________________________________________________________
City, State, Zip Code
_____________________________________ _______________________________________
General Contractor’s License Number Foreign Corporation Entity ID
(Required of out-of-state vendors)
NOTARY
STATE OF ______________________________}
COUNTY OF ____________________________}
I, the undersigned authority in and for said State and County, hereby certify that
_____________________________________ , as ___________________________________________
Type or Print Name of Bid Signer Type or Print Bid Signer Title
Respectively, of ______________________________________________________________________
Type or Print Company Name
Whose name is signed to the foregoing document and who is known to me, acknowledged before me on this day, that, being
of the contents of the document they executed the same voluntarily on the day the same bears date.
Given under my hand and Notary Seal on this ________ day of _____________, 2024.
Notary Public ___________________________
My Commission Expires ___________________
Page 84 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-483
FROM: George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The Director of Public Works, George Ladd, is requesting Extension
No. 2 for Bid No. 028-22 Disaster Debris Removal and Disposal
Services 2022.
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
To approve the extension No. 2 of the contract for Bid No. 028-22 Disaster Debris
Removal and Disposal Services 2022 to CrowderGulf, LLC for the same terms and
conditions as the original bid award.
BACKGROUND INFORMATION:
The Director of Public Works, George Ladd, is requesting Extension No. 2 for Bid No.
028-22 Disaster Debris Removal and Disposal Services 2022.. The original contract
was executed on August 1, 2022 and awarded to CrowderGulf, LLC. Extension No. 1
extended the referenced contract until July 31, 2024. Extension No. 2 will extend the
referenced contract until July 31, 2025.
The Vendor has agreed to Extension No. 2, with all terms and conditions of the bid
award.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
TBD Specific Accounts
for Disaster
$TBD $TBD $TBD
GRANT:
LEGAL IMPACT:
N/A
Page 85 of 238
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 86 of 238
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that Mayor Sherry Sullivan is hereby authorized to
execute a contract for Extension No. 2 of (Bid No. 028-22) Disaster Debris Removal
Disposal Services 2022 with CrowderGulf, LLC per the terms and conditions of the
original contract.
ADOPTED ON THIS 24TH DAY OF JUNE 2024
____________________________________
Jack Burrell, Council President Pro Tempore
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 87 of 238
City of Fairhope
Bid No. 028-22
Disaster Debris Removal and Disposal Services
Contract Extension No. 2
This EXTENSION NO.1 of CONTRACT ("Extension") is made this _____ day of _______________________ ,2024,
for the purpose of extending the agreement known as Bid No. 028-22 Disaster Debris Removal and Disposal
Services, dated August 1, 2022, (“Original Contract") between the City of Fairhope and CrowderGulf, LLC (the
"Parties").
1. Extension 2 of this agreement, which is attached hereto as a part of this Extension, is described below:
Bid No. 028-22 Disaster Debris Removal and Disposal Services
and will end on July 31, 2024 at midnight.
2. The parties agreed to extend the Original Contract for an additional period, Extension No. 1, which began
immediately upon the expiration of the original time period, July 31, 2023 and will end on July 31, 2024.
3. The Parties agree to extend Extension 2 agreement for an additional period, which will begin immediately upon
the expiration of the original time period August 1, 2024 and will end on July 31, 2025.
4. This Extension binds and benefits both Parties and any successors or assigns. This document, including the
attached Original Contract, is the entire agreement between the Parties. All other terms and conditions of the
Original Contract, including pricing, remain unchanged.
IN WITNESS WHEREOF, the parties hereto have executed this Contract Extension as of the day and year first
above written.
THE CITY OF FAIRHOPE, ALABAMA ATTEST:
______________________________
BY: Sherry Sullivan, Mayor BY: Lisa A. Hanks, MMC, City Clerk
NOTARY FOR THE CITY
STATE OF ALABAMA}
COUNTY OF BALDWIN}
I, the undersigned authority in and for said State and County, hereby certify that Sherry Sullivan as Mayor of
the City of Fairhope whose name is signed to the foregoing document and who is known to me, acknowledged
before me on this day, being informed of the contents of the document she executed the same voluntarily on
the date of the same bears date.
Given under my hand and Notary Seal on this _____day of__________________ , 2024.
Notary Public______________________________
My Commission Expires:______________
Page 88 of 238
If Corporation, Partnership, or Joint Venture
_____________________________________________________________________________________
Name of Corporation, Partnership, or Joint Venture
By: _____________________________________ _______________________________________
Signature of Officer Authorized to Sign Bids Position or Title
and Contracts for the Firm
_____________________________________________________________________________________
Email Address
_____________________________________________________________________________________
Business Mailing Address
_____________________________________________________________________________________
City, State, Zip Code
_____________________________________ _______________________________________
General Contractor’s License Number Foreign Corporation Entity ID
(Required of out-of-state vendors)
NOTARY
STATE OF ______________________________}
COUNTY OF ____________________________}
I, the undersigned authority in and for said State and County, hereby certify that
_____________________________________ , as ___________________________________________
Type or Print Name of Bid Signer Type or Print Bid Signer Title
Respectively, of ______________________________________________________________________
Type or Print Company Name
Whose name is signed to the foregoing document and who is known to me, acknowledged before me on this day, that, being
of the contents of the document they executed the same voluntarily on the day the same bears date.
Given under my hand and Notary Seal on this ________ day of _____________, 2024.
Notary Public ___________________________
My Commission Expires ___________________
Page 89 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-485
FROM: George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The Director of Public Works, George Ladd, has requested to
procure a qualified contractor for asphalt and concrete repair on an
as-needed basis.
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
To approve the award of Bid No. 24-048 for Asphalt and Concrete Repairs Annual
Contract to Leavitt Land, LLC.
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. Two (2) responsive bids and one (1) non-responsive bid
were received at the bid opening on June 11, 2024 at 1:30 p.m.
The Director of Public Works recommends the award be made to Leavitt Land, LLC for
an annual cost of Two Hundred Fifty Thousand Dollars ($250,000.00). Leavitt Land,
LLC provided the lowest line item cost for 9 out of 10 line items.
This contract will provide asphalt and concrete repairs inside the City limits as well as
throughout Baldwin County in the City's utility jurisdiction. The services provided will be
used by the Public Works Department and the City's Utilities departments. The city will
provide all the materials. The repairs would be in the City of Fairhope's utility
jurisdiction, as well as inside the city limits.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
XXXXX-
50360
General
Maintenance
TBT TBT $0.00
The city will provide all the materials. The repairs would be in the City of Fairhope's
utility jurisdiction, as well as inside the city's limits.
Page 90 of 238
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 91 of 238
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. 24-048) 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) for 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
Page 92 of 238
Page 93 of 238
Page 94 of 238
Page 95 of 238
Page 96 of 238
Page 97 of 238
Page 98 of 238
Page 99 of 238
Page 100 of 238
Page 101 of 238
Page 102 of 238
Page 103 of 238
Page 104 of 238
Page 105 of 238
Page 106 of 238
Page 107 of 238
Page 108 of 238
Page 109 of 238
Page 110 of 238
Page 111 of 238
Page 112 of 238
Page 113 of 238
Page 114 of 238
Page 115 of 238
Page 116 of 238
Page 117 of 238
Page 118 of 238
Page 119 of 238
Page 120 of 238
Page 121 of 238
Page 122 of 238
Page 123 of 238
Page 124 of 238
Page 125 of 238
Page 126 of 238
Page 127 of 238
Page 128 of 238
Page 129 of 238
Page 130 of 238
Page 131 of 238
Page 132 of 238
Page 133 of 238
Page 134 of 238
Page 135 of 238
Page 136 of 238
Page 137 of 238
Page 138 of 238
Page 139 of 238
Page 140 of 238
Page 141 of 238
Page 142 of 238
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: John Thomas Department: Public Works
Project Name: Annual Concrete and Asphalt Contract
Project Description: Concrete and asphalt contract
Project Category: x Bid Professional Service Other:
Budget Amount: Not to exceed $250,000? Budget Code: 001350-51410
Budgeted for Current FY: x Yes No
BID INFORMATION
Bid Duration: Project Duration:
Engineer of Record:
Pre-Bid Meeting: No x Yes Mandatory Non-Mandatory
Scope of Work Provided By: Contract Extensions: No Yes
Project Manager:
Insurance Requirements: x 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:
and Various Utilities Maintenance
Suzanne Doughty (Feb 20, 2024 14:21 CST)
Suzanne Doughty
Page 143 of 238
Project Request Form - Asphalt and Concrete
Repair Contract
Final Audit Report 2024-02-22
Created:2024-02-20
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAARN-x2Txd6VPm84HuE5vUah159cftJXlK
"Project Request Form - Asphalt and Concrete Repair Contract"
History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2024-02-20 - 8:19:57 PM GMT
Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature
2024-02-20 - 8:20:01 PM GMT
Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
2024-02-20 - 8:20:47 PM GMT
Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
Signature Date: 2024-02-20 - 8:21:13 PM GMT - Time Source: server
Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature
2024-02-20 - 8:21:15 PM GMT
Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
Signature Date: 2024-02-22 - 10:37:34 PM GMT - Time Source: server
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2024-02-22 - 10:37:36 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2024-02-22 - 10:38:08 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2024-02-22 - 10:38:36 PM GMT - Time Source: server
Agreement completed.
2024-02-22 - 10:38:36 PM GMT
Page 144 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-487
FROM: Richard Johnson, CITY ENGINEER
Daryl Morefield, WATER SUPERINTENDENT
SUBJECT: The City Engineer, Richard Johnson, and the Superintendent of
Water/Wastewater, Daryl Morefield, are seeking to procure a
professional engineering firm for the feasibility/design of a Force
Main Extension to the North of HWY 104, modeling and calibration of
multiple lift stations pumping into the system, and options for system
enhancements to accommodate anticipated future growth in the
region.
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
To approve the selection by the Mayor for Professional Engineering Services for the
feasibility/design of a Force Main Extension to the North of HWY 104, modeling and
calibration of multiple lift stations pumping into the system, and options for system
enhancements to accommodate anticipated future growth in the region of Dewberry
Engineering; and to approve the not-to-exceed contract amount of $25,000.00.
BACKGROUND INFORMATION:
The City Engineer, Richard Johnson, and the Superintendent of Water/Wastewater,
Daryl Morefield, are seeking to procure a professional engineering firm for the
feasibility/design of a Force Main Extension to the North of HWY 104, modeling and
calibration of multiple lift stations pumping into the system, and options for system
enhancements to accommodate anticipated future growth in the region.
The Mayor has selected Dewberry Engineering for this service. Dewberry Engineering
has been working on an hourly basis on the sewer availability and project coordination
at the SR181 and SR104 Sewer Service Area, which was initiated under a $5,000.00
purchase order. That work is completed, but the City Engineer and the Superintendent
of Water/Wastewater are seeking to expand the original scope of work to include the
feasibility/design of a Force Main Extension to the North, modeling and calibration of
multiple lift stations pumping into the system, and options for system enhancements to
accommodate anticipated future growth in the region.
The total cost is not-to-exceed Twenty-Five Thousand Dollars ($25,000.00), which
would include the initial $5,000.00 purchase order.
Page 145 of 238
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004020-
50290
WasteWater -
Professional
Services
$25,000.00 $25,000.00 $0.00
GRANT:
N/A
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
Page 146 of 238
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City Council approves the selection by Mayor Sherry Sullivan for
Professional Engineering Services (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
____________________________________
Jack Burrell, Council President Pro Tempore
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 147 of 238
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 12, 2024
Re: RFQ PS24-026 Professional Engineering Services for the
Feasibility/Design of a Force Main Extension to the North
The City Engineer, Richard Johnson, and the Superintendent of Water/Wastewater,
Daryl Morefield, is requesting the hiring of a professional engineering firm for
feasibility/design of a Force Main Extension to the North, modeling and calibration of
multiple Lift Stations pumping into the system, and options for system enhancements to
accommodate future growth in the region.
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:
_____________ ___________ Dewberry Engineers
_____________ ___________ None. Submit another list
Cc: file, Richard Johnson, Daryl Morefield, Mayor Sherry Sullivan
24/06/02
Page 148 of 238
Memo to choose - Feasability Design of a Force
Main Extension to the North
Final Audit Report 2024-06-12
Created:2024-06-12
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAUVz9YHlH4Zf6e7mKXpCWRVVdoK7Blhi4
"Memo to choose - Feasability Design of a Force Main Extensio
n to the North" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2024-06-12 - 2:23:32 PM GMT
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2024-06-12 - 2:23:37 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2024-06-12 - 9:27:27 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2024-06-12 - 9:29:05 PM GMT - Time Source: server
Agreement completed.
2024-06-12 - 9:29:05 PM GMT
Page 149 of 238
Short Form Contract
1 This proposal includes information that shall not be disclosed outside of the CLIENT and shall not be duplicated, used, or disclosed, in whole or in part, for any purpose other than to evaluate this proposal. If, however, a contract
is awarded to this offeror as a result of, or in connection with, the submission of this information, CLIENT shall have the right to duplicate, use, or disclose the information to the extent provided in the resulting contract. This
restriction does not limit CLIENT’s right to use information contained in this information if it is obtained from another source without restriction. The information subject to this restriction is contained on all pages that follow.
RETURN TO: Dewberry Engineering
25353 Friendship Road
Daphne, AL 36526
CLIENT: Mr. Richard Johnson, P.E.
City Engineer
City of Fairhope
555 South Section St.
Fairhope, AL 36532
ORDER INFORMATION PROJECT INFORMATION File Number: 0000
Ordered By: Richard Johnson Name: Hwy 104 & 181 Sewer Eval. Client Number: 0000
Phone Number: Job/BU: Type: L
Email: Richard.Johnson@fairhopeal.gov Jurisdiction: Segment Code: 209
Date: 06-13-2024 Contract Date: Upon Signature Contract Type: LS
Taken By: Andy Bobe Contract Expiration: Project Manager Number:
Method of Payment and Contract Amount
Client shall deliver a retainer to Dewberry of $0.00 as a condition precedent to Dewberry rendering services. The retainer is not in addition to the fee estimate or contract
amount. Dewberry is entitled to apply the retainer to invoices as they become past due or to hold the retainer, if it elects to do so, until Dewberry concludes its services
before applying the retainer to any past due invoices. Dewberry has sole discretion to apply the retainer to whichever past due invoices it elects. Client will, at
Dewberry’s request, replenish the retainer amount as a condition precedent to Dewberry rendering further services.
Description of Services
The project will involve the initial permitting process for alternate location for Planter Point Lift Station, (completed).
Evaluation of the sewer Lift Stations and Force Mains, and low-pressure sewer currently in the City of Fairhope’s maintenance
inventory, in the general vicinity.
Including the following Infrastructure locations: The Waters, Harvest Green East, Harvest Green West, Rockwell Apartments,
Planters Point, Rockwell Out Parcel, Mapp Medical Center, St. Michaels, 3 Circles Church, Hollowbrook Subdivision. Fairhope to
provide data on proposed developments for evaluation.
Work will be hourly not to exceed $25,000.00.
Deliverables will be reports/assessments/recommendations associated with any improvements that may be needed to
address ease of operation within the existing/proposed system in the above described location. One permit/permit
modification to be included.
Authorized Signatures
The standard billing rate schedule (attachment A, dated 05/01/2024) and standard terms and conditions (attachment B, dated 10/20) are attached hereto and made a part of this contract.
DEWBERRY CLIENT
Date:
Date:
Andrew N. Bobe, PE, Senior Associate Authorized Representative
Date:
(replace text with first name last name, title)
City of Fairhope
Print exact company or firm name
Exact name of Dewberry entity: Dewberry Engineers, Inc. 555 South Section Street
Fairhope, AL 36532
Billing address
Dewberry Consultants LLC will not be required to render services until this contract is signed returned and the applicable retainer is paid in full.
Dewberry Consultants LLC is an equal opportunity employer and, as such, complies with Section 202 of Executive Order 11246 as amended.
06/13/2024
Page 150 of 238
2 of 2 COMPANY CONFIDENTIAL AND PROPRIETARY: Use or disclosure of data contained on this sheet is subject to restriction on the title page of this proposal.
Page 151 of 238
Attachment B | Rev. 10.2020 | Page 1
#| 1
ATTACHMENT B STANDARD TERMS AND CONDITIONS
These Standard Terms and Conditions (“STCs”) are incorporated by reference into the foregoing agreement or proposal, along with any future modifications or amendments thereto made
in accordance with Paragraph 23 below (the "Agreement") between Dewberry (“we" or “us” or “our”) and its client (“you" or “your”) for the performance of services as defined in our
proposal ("Services"). These STCs are fully binding upon you, just as if they were fully set forth in the body of the Agreement, and shall supersede any term or provision elsewhere in the Agreement in conflict with these STCs.
1. Period of Offer. Unless we decide, in writing, to extend the period for acceptance by you of our proposal, you have 90 days from our proposal date to accept our proposal. We have the
right to withdraw the proposal at any time before you accept. Delivery of a signed proposal—whether original or copy—to us constitutes your acceptance of the proposal, including
attachments expressly incorporated into the proposal by reference. The proposal and incorporated attachments shall constitute the entire Agreement between you and us. If you request
us to render Services before you deliver a signed proposal to us, and we render Services in accordance with the proposal, you agree that the proposal and these STCs constitute the
Agreement between you and us even if you fail to return a signed proposal to us.
2. Scope of Services. For the fee set forth in the Agreement, you agree that we shall only be obligated to render the Services expressly described in the Agreement. Our Services shall not
be construed as providing legal, accounting, or insurance services. Unless the Agreement expressly requires, in no event do we have any obligation or responsibility for:
a. The correctness or completeness of any document which was prepared by another entity.
b. The correctness or completeness of any drawing prepared by us, unless it was properly signed and sealed by a registered professional on our behalf.
c. Favorable or timely comment or action by any governmental entity on the submission of any construction documents, land use or feasibility studies, appeals, petitions for
exceptions or waivers, or other requests or documents of any nature whatsoever.
d. Taking into account off-site circumstances other than those clearly visible and actually known to us from on-site work.
e. The actual location (or characteristics) of any portion of a utility which is not entirely visible from the surface.
f. Site safety or construction quality, means, methods, or sequences.
g. The correctness of any geotechnical services performed by others, whether or not performed as our subcontractor.
h. The accuracy of earth work estimates and quantity take-offs, or the balance of earthwork cut and fill.
i. The accuracy of any opinions of construction cost, financial analyses, economic feasibility projections or schedules for the Project.
Should shop drawing review be incorporated into the Services, we shall pass on the shop drawings with reasonable promptness. Our review of shop drawings will be general, for
conformance with the design concept of the Project to which this Agreement relates (“Project”) and compliance with the information given in the construction documents, and will not
include quantities, detailed dimensions, nor adjustments of dimensions to actual field conditions. Our review shall not be construed as permitting any departure from contract
requirements nor as relieving your contractor of the sole and final responsibility for any error in details, dimensions or otherwise that may exist.
3. Your Oral Decisions. You, or any of your directors, officers, partners, members, managers, employees or agents having apparent authority from you, may orally: (a) make
decisions relating to Services or the Agreement; (b) request a change in the scope of Services under the Agreement; or (c) request us to render additional Services under the
Agreement, subject to our right to require you to submit the request in writing before your decision or request shall be considered to have been effectively made. You may, at any
time, limit the authority of any or all persons to act orally on your behalf under this Paragraph 3, by giving us seven 7 days advance written notice.
4. Proprietary Rights. The drawings, specifications and other documents prepared by us under this Agreement are instruments of our service for use solely for the Project and,
unless otherwise provided, we shall be deemed the author of these documents and shall retain all common law, statutory, and other reserved rights, including the copyright and
rights to any Dewberry trademarks. Upon payment in full for our Services, you shall be permitted to retain copies, including reproducible copies of our instruments of service for
information and reference for the Project. Our instruments of service shall not be used by you or others on other projects for any reason or for completion or modification of this Project
by other professionals, unless you enter into a written agreement with us allowing for such use. Submission or distribution of documents to meet official regulatory requirements or for
similar purposes in connection with the Project is not to be construed as publication inconsistent with our reserved rights. You shall defend, indemnify and hold us harmless, and
release us, from any and all liability, loss, damages, claims and demands for loss, damages, property damages or bodily injury, arising out of any use (including, without limitation, the
means or media of transfer, possession, use, or alteration) of our instruments of service by (i) you, if such use is inconsistent with our reserved rights or this Paragraph 4, or (ii) any
third party, regardless of the manner of use, if such third party received our instruments of service directly or indirectly from you (including if we or others have transmitted such
instruments of service to the third party at your request or direction, for your benefit, or, and without limiting the foregoing, pursuant to a contractual obligation that is directly or indirectly
derived (or flowed down) from a contract to which you have privity).
5. Fees and Compensation. If you request us to render services not specifically described in the Agreement, or, if we or anyone in our employ, is called upon to be deposed or to
testify in a matter in which we are not a named party, that relates to the Project, you agree to compensate us for such services in accordance with the hourly rates as set forth on
Attachment A of this Agreement or in any subsequently effective schedule, unless otherwise agreed in writing. If no compensation rate is set forth on Attachment A, or through
written agreement between you and us, we shall be compensated for such services at our then current hourly rates. We may unilaterally increase our lump sum or unit billing rates
on each anniversary of your acceptance of this Agreement by as much as five percent or the percentage increase in the CPI-W (U.S. Department of Labor Consumer Price Index-
Washington), whichever is greater. Hourly rates are subject to periodic revision at our discretion.
6. Period of Service. The provisions of this Agreement and the compensation provided for under the Agreement have been established in anticipation of the orderly and continuous
progress of the Project. Our obligation to render the Services will extend only for that period which may reasonably be required to complete the Services in an orderly and continuous
manner, and we may then, at our sole option, terminate the Agreement.
7. Reimbursable Expenses. Unless the Agreement otherwise provides, you shall reimburse us, or our affiliates, for all expenses we incur to render the Services for you under this
Agreement, plus fifteen percent. We may submit invoices for reimbursable expenses separately from invoices for Services.
8. Payment Terms. We may submit invoices at any time to you for Services and for reimbursable expenses incurred. Invoices are payable within 30 days of the invoice date, and you
agree to pay a finance charge of 1½% per month on any unpaid balance not received by us within 30 days of the invoice date. If you require payment via credit card, Dewberry will
assess a 3% processing fee on the total amount invoiced. Invoices may be based either upon our estimate of the proportion of the total Services actually completed at the time of billing
for lump sum or fixed fee services, or in the case of hourly services, upon rendering of the Services. If any invoice is not paid within 30 days of the invoice date, we shall have the right
either to suspend the performance of our Services until all invoices more than 30 days past due are fully paid or to terminate the agreement and to initiate proceedings to recover
amounts owed by you. Additionally, we shall have the right to withhold from you the possession or use of any drawings or documents prepared by us for you under this or any other
agreement with you until all delinquent invoices are paid in full. You shall not offset payments of our invoices by any amounts due or claimed to be due for any reason.
If you do not give us written notice disputing an invoice within 20 days of the invoice date, the invoice shall conclusively be deemed correct. All payments made by you should specify
the invoice numbers being paid. If we receive payments that do not specify the invoices being paid, you agree that we may apply payments in our sole discretion. Time is of the
essence of your payment obligations; and your failure to make full and timely payment shall be deemed a material breach.
9. Information from You and Public Sources. You shall furnish us all plans, drawings, surveys, deeds and other documents in your possession, or that come into your possession,
which may be related to the Services, and shall inform us in writing about all special criteria or requirements related to the Services (together, "Information"). We may obtain deeds, plats,
maps and any other information filed with or published by any governmental or quasi-governmental entity (together, "Public Information"). Unless we are engaged in writing as an
additional service to independently verify such, we may rely upon Information and Public Information in rendering Services. We shall not be responsible for errors or omissions or
additional costs arising out of our reliance on Information or Public Information. You agree to give prompt notice to us of any development or occurrence that affects the scope or timing of
Services, or any defect in the final work submitted by us, or errors or omissions of others as they are discovered. We shall not be responsible for any adverse consequence arising in
whole or in part from your failure to provide accurate or timely information, approvals and decisions, as required for the orderly progress of the Services.
10. Plan Processing. We may submit plans and related, or other, documents to public agencies for approval. However, it may be necessary, in order to serve your interests and needs,
for us to perform special processing, such as attending meetings and conferences with different agencies, hand carrying plans or other documents from agency to agency, and other
special services. These special services are not included in the basic fee and shall be performed as additional services on an hourly fee basis in accordance Paragraph 5 above.
Page 152 of 238
Attachment B | Rev. 10.2020 | Page 2
#| 2
11. Meetings and Conferences. To the extent the Agreement provides, we will attend meetings and conferences that you, or your representatives, reasonably require. Furthermore,
we will meet on an as-needed basis with public agencies that might be involved in the Project. Because we cannot forecast the scope and nature of these meetings and
conferences, we will perform meeting and conference services on an hourly fee basis in accordance with our applicable hourly rate schedule.
12. Your Claims. You release us from, and waive, all claims of any nature for any and all errors or omissions by us related to our performance under this Agreement, or in the
performance of any supplementary services related to this Agreement, unless you have strictly complied with all of the following procedures for asserting a claim, as to which
procedures time is of the essence:
a. You shall give us written notice within 10 days of the date that you discover, or should, in the exercise of ordinary care, have discovered that you have, or may have, a
claim against us. If you fail to give us written notice within such 10 days, then such claim shall forever be barred and extinguished.
b. If we accept the claim, we shall have a reasonable time to cure any error or omission and any damage. This shall be your sole remedy, and you must not have caused the
error or omission, or any damage resulting from the error or omission, to be cured, if we are ready, willing and able to do so.
c. If we reject the claim, we shall give you written notice of our rejection within 30 days of our receipt of your notice of claim. You shall then have 60 days to give us an opinion
from a recognized expert in the appropriate discipline, corroborating your claim that we committed an error or omission, and establishing that the error or omission arose
from our failure to use the degree of care ordinarily used by professionals in that discipline in the jurisdiction local to the Project. If you fail to give us such an opinion from a
recognized expert within 60 days from the date we send you notice of our rejection of the claim, then such claim shall forever be barred and extinguished.
d. We shall have 60 days from receipt of your expert’s written opinion to reevaluate any claim asserted by you. If we again reject such claim, or if the 60-day period from
receipt of the written opinion of your expert elapses without action by us, then you may have recourse to such other remedies as may be provided under this Agreement.
13. Hazardous or Toxic Wastes or Substances, Pollution or Contamination. You acknowledge that Services rendered under this Agreement may be affected by hazardous or toxic
wastes or substances, or pollution or contamination due to the presence of hazardous or toxic wastes or substances. To induce us to enter into this Agreement, you agree to indemnify,
defend and hold us harmless from and against any and all liability, loss, damages, claims and demands for loss, damages, property damages or bodily injury, that relate, in any way, to
both (a) hazardous or toxic wastes or substances, or pollution or contamination due to the presence of hazardous or toxic wastes or substances, and (b) the performance by us of our
obligations under the Agreement, whether or not such performance by us is claimed to have been, or was, or may have been, negligent. Unless otherwise expressly set forth in this
Agreement, we shall have no responsibility for searching for, or identifying, any hazardous or toxic wastes or substances, or pollution or contamination due to the presence of hazardous
or toxic wastes or substances; but if we discover or suspect the presence of any such wastes, substances, pollution or contamination due to the presence of hazardous or toxic wastes or
substances, then we, in our sole discretion, and at any time, may stop work under, or terminate, this Agreement, in which event we will have no further liability to you for performance
under this Agreement, and you shall make the payments to us required by Paragraph 14 of the STCs.
14. Termination. Either party may terminate the Agreement if the other party materially breaches the Agreement and does not cure the breach within 7 days after receiving notice of
the breach from the non-breaching party. You shall immediately pay us for our Services rendered and expenses incurred through the termination date, including fees and
expenses that we incur as a result of the termination.
15. Payment of Other Professionals. If this Agreement includes continuation of services begun by other architects, engineers, planners, surveyors, or other professionals, we may
suspend our Services until you make arrangements satisfactory to such other professionals for payment. If satisfactory arrangements have not been made within a time determined by us
to be reasonable, then we may in our sole discretion terminate this Agreement.
16. Assignment and Third-Party Beneficiaries. Neither party shall assign or transfer any rights, interests or claims arising under this Agreement without the written consent of the
other, provided, however, that we are permitted to (i) employ independent consultants, associates, and subcontractors as we may deem necessary to render the Services, (ii) assign
our right to receive compensation under this Agreement, and (iii) transfer the Agreement to an affiliate of ours, in our sole discretion, with written notice to you (an affiliate for purposes
of this Paragraph 16 is defined as any other business entity that directly or indirectly, through one or more intermediaries, controls, is controlled by, or is under common control with,
us). This Agreement does not confer any benefit or right upon any person or entity other than the parties, except that our partners, members, managers, directors, officers,
employees, agents and subcontractors shall have and be entitled to the protection afforded us under Paragraphs 9, 12, 13, 16, 20 and 22 of this Agreement.
17. Applicable Law and Forum Selection. The Commonwealth of Virginia’s laws shall govern this Agreement in all respects, including matters of construction, validity, and
performance. Except as provided in Paragraph 18, the parties agree that the courts of Fairfax County, Virginia, and the Federal District Court, Eastern District of Virginia, Alexandria
Division, (together, “Courts”) shall have exclusive jurisdiction over any controversy, including matters of construction, validity, and performance, arising out of this Agreement. The
parties consent to the jurisdiction of the Courts and waive any objection either party might otherwise be entitled to assert regarding jurisdiction. The parties irrevocably waive all right to
trial by jury in any action, proceeding, or counterclaim arising out of or related to this Agreement.
18. Arbitration of Our Claims for Compensation. Instead of proceeding in court, we, in our sole and absolute discretion, may submit any claim for compensation due us under this
Agreement to arbitration in Fairfax County, Virginia in accordance with the Construction Industry Arbitration Rules of the American Arbitration Association, and judgment upon the
arbitration award may be entered in any court having jurisdiction. You agree not to assert any counterclaim or any defense by way of set-off in such arbitration, and that the arbitrator or
panel shall have no authority to consider, or to render, an award based upon any such counterclaim or defense by way of set-off. We shall have the right to withdraw our demand for
arbitration at any time before the arbitration hearing starts by giving written notice to the arbitrator or panel and you; and upon the giving of such notice by us, the arbitration shall
terminate, no award shall be rendered, and we may then pursue our remedies in accordance with Paragraph 17 above.
19. Severability. If any part, term, or provision of this Agreement is held to be illegal or unenforceable, the validity and enforceability of the remaining parts, terms, and provisions of this
Agreement shall not be affected, and each party’s rights shall be construed and enforced as if the Agreement did not contain the illegal or unenforceable part, term, or provision.
20. Limitations on Liability. In recognition of the relative risks and benefits of the Project to you and us, you agree, that our liability for any loss, damages, property damages or bodily
injury of or to you caused in whole or in part by us in the performance of this Agreement or any supplementary services in any way related to this Agreement, shall be limited in the
aggregate to the amount of fees that you have paid to us for the Services. The parties intend that the foregoing limitation on liability shall apply to all claims, whether sounding in tort,
contract, warranty, or otherwise. You release, waive, and shall not seek contribution from, or indemnification by, us for any claims of any nature made against you by any other person
who may suffer any loss, damages, property damages or bodily injury in any manner associated with our services, or any supplementary services in any way related to this Agreement.
Notwithstanding anything to the contrary elsewhere in the Agreement, we shall not be liable to you, in any event or for any amount, for delays; or for consequential, special or incidental
damages; or for punitive or exemplary damages; or for the cost to add an item or component that we omitted from the instruments of service due to our negligence, to the extent that item
or component would have otherwise been necessary, or adds value or betterment, to the Project. Should you find the terms of this Paragraph 20 unacceptable, we are prepared to
negotiate a modification in consideration of an equitable surcharge to pay our additional insurance premiums and risk.
21. Payment of Attorney's Fees. The losing party shall pay the winning party's reasonable attorney's fees and expenses for the prosecution or defense of any cause of action, claim
or demand arising under this Agreement in any court or in arbitration.
22. Indemnification. You agree to indemnify, defend and hold us harmless from and against any and all liability, loss, damages, claims and demands for loss, damages, property damages
or bodily injury, arising out of acts or omissions by you, or your contractor, subcontractor or other independent company or consultant employed by you to work on the Project, or their
respective partners, members, managers, directors, officers, employees, agents or assigns; or arising out of any other operation, no matter by whom committed or omitted, for and on
behalf of you, or such contractor, subcontractor or other independent company or consultant, whether or not due in part to errors or omissions by us in the performance of this Agreement,
or in the performance of any supplementary service in any way related to this Agreement, provided that you are not required to indemnify and hold us harmless under this Paragraph 22 in
the event of our sole negligence.
23. Integration Clause. The Agreement represents the entire agreement of the parties. No prior representations, statements, or inducements made by either us, you, or the respective
agents of either, that is not contained in the Agreement shall enlarge, modify, alter, or otherwise vary the written terms of the Agreement unless they are made in writing and made a
part of the Agreement by attachment, incorporated by reference in the Agreement or signed or initialed on behalf of both parties.
24. Notice. Any notices issued to us shall be sent to our project manager with a copy sent via email to Notices@dewberry.com or mailed to 8401 Arlington Blvd, Fairfax VA
22031, Attn: Legal Department.
Page 153 of 238
STANDARD HOURLY BILLING RATE SCHEDULE 1
COMPANY CONFIDENTIAL AND PROPRIETARY: USE OR DISCLOSURE OF DATA CONTAINED ON THIS SHEET IS SUBJECT TO RESTRICTION ON THE TITLE PAGE OF THIS PROPOSAL.
STANDARD HOURLY BILLING RATE
SCHEDULE
DEWBERRY HOURLY RATES
Professional
Principal $360.00
Architect I,II,III $110.00, $125.00, $145.00
Architect IV,V,VI $165.00, $185.00, $205.00
Architect VII,VIII,IX $230.00, $250.00, $280.00
Interior Designer I,II,III,IV $100.00, $120.00, $140.00, $165.00
Interior Designer V, VI, VII $180.00, $205.00, $240.00
Engineer I,II,III $115.00, $135.00, $155.00
Engineer IV,V,VI $175.00, $200.00, $230.00
Engineer VII,VIII,IX $260.00, $290.00, $320.00
Geographer/GIS I,II,III $95.00, $105.00, $125.00
Geographer/GIS IV,V,VI $145.00, $165.00, $195.00
Geographer/GIS VII,VIII,IX $225.00, $255.00, $290.00
Professional I,II,III $105.00, $125.00, $155.00
Professional IV,V,VI $175.00, $195.00, $215.00
Professional VII,VIII,IX $245.00, $260.00, $295.00
Technical
Designer I,II,III $110.00, $135.00, $160.00
Designer IV,V,VI $180.00, $205.00, $230.00
CADD Technician I,II,III,IV,V $85.00, $105.00, $125.00, $140.00, $180.00
Surveyor I,II,III $68.00, $83.00, $100.00
Surveyor IV,V,VI $120.00, $135.00, $150.00
Surveyor VII,VIII,IX $165.00, $195.00, $235.00
Technical I,II,III $85.00, $110.00, $130.00
Technical IV,V,VI $145.00, $160.00, $180.00
Emergency Management
Emergency Management I, II, III $90.00, $120.00, $150.00
Emergency Management IV, V, VI $180.00, $225.00, $280.00
Construction
Construction Professional I,II,III $125.00, $160.00, $185.00
Construction Professional IV,V,VI,VII $220.00, $245.00, $290.00, $325.00
Inspector I,II,III $90.00, $110.00, $145.00
Inspector IV,V,VI,VII $170.00, $190.00, $215.00, $250.00
Survey Field Crews
Fully Equipped 1, 2, 3 Person Crews $145.00, $185.00, $245.00
With Laser Scanner 1, 2 Person $195.00, $235.00
Administration
Admin Professional I,II,III,IV $70.00, $100.00, $120.00, $150.00
Non-Labor Direct Costs Cost + 15%
Page 154 of 238
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Richard D. Johnson, PE – City Engineer Date: 06-11-2024
Department: On Behalf of the Water and Sewer Utility
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.Dewberry Engineers $ NTE 25,000.00
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? Contract Professional Engineering Services
2.What is the total cost of the item or service? $25,000.00
3.How many do you need? Defined Contract for Consulting Design Services – Sewer at SR181/SR104
4.Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request
5.Vendor Name (Lowest Quote): Dewberry Engineers
6.Vendor Number: 3549
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? $241,800.00 (in the aggregate)
3.Budget code: 004020-50290
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 155 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-478
FROM: Nicole Love, Grants Coordinator
SUBJECT: The RESTORE Act Fairhope Sewer Upgrade Phase I project
(S1P25-FSU1) provided fundings to implement strategies that
provides the necessary infrastructure to accommodate growth within
the sewer system, to rehab the aging infrastructure to the sewer
system, and minimize overflows. The grant was awarded October 1,
2019, and has been moving along well with minor delays due to
supply chain issues, weather, and permitting. The original grant
deadline was April 30, 2025. Amendment #2 will provide a 12 month
no-cost extension to April 30, 2026.
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
Approve
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
110-57450 Sewer Upgrade
Phase I
$ $ $
GRANT:
RESTORE Act Fairhope Sewer Upgrade Phase I (S1P25-FSU1)
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Page 156 of 238
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 157 of 238
RESOLUTION NO. ______
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 S1P25-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.
DULY ADOPTED THIS 24TH DAY OF JUNE 2024
____________________________________
Jack Burrell, Council President Pro Tempore
ATTEST:
______________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 158 of 238
1
STATE OF ALABAMA
ADCNR Grant #: S1P25-FSU1
MONTGOMERY COUNTY
SUBAWARD GRANT AGREEMENT – AMENDMENT NO. 2
THIS SUBAWARD GRANT AGREEMENT, (“Agreement”) is made and entered into by and between the State of
Alabama Department of Conservation and Natural Resources (hereinafter “ADCNR”) and the City of Fairhope
(hereinafter “Subrecipient”). Pursuant to this Agreement, ADCNR and Subrecipient (collectively hereinafter
“Parties”) agree as follows:
1. PROJECT PURPOSE AND IDENTITY: The purpose of this Agreement is to provide funding under the
Resources and Ecosystem Sustainability, Tourist Opportunities, and Revived Economies of the Gulf Coast
States Act of 2012 (hereinafter “RESTORE Act”) to Subrecipient for implementation of the RESTORE Act
Direct Component project titled “State Expenditure Plan #25: Fairhope Sewer Upgrade Phase I” (hereinafter
“Project”). The purpose of this project is to implement strategies that provides the necessary infrastructure to
accommodate growth within the sewer system, to rehab the aging infrastructure to the sewer system, to
minimize overflows and the build redundancy within the system for operational purposes, and also develop
long-term planning goals for additional treatment facilities and additional techniques that can be implemented
5-10 years from now, or as demand dictates these goals be implemented, further described in the Federal
Award GNSSP20AL0005-01-02. This Agreement between the Parties will be identified by the “ADCNR
Grant Number” set forth above in the upper right corner of this Agreement. All invoices and other
correspondence submitted to ADCNR in connection with this Agreement must be identified by said Grant
Number.
This Amendment No. 2 is for an existing grant for the Alabama Department of Conservation and Natural Resources
(ADCNR), Grant No. GNSSP20AL0005-01-02, Fairhope Sewer Upgrade Phase I Amendment No. 2. This amendment
executes the following suite of actions:
•This amendment extends the Period of Performance to 04/30/2026;
•The reporting schedule has been revised;
•A submission requirements table is included with the amended NOA; and,
•All other terms & conditions stated in the original award and any previous amendments remain in effect.
2. FEDERAL AWARD INFORMATION: The Project’s Financial Assistance Award (hereinafter “Federal
Award”) in its entirety is hereby incorporated into this Agreement by reference. Information as to the Federal
Award associated with the Project includes the following:
a. Federal Award Identification Number (FAIN): GNSSP20AL0005
b. Federal Award Period of Performance: 10/01/2019 to 04/30/2026
c. Total Amount of Federal Funds Obligated To Subrecipient: $13,282,680.00
d. Subrecipient UEI: MWRPCJENTWL4
e. Total Amount of Federal Award: $13,515,000.00
f. Name of Federal Awarding Agency: Gulf Coast Ecosystem Restoration Council (hereinafter
“RESTORE Council”)
g. Pass-Through Entity & Awarding Official Contact Information:
Alabama Department of Conservation and Natural Resources
Commissioner Christopher M. Blankenship
64 N. Union Street; Suite 468
Montgomery, AL 36130
h. CFDA Number & Name: CFDA# 87.052 “Spill Impact Component Project Grants”
i. Indirect Cost Rate of Subrecipient: 0%
Page 159 of 238
2
3. AGREEMENT FUNDING AMOUNT: ADCNR’s funding commitment under this Agreement shall be
within the budgetary limits as described herein and pursuant to the Federal Award and shall not exceed a
total of thirteen million two hundred eighty-two thousand six hundred eighty and xx/100 dollars
($13,282,680.00).
4. PROJECT PERIOD: The period allowed for Project completion by the Subrecipient (hereinafter “Project
Period”) shall commence on October 1, 2019 and end on April 30, 2026.
5. AGREEMENT TERM: The term of this Agreement shall commence when the Agreement is executed by
both Parties and end on April 30, 2026 (hereinafter "Agreement Term").
6. CLOSEOUT PROCEDURES: The closeout process is final reconciliation and reporting of program expenses
and activities. This involves reviewing program expenditures and completion of deliverables, resolving any
open commitments, collecting subrecipient documents, and submitting the required final reports adhering to
the schedule developed by ADCNR.
7. NOTICE: Contact information of Parties for purposes of providing notice pursuant to the terms of this
Agreement are set forth below. In the event the designation of new contact information is necessary, such
shall not require a formal amendment to this Agreement.
To ADCNR:
Alabama Department of Conservation and Natural Resources
Attn: Christopher M. Blankenship, Commissioner
64 N. Union St., Suite 468
Montgomery, AL 36130
With a copy to:
Dr. Amy Hunter
Deepwater Horizon Restoration Coordinator
Alabama Department of Conservation and Natural Resources
31115 Five Rivers Boulevard
Spanish Fort, AL 36527
Email: amy.hunter@dcnr.alabama.gov
To Subrecipient:
City of Fairhope
Attn: Sherry Sullivan, Mayor
161 North Section Street
Fairhope, AL 36532-6556
8. BOYCOTT: In compliance with Act 2016-312, Permittee hereby certifies that it is not currently engaged in,
and will not engage in, the boycott of a person or an entity based in or doing business with a jurisdiction with
which the State can enjoy open trade.
In compliance with Ala. Act No. 2023-409, by signing this contract, Contractor provides written verification
that Contractor, without violating controlling law or regulation, does not and will not, during the term of the
contract engage in economic boycotts as the term “economic boycott” is defined in Section 1 of the Act.
Page 160 of 238
3
9. PARTIES REPRESENT THAT THIS AGREEMENT SUPERSEDES ALL PROPOSALS, ORAL AND
WRITTEN, ALL PREVIOUS CONTRACTS, AGREEMENTS, NEGOTIATIONS AND ALL OTHER
COMMUNICATIONS BETWEEN THE PARTIES WITH RESPECT TO THE SUBJECT MATTER
HEREOF.
10. DOCUMENTS: The documents which comprise this Agreement between ADCNR and the Subrecipient are:
1. This Subaward Agreement;
2. The Amendment for the existing grant for the Alabama Department of Conservation and Natural
Resources (ADCNR), Grant No. GNSSP20AL0005-01-02 and any RESTORE Council-specific Special
Award Conditions.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their respective officers
thereunto duly authorized as of the date entered below.
STATE OF ALABAMA
DEPARTMENT OF CONSERVATION
AND NATURAL RESOURCES
___________________________________
Christopher M. Blankenship, Commissioner
Date: ______________________________
CITY OF FAIRHOPE
___________________________________
Sherry Sullivan, Mayor
Date: ______________________________
Page 161 of 238
4
AL-06/04/2024
Subrecipient Name: City of Fairhope, UEI: MWRPCJENTWL4
Title of Grant Project: State Expenditure Plan #25: Fairhope Sewer Upgrade Phase I
Attachment
Federal Award Identification
The entity identified in this agreement is a subrecipient of a subaward, in accordance with 2 CFR 200.332. Be
advised, the following information describes the Federal award and subaward:
(1) Federal Award Identification
(i.)Subrecipient name City of Fairhope
(ii.)Subrecipient's unique entity identifier UEI: MWRPCJENTWL4
(iii.)Federal Award Identification Number (FAIN);GNSSP20AL0005
(iv.)Federal Award Date (see §200.39 Federal
award date) of award to the recipient by the
Federal agency;
06/04/2024
(v.)Subaward Period of Performance Start and
End Date;
This agreement shall commence when it is executed
by both Parties and end on April 30, 2026.
(vi.)Amount of Federal Funds Obligated by this
action by the pass-through entity to the
subrecipient;
$13,282,680.00
(vii.)Total Amount of Federal Funds Obligated to
the subrecipient by the pass-through entity
including the current obligation;
$13,282,680.00
(viii.)Total Amount of the Federal Award
committed to the subrecipient by the pass-
through entity;
$13,282,680.00
(ix.)Federal award project description, as required
to be responsive to the Federal Funding
Accountability and Transparency Act
(FFATA);
The purpose of this project is to implement strategies
that provides the necessary infrastructure to
accommodate growth within the sewer system, to
rehab the aging infrastructure to the sewer system, to
minimize overflows and the build redundancy within
the system for operational purposes, and also
develop long-term planning goals for additional
treatment facilities and additional techniques that can
be implemented 5-10 years from now, or as demand
dictates these goals be implemented.
(x.)Name of Federal awarding agency, Gulf Coast Ecosystem Restoration Council,
Name of pass-through entity, and contact
information for awarding official of the pass-
through entity.
Alabama Department of Conservation and Natural
Resources,
Christopher M. Blankenship
Chris.blankenship@dcnr.alabama.gov
(xi.)CFDA Number and Name; the pass-through
entity must identify the dollar amount made
available under each Federal award and the
CFDA number at time of disbursement;
CFDA # 87.052 “Spill Impact Component Project
Grants” - total Federal Award issued to ADCNR,
which is registered in SAM with the UEI:
WLNMNKHKF5T1 is $13,515,000.00.
(xii.)Identification of whether the award is R&D;
and
This is not a R&D award.
(xiii.)Indirect cost rate for the Federal award
(including if the de minimis rate if charged per
§200.414 Indirect (F&A) costs).
The indirect cost rate for the Federal award is
24.09%.
Page 162 of 238
Page 163 of 238
Page 164 of 238
Page 165 of 238
Page 166 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-486
FROM: Daryl Morefield, WATER SUPERINTENDENT
SUBJECT: Superintendent of Water/Wastewater, Daryl Morefield, has requested
to procure pipes, valves and fittings for the water main extension on
State Highway 181.
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
To approve award of Bid No. 24-046 Pipes, Valves and Fittings for the Water Main
Extension on State Highway 181 to Consolidated Pipe & Supply Company, Inc. for the
not-to-exceed cost of $313,913.20.
BACKGROUND INFORMATION:
A materials bid was issued on May 24, 2024, and advertised in the newspaper for two
(2) weeks. Three (3) responsive bids and one (1) non-responsive bid were received at
the Bid Opening on June 11, 2024 at 2:30 p.m.
The Superintendent of Water/Wastewater recommends the award be made to
Consolidated Pipe & Supply Company, Inc. Their low base bid response price was
Three Hundred Thirteen Thousand Nine Hundred Thirteen Dollars and Twenty Cents
($313,913.20).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004010-
59500-80
Water - Utility Sys
Imprv
$350,000.00 $313,913.20 $36,086.80
GRANT:
N/A
LEGAL IMPACT:
N/A
Page 167 of 238
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 168 of 238
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. 24-046) 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:
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
____________________________________
Jack Burrell, Council President Pro Tempore
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 169 of 238
City of Fairhope Bid Ta bulatio n
B id No. 24.046 Pipes, Valves and Fittings W ater Main Ext ension on S t ate Highway 181
Opened June 11, 2024 at 2:30 P.M.
Bid B ond (YIN)
B id Documents Signed/Notarized (YIN)
Addendum A c knowledged (Y/N)
Consolidated Pipe & S upply
Comoanv, Inc.
y
y
y
Item Oncri ption QTY Unlt of CostperUOM To tal Cost No. Measure
1 12" CL350 Asphalt Coated OD Cement ID DI Pipe SJ 5360 LF $49 .37 $264,623.20
2 12x6 C153 DI Hydrant Tee UACC MJ IMP 6 Each $315.00 $1,890.00
3 6 DI OL Gate Valve UACC MJ 2" OP N UT 10 Each $895.00 $8,950.00
4 6"x24 " L 01 Swivel Adapter MJ IMP 6 Each $265.00 $1,590.00
5 1 GAL Pipe Lubricant 10 Each $12 .00 $120.00
6 5-114" RED DI NST OL Fire Hydrant UACC 4'6" Bury 6 Each $2 ,600.00 $15,600.00 6" MJS 1-112 Pent
7 6 06 Reg MJ B&G Set UGLD 6 Each $20.00 $120.00
8 5-114' Cl Valve Box 2PC SCRO 18-24 14 Each $60.00 $840 .00
9 12" A-2361 -23 DI OL Gate Valve UACC MJ 2' OP 4 Each $2 ,560.00 $10,240.00 Nut
10 12' Sigmnan One-Lok SLDEP12 DI Wedge Restraint 36 Each $115 .00 $4,140.00 W/ACCIMP
11 6 " One -Loki SLDEP6 Di Wedge Restraint W/ACC IMP 30 Each $60.00 $1 ,800.00
1i• ~ 2361 23 Ell Gb Gal e ~'alse b.'AGG 14J 2" GP 12 N<,I 4 l."6h
13 12 " C153 DI 11 -1/4 Elbow Less ACC MJ IMP 6 Each $2 50.00 $1,500.00
14 12"C153 Dl22-1/2ElbowlessACC MJ IMP 2 Each $250.00 $500.00
15 12GA Blue PE-30 Copper Solid Tracer Wire 500' 12 500' Roll $60.00 $720.00 DOM500'Roll
16 12x12x6 DI TEE MJ 4 Each $320.00 $1,280 .00
Total Sum Cost $313 ,913 .20
Lead Time for Delivery 2 to 7 Da y s ARO
Rec omme ndation :
To l he besl of my knowledge lhis is an acx:urate Bid Tabulation
erSuperlntendent
Core an d Ma in L P Empire Pi pe & Supply Ferguson Waterwo rks
y y N
y y y
y y y
Cos t per UOM Total COllt CostperUOM Totlll Cost CoetperUOM Total Cost
$51 .97 $278,559 .20 $50 .33 $269,768 .80
$321.50 $1,929.00 $325 .04 S1 ,950 .24
$864 .97 $8,649.70 $864.37 $8,643.70
$262 .00 $1,572 .00 $2 64 .88 $1,589.28
$20.74 $207.40 $16.71 $167 .10
$2 ,797 .27 $16,783.62 $2,837 .69 $17,026.14
$21 .65 $129.90 $20 .22 $1 21.32
$73 .13 $1,023 .82 $60 .99 $853.86
$2 ,7 15.26 $10,861.04 $2 ,7 16.43 $10,865.72
$126.71 $4,56 1.56 $126.35 $4,548.60
$49 .74 $1,492.20 $48.52 $1 ,455.60
$225.50 $1 ,353.00 $227.98 $1 ,367.88
$240.50 $481 .00 $243.15 $486.30
$47 .13 $565.56 $56.82 $681 .84
$320 .47 $1 ,28 1.88 $316.95 $1,26 7.80
$329,450.88 $320,794.18
10 Days ARO 2 Weeks
Page 170 of 238
Page 171 of 238
Page 172 of 238
Page 173 of 238
Page 174 of 238
Page 175 of 238
Page 176 of 238
Page 177 of 238
Page 178 of 238
Page 179 of 238
Page 180 of 238
Page 181 of 238
Page 182 of 238
Page 183 of 238
Page 184 of 238
Page 185 of 238
Page 186 of 238
Page 187 of 238
Page 188 of 238
Page 189 of 238
Page 190 of 238
Page 191 of 238
Page 192 of 238
Page 193 of 238
Page 194 of 238
Page 195 of 238
Page 196 of 238
Page 197 of 238
Page 198 of 238
Page 199 of 238
Page 200 of 238
Page 201 of 238
Page 202 of 238
Page 203 of 238
Page 204 of 238
Page 205 of 238
Page 206 of 238
Page 207 of 238
Page 208 of 238
Page 209 of 238
Page 210 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-492
FROM: Daryl Morefield, WATER SUPERINTENDENT
SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is
requesting approval for the procurement of CARUS 8700 Corrosion
Inhibitor for water treatment.
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
To approve this procurement of CARUS 8700 Corrosion Inhibitor for the estimated cost
of $90,000.00 and to approve moving budget funds from Waste Water (Vehicles &
Equipment) to Water Treatment Supplies for this procurement.
BACKGROUND INFORMATION:
Alberty and Blakeney LLC is the sole source distributor of CARUS 8700 water treatment
chemical for Fairhope. The City Council approved the procurement for Fiscal Year 2024
for not-to-exceed amount of $175,000.00. Due to unforeseen development and water
usage throughout the year, the Superintendent of Water/Wastewater, Daryl Morefield, is
requesting an additional procurement of Ninety Thousand Dollars ($90,000.00), bringing
the annual total to Two Hundred Sixty-Five Thousand Dollars ($265,000.00) for the
fiscal year. The cost is estimated due to the demand on water.
In addition, the Superintendent of Water/Wastewater is asking approval to transfer the
funds from Waste Water (Vehicles & Equipment) to Water Treatment Supplies for this
procurement.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004020-
50470-70
004010-
53011-10
Vehicles &
Equipment
Water Treatment
Supplies
$90,000.00 $___
$90,000.00
$90,000.00
($90,000.00)
Savings from by-pass pumps. Supplies are estimated due to water demand.
Page 211 of 238
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 212 of 238
RESOLUTION NO. ________
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
____________________________________
Jack Burrell, Council President Pro Tempore
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 213 of 238
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Daryl Morefield Date: 06/13/2024
Department: Water Dept
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. Alberty & Blakeney $ 90,000.00
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? CARUS 8700 Corrosion Inhibitor Water Treatment Additive
2. What is the total cost of the item or service? 90,000.00
3. How many do you need? Click or tap here to enter text.
4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request
5. Vendor Name (Lowest Quote): Alberty & Blakeney LLC
6. Vendor Number: 6164
If you do not have a Vendor Number, please go to the City of Fairhope page: www.FairhopeAL.gov, Departments,
Purchasing, Vendor Registration, and complete the required information.
BUDGET INFORMATION
1. Is it budgeted? ☐ Yes ☒ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? Click or tap here to enter text.
3. Budget code: Move from 004020-50470-70 to 004010-53011-10
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 214 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-493
FROM: Daryl Morefield, WATER SUPERINTENDENT
SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is
requesting approval for the procurement of C12 (gas), Fluoride, C12
(liquid 12.5%), and Powdered Lime for water treatment.
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
To approve this procurement of C12 (gas), Fluoride, C12 (liquid 12.5%), and Powdered
Lime for water treatment for the estimated cost of $25,000.00 and to approve moving
budget funds from Waste Water (Vehicles & Equipment) to Water Treatment Supplies
for this procurement.
BACKGROUND INFORMATION:
The City Council approved the procurement of C12 (gas), Fluoride, C12 (liquid 12.5%),
and Powdered Lime for water treatment for Fiscal Year 2024 for not-to-exceed amount
of $195,000.00. Due to unforeseen development and water usage throughout the year,
the Superintendent of Water/Wastewater, Daryl Morefield, is requesting an additional
procurement of Twenty-Five Thousand Dollars ($25,000.00), bringing the annual total to
Two Hundred Twenty Thousand Dollars ($220,000.00) for the fiscal year. The cost is
estimated due to the demand on water. The breakdown of expenditure would be:
C12 (gas) $5,500.00
C12 (liquid 12.5%) $6,500.00
Fluoride $7,300.00
Lime (Powdered) $5,700.00
The chemicals are exempt from formal bidding per Code of Alabama 1975, Section 41-
16-51(b)(7) which states:
“The purchase of equipment, supplies, or materials needed, used and consumed in the
normal and routine operation of any waterworks system, sanitary sewer system, gas
system, or electric system, or any two or more thereof, that are owned by municipalities,
counties, or public corporations, boards, or authorities that are agencies, departments,
or instrumentalities of municipalities or counties and no part of the operating expenses
of which system or systems have during the then current fiscal year, been paid from
revenues derived from taxes or from appropriations of the state, a county, or a
Page 215 of 238
municipality.”
In addition, the Superintendent of Water/Wastewater is asking approval to transfer the
funds from Waste Water (Vehicles & Equipment) to Water Treatment Supplies for this
procurement.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004020-
50470-70
004010-
53011-10
Vehicles &
Equipment
Water Treatment
Supplies
$25,000.00
$0
$___
$25,000.00
$25,000.00
($25,000.00)
Savings from by-pass pumps. The cost is estimated due to water demand.
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 216 of 238
RESOLUTION NO. ________
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 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 41-16-51(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
____________________________________
Jack Burrell, Council President Pro Tempore
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 217 of 238
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Daryl Morefield Date: 06/13/2024
Department: Water Dept
Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Resolution
Under $5,000 No restrictions Not Required N/A N/A N/A
Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A
Greater than:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$30,000
Utilities - $10,001 - $30,000
Operational Budgeted Three Treasurer N/A N/A
Over $30,000 Operational Budget* State Bid List or
Buying Group
Treasurer/Mayor N/A N/A
Over $30,000/$100,000 Operational Budgeted Bids Council Required Required
Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required
*Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an
approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution.
**Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of
the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases.
QUOTES
Vendor Name Vendor Quote
1. Hawkins, Inc. $ 25,000.00
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? C12 (gas), Fluoride, C12 (liquid 12.5%), Powdered Lime
2. What is the total cost of the item or service? $5,500.00, $6,500.00, $7,300.00, $5,700.00
3. How many do you need? Click or tap here to enter text.
4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request
5. Vendor Name (Lowest Quote): Hawkins Inc.
6. Vendor Number: 7260
If you do not have a Vendor Number, please go to the City of Fairhope page: www.FairhopeAL.gov, Departments,
Purchasing, Vendor Registration, and complete the required information.
BUDGET INFORMATION
1. Is it budgeted? ☐ Yes ☒ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? Click or tap here to enter text.
3. Budget code: Move from 004020-50470-70 to 004010-53011-10
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 218 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-494
FROM: Daryl Morefield, WATER SUPERINTENDENT
SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is
requesting approval for the procurement of Liquid Lime for water
treatment.
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
To approve this procurement of Liquid Lime for water treatment for estimated cost of
$20,000.00 and to approve moving budget funds from Waste Water (Vehicles &
Equipment) to Water Treatment Supplies for this procurement.
BACKGROUND INFORMATION:
The Water Department initially purchased Liquid Lime for water treatment for Fiscal
Year 2024 for a cost of $3,828.00, which did not require City Council approval. Due to
unforeseen development and water usage throughout the year, the Superintendent of
Water/Wastewater, Daryl Morefield, is requesting an additional procurement of Twenty
Thousand Dollars ($20,000.00), bringing the annual total to Twenty-Three Thousand
Eight Hundred Twenty-Eight Dollars ($23,828.00) for the fiscal year. The cost is
estimated due to the demand for water.
The chemicals are exempt from formal bidding per Code of Alabama 1975, Section 41-
16-51(b)(7) which states:
“The purchase of equipment, supplies, or materials needed, used and consumed in the
normal and routine operation of any waterworks system, sanitary sewer system, gas
system, or electric system, or any two or more thereof, that are owned by municipalities,
counties, or public corporations, boards, or authorities that are agencies, departments,
or instrumentalities of municipalities or counties and no part of the operating expenses
of which system or systems have during the then current fiscal year, been paid from
revenues derived from taxes or from appropriations of the state, a county, or a
municipality.”
In addition, the Superintendent of Water/Wastewater is asking approval to transfer the
funds from Waste Water (Vehicles & Equipment) to Water Treatment Supplies for this
procurement.
Page 219 of 238
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004020-50470-
70
004010-53011-
10
Vehicles &
Equipment
Water Treatment
Supplies
$25,000.00
$0
$___
$25,000.00
$25,000.00
Savings from by-pass pumps. The supplies are estimated due to water demand.
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 220 of 238
RESOLUTION NO. ________
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 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 (Purchases – Vehicles & Equipment) to
Water Treatment Supplies for this procurement.
ADOPTED ON THIS 24TH DAY OF JUNE 2024
____________________________________
Jack Burrell, Council President Pro Tempore
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 221 of 238
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Daryl Morefield Date: 06/13/2024
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. Burnett Lime Company $ 20,000.00
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? Liquid Lime
2. What is the total cost of the item or service? $20,000.00
3. How many do you need? Click or tap here to enter text.
4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request
5. Vendor Name (Lowest Quote): Burnett Lime Company
6. Vendor Number: 8902
If you do not have a Vendor Number, please go to the City of Fairhope page: www.FairhopeAL.gov, Departments,
Purchasing, Vendor Registration, and complete the required information.
BUDGET INFORMATION
1. Is it budgeted? ☐ Yes ☒ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? Click or tap here to enter text.
3. Budget code: From 004020-50470-70 to 004010-53011-10
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 222 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-488
FROM: Ben Patterson, ELECTRIC SUPERINTENDENT
SUBJECT: The Superintendent of Electric Department. Ben Patterson, is
requesting to procure a professional engineering firm for on-call
engineering services annual contract for Electric Department
projects.
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
To approve the Mayor's choice of Stewart Engineering, Inc. for On-Call Professional
Engineering Services for the Electric Department Annual Contract and allow the Mayor
to negotiate fees.
BACKGROUND INFORMATION:
The Superintendent of Electric Department, Ben Patterson, is requesting to procure a
professional engineering firm for RFQ PS24-027 On-Call Professional Engineering
Services for Electric Department Annual Contract. This contract would be for ongoing
projects for the City involving upgrades and capacity studies, as well as troubleshooting
relay and recloser settings, and any other Electric Department projects as needed.
Per the City "Procedure for Procuring Professional Services for Projects under
$100,000.00," Superintendent of Electric Department, Ben Patterson, and Mayor Sherry
Sullivan have chosen Stewart Engineering, Inc. The recommendation to Council is to
award the RFQ to Stewart Engineering, Inc. on a three-year contract basis and allow
the MAyor to negotiate a not-to-exceed amount.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
003-50290 Electric -
Professional
Services
$TBD $TBD $TBD
GRANT:
N/A
Page 223 of 238
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 224 of 238
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 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
____________________________________
Jack Burrell, Council President Pro Tempore
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 225 of 238
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 12, 2024
Re: RFQ PS24-027 On-Call Professional Engineering Services for Electric
Department Projects
The Superintendent of Electric Department, Ben Patterson, is requesting a professional
engineering firm for RFQ PS24-027 On-Call Professional Engineering Services for
Electric Department Projects.
Per our Procedure for Procuring Professional Services, Ben Patterson and I are
providing firms for the Mayor to select from for the work.
The purpose for hiring the firm is to provide professional engineering services for
various small Electric Department projects.
Please move this procurement of professional services forward to the Mayor for the
selection of a professional service provider.
The short list is:
_____________ ___________ Stewart Engineering, Inc.
_______________ ___________ None. Submit another list
Cc: file, Ben Patterson, Mayor Sherry Sullivan
24/06/02
Page 226 of 238
Memo to choose - On-Call Engineer for Electric
Dept
Final Audit Report 2024-06-12
Created:2024-06-12
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAkMaXsA2Y2CTSLoiRCgdr01i1LEw5dWkq
"Memo to choose - On-Call Engineer for Electric Dept" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2024-06-12 - 9:03:26 PM GMT
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2024-06-12 - 9:03:29 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2024-06-12 - 9:32:27 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2024-06-12 - 9:32:49 PM GMT - Time Source: server
Agreement completed.
2024-06-12 - 9:32:49 PM GMT
Page 227 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-490
FROM: Jeff Montgomery, DIRECTOR INFORMATION TECHNOLOGY
SUBJECT: The Director of Information Technology, Jeff Montgomery, is
requesting to procure network switches and accessory items to
replace the switches at City Hall and the Police Department.
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
To approve the procurement of network switches and accessory items to replace the
switches at City Hall and the Police Department for a not-to-exceed cost of
$199,791.80.
BACKGROUND INFORMATION:
The quotation from Howard Technology Solutions includes network switches and
accessories, subscription licenses, HPE Foundation Care Next Business Day Exchange
Services, and shipping & handling for a total cost not-to-exceed One Hundred Ninety-
Nine Thousand Seven Hundred Ninety-One Dollars and Eighty Cents ($199,791.80).
The network switches and accessory items are on the Omnia National Contract Number
01-145 and therefore do not have to be let out to bid.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001160-
50470 (Line
30)
IT - Purchases &
Equipment
$199,791.80 $199,791.80 $0.00
Total FY24 Budget in I.T. for Network upgrade is $250,000.00.
GRANT:
N/A
LEGAL IMPACT:
Page 228 of 238
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 229 of 238
RESOLUTION NO. ________
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 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.
ADOPTED ON THIS 24TH DAY OF JUNE 2024
____________________________________
Jack Burrell, Council President Pro Tempore
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Page 230 of 238
A Division of Howard Industries, Inc.
36 Howard Drive·Ellisville, MS 39437 888.912.3151 general·601.399.5077 fax
P.O. Box 1590·Laurel, MS 39441 888.323.3151 technical support
www.Howard.com
Online Quotation
Quote No: PL3 1405068.00 Quote Date: May 23, 2024
Customer Name: Jeff Montgomery Phone Number: 2519900135
Company Name: Fairhope, AL - City Fax Number: 2519900125
Quote Name: COFH - PJD - CH - No Clearpass
Item 1
Category Description Qty. Unit Price Ext. Price
System Type: Accessories
1: HPE Aruba Networking CX 6200F 48G Class4 PoE 4SFP+ 740W Switch - Switch - Max.
Stacking Distance 10 kms - L3 - managed - 48 x 10/100/1000 (PoE+) + 4 x 1 Gigabit / 10
Gigabit SFP+ (uplink) - front and side to back - rack-mountable - PoE+ (740 W) - BTO
MPN: JL728B#ABA
Contract: Omnia Partners Contract 01-145
8 $6,897.00 $55,176.00
2: HPE Foundation Care Next Business Day Exchange Service - Extended service
agreement - replacement (for hardware only) - 3 years - shipment - 9x5 - response time:
NBD - for HPE Aruba 6200F 48G; Networking CX 6200F 48G
MPN: H81Y2E
Contract: Omnia Partners Contract 01-145
8 $416.00 $3,328.00
3: HPE Aruba Central Foundation - Subscription license (3 years) - 1 switch (24 ports) -
hosted - ESD - for HPE Aruba 2930F 12, 2930F 48, 2930F 8G, 2930M 24, 2930M 40,
2930M 48, 6200F 24, 6200F 48
MPN: Q9Y74AAE
Contract: Omnia Partners Contract 01-145
24 $576.00 $13,824.00
4: HPE Aruba 6200F 24G Class4 PoE 4SFP+ 370W Switch - Switch - Max. Stacking
Distance 10 kms - L3 - managed - 24 x 10/100/1000 (PoE+) + 4 x 1 Gigabit / 10 Gigabit
SFP+ (uplink) - rack-mountable - PoE+ (370 W) - BTO
MPN: JL725B#ABA
Contract: Omnia Partners Contract 01-145
7 $3,646.00 $25,522.00
5: HPE Foundation Care Next Business Day Exchange Service - Extended service
agreement - replacement (for hardware only) - 3 years - shipment - 9x5 - response time:
NBD - for Networking CX 6200F, 6200F 24G Class-4 PoE 4SFP+ 370W TAA Switch
MPN: H73N9E
Contract: Omnia Partners Contract 01-145
7 $220.00 $1,540.00
6: HPE Aruba 6200F 12G Class4 PoE 2G/2SFP+ 139W Switch - Switch - L3 - managed -
12 x 10/100/1000 (PoE+) + 2 x 100/1000 (uplink) + 2 x 1 Gigabit / 10 Gigabit SFP+ -
rack-mountable - PoE+ (139 W)
MPN: R8Q72A#ABA
Contract: Omnia Partners Contract 01-145
9 $1,644.00 $14,796.00
7: Aruba 3Y FC NBD Exch HW 6200F 12G SVC
MPN: H92P0E
Contract: Omnia Partners Contract 01-145
9 $90.00 $810.00
8: HPE Aruba AP-515 (US) - Campus - wireless access point - Wi-Fi 5 - 2.4 GHz, 5 GHz -
in-ceiling
MPN: Q9H63A
Contract: Omnia Partners Contract 01-145
13 $905.00 $11,765.00
9: HPE Foundation Care Next Business Day Exchange Service - Extended service
agreement - replacement - 3 years - shipment - 9x5 - response time: NBD - for P/N:
Q9H59A, Q9H60A, Q9H61A, Q9H61AR, Q9H62A, Q9H62AR, Q9H63A, Q9H63AR,
R2J82A
MPN: HG6T6E
Contract: Omnia Partners Contract 01-145
13 $31.00 $403.00
10: HPE Aruba AP-MNT-MP10-B Campus Type B - Mounting bracket (pack of 10) - for HPE
Aruba AP-504, AP-505, AP-514, AP-515, AP-534, AP-535, AP-555, AP-575
MPN: Q9G69A
Contract: Omnia Partners Contract 01-145
1 $147.00 $147.00
11: HPE Aruba AP-MNT-B - Network device mounting kit - for HPE Aruba AP-504, AP-505,
AP-514, AP-515, AP-534, AP-535, AP-555
MPN: R3J16A
Contract: Omnia Partners Contract 01-145
3 $20.00 $60.00
12: HPE Aruba Central Foundation - Subscription license (3 years) - 1 access point - hosted -
Page 231 of 238
12: HPE Aruba Central Foundation - Subscription license (3 years) - 1 access point - hosted -
ESD - for HPE Aruba AP-584, AP-585, AP-587
MPN: Q9Y59AAE
Contract: Omnia Partners Contract 01-145
10 $217.00 $2,170.00
13: HPE Aruba AP-575 (US) - Wireless access point - Bluetooth, Wi-Fi 6 - 2.4 GHz, 5 GHz
MPN: R4H18A
Contract: Omnia Partners Contract 01-145
6 $1,730.00 $10,380.00
14: HPE Foundation Care Next Business Day Exchange Service - Extended service
agreement - replacement (for hardware only) - 3 years - shipment - 9x5 - response time:
NBD - for P/N: R4H14A, R4H14AR, R4H15A, R4H15AR, R4H16A, R4H17A, R4H18A,
R4H18AR
MPN: HM1B5E
Contract: Omnia Partners Contract 01-145
6 $60.00 $360.00
15: HPE Aruba PD-9501-5GCO-AC Smart Rate Midspan - PoE injector - AC - 60 Watt - for
HPE Aruba AP-584, AP-585, AP-585EX, AP-587, AP-587EX
MPN: R7T40A
Contract: Omnia Partners Contract 01-145
6 $740.00 $4,440.00
16: HPE Aruba Outdoor Pole/Wall Long Mount Kit - Network device wall / pole mounting kit -
for HPE Aruba AP-318, AP-365, AP-367, AP-374, AP-375, AP-377, AP-585EX,
AP-587EX
MPN: JW052A
Contract: Omnia Partners Contract 01-145
6 $103.00 $618.00
17: HPE Aruba - Power cable - NEMA 5-15 (M) to power IEC 60320 C13 - AC 125 V - 15 A -
6 ft - North America - for HPE Aruba AP-207, 303, 304, 305, 365, 367, 504, 515, 535,
585, 587; Instant IAP-207, 304
MPN: JW124A
Contract: Omnia Partners Contract 01-145
6 $5.00 $30.00
18: HPE Aruba 6300M - Switch - L3 - managed - 24 x 1 Gigabit / 10 Gigabit SFP+ + 4 x 1
Gigabit / 10 Gigabit / 25 Gigabit / 50 Gigabit SFP56 (uplink / stacking) - front and side to
back - rack-mountable
MPN: JL658A
Contract: Omnia Partners Contract 01-145
2 $12,681.00 $25,362.00
19: HPE Foundation Care Next Business Day Exchange Service - Extended service
agreement - replacement - 3 years - shipment - 9x5 - response time: NBD - for P/N:
JL658A, JL658AR
MPN: HR4C1E
Contract: Omnia Partners Contract 01-145
2 $619.00 $1,238.00
20: HPE Aruba X371 - Power supply - hot-plug / redundant - AC 100-240 V - 250 Watt -
United States - for HPE Aruba 2930M 24, 2930M 48, 3810, 3810M 16, 3810M 24, 3810M
48, 6200F 12, 6300M 24
MPN: JL085A#ABA
Contract: Omnia Partners Contract 01-145
2 $420.00 $840.00
21: HPE Aruba Central Foundation - Subscription license (3 years) - 1 switch (48 ports) -
hosted - ESD - for HPE Aruba 3810M 16SFP+, 3810M 24G, 3810M 24SFP+, 3810M 40G,
3810M 48G, 6300F, 6300M
MPN: Q9Y79AAE
Contract: Omnia Partners Contract 01-145
2 $905.00 $1,810.00
22: HPE Aruba - SFP+ transceiver module - 10GbE - 10GBase-LR - SFP+ / LC single-mode -
up to 6.2 miles - for HPE Aruba 2930M 40, 6200F 12, 6200M 24, 6300, 6405 96, 64XX;
CX 8360; Instant On 1930 48
MPN: J9151E
Contract: Omnia Partners Contract 01-145
6 $1,435.00 $8,610.00
23: HPE Aruba Direct Attach Copper Cable - 10GBase direct attach cable - SFP+ to SFP+ -
3.3 ft - for HPE Aruba 2540 48, 2930F 24, 2930M 24, 6200F 12, 6200M 24, 83XX; CX
10000, 6405 v2, 8360
MPN: J9281D
Contract: Omnia Partners Contract 01-145
10 $91.00 $910.00
24: HPE Aruba - SFP (mini-GBIC) transceiver module - 1GbE - 1000Base-SX - LC
multi-mode - up to 1640 ft - for OfficeConnect 1820; HPE Aruba 6000 12, 6000 24, 6000
48, 6200F 12, 6200M 24, 64XX; CX 8360
MPN: J4858D
Contract: Omnia Partners Contract 01-145
7 $149.00 $1,043.00
Sub-Total: $185,182.00
Shipping & Handling: $123.80
Taxes: Tax Exempt
Total for Item 1: $185,305.80
This Quote will expire on June 22, 2024.
Please include your Quote Number on your Purchase Order.
Item 2
Category Description Qty. Unit Price Ext. Price
System Type: Accessories
1: OPP-021437 - Labor - Aruba
Page 232 of 238
1: OPP-021437 - Labor - Aruba
MPN: OPP-021437
Contract: Omnia Partners Contract 01-145
1 $14,486.00 $14,486.00
Sub-Total: $14,486.00
Shipping & Handling: Included
Taxes: Tax Exempt
Total for Item 2: $14,486.00
This Quote will expire on June 22, 2024.
Please include your Quote Number on your Purchase Order.
Total for all pre-configured items
Sub-Total: $199,668.00
Shipping & Handling : $123.80
Taxes: Tax Exempt
Total: $199,791.80
Notes:
THIS QUOTATION IS EXPRESSLY LIMITED TO, AND EXPRESSLY MADE CONDITIONAL ON, PURCHASER'S ACCEPTANCE OF THE
TERMS HEREIN AND ACCEPTANCE OF HOWARD'S GENERAL TERMS AND CONDITIONS OF SALE (LOCATED AT:
https://www.howardcomputers.com/info/termsofsale.cfm), WHICH ARE FULLY ADOPTED AND INCORPORATED HEREIN BY
REFERENCE. PURCHASER'S SUBMISSION OF A PURCHASE ORDER PURSUANT TO THIS QUOTATION CONSTITUTES
PURCHASER'S ACCEPTANCE OF AND AGREEMENT WITH HOWARD'S GENERAL TERMS AND CONDTIONS OF SALE. HOWARD
OBJECTS TO ANY DIFFERENT OR ADDITIONAL TERMS. A COPY OF THE ABOVE- REFERENCED GENERAL TERMS AND
CONDITIONS OF SALE MAY ALSO BE OBTAINED BY CALLING 1-888-912-3151 OR EMAILING webmaster@howardcomputers.com.
Howard's product warranties, return policies and related information are also available at
https://www.howardcomputers.com/support/warranties.cfm and https://www.howardcomputers.com/support/returnpolicy.cfm, or may be
obtained by calling 1-888-912-3151 or emailing webmaster@howardcomputers.com.
Page 233 of 238
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Jeff Montgomery Date: 06//12/24
Department: IT
Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Resolution
Under $5,000 No restrictions Not Required N/A N/A N/A
Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A
Greater than:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$15,000
Utilities - $10,001 - $15,000
Operational Budgeted Three Treasurer N/A N/A
Over $15,000/$50,000 Operational Budget* State Bid List or
Buying Group
Treasurer/Mayor N/A N/A
Over $15,000/$50,000 Operational Budgeted Bids Council Required Required
Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required
*Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an
approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution.
**Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of
the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases.
QUOTES
Vendor Name Vendor Quote
1. Howard Technology Solutions $ 199,791.80
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? Phase I - Police and City Hall
2. What is the total cost of the item or service? 199,791.80
3. How many do you need? 1
4. Item or Service Is: ☐ New ☐ Used ☒ Replacement ☐ Annual Request
5. Vendor Name (Lowest Quote): Howard Tech
6. Vendor Number: 23358
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? $250,000
3. Budget code: 001160- 50470
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 234 of 238
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-490
FROM: Jenny Opal Wilson, ASSISTANT CITY CLERK
SUBJECT: Application for Restaurant Liquor License by Robert J. Rider, Bistro
Foods LLC, d/b/a Café Viola, 51 South Church Street, Fairhope, AL
36532
AGENDA
DATE:
June 24, 2024
RECOMMENDED ACTION:
Approve Application for Restaurant Liquor License by Robert J. Rider, Bistro Foods,
LLC, d/b/a Café Viola, 51 South Church Street, Fairhope, AL 36532
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 235 of 238
CITY OF FAIRHOPE
P.O. DRAWER 429
FAIRHOPE, AL36533
251/928-2136
Revised 09/2013
JUN6'24AH10 :28 (J7Lv
ALCOHOLIC BEVERAGE LICENSE APPPLICATION
PLEASE PRINT
We hereby apply for a license to sell Alcoholic Beverages in the City of Fairhope or its Police Jurisdiction.
We agree to abide by all applicable Ordinances of the City , or any amendments to same, and to promptly
furnish all reports requi~y the City. .
APPLICANT'S NAME r Jr'oBETZT ✓-11' (}ER_ SSN# ________ _
AGE __ DATE OF BIRTH _ PLACE OF BIRTH 7:/J,emiAlb-lMlU, /4_,
MAILING ADDRESS 51 Sa,,-1-JJ [ht-l'Ch fl , .r}:;1 l!./lot:e1 AL 3/,.53 2-.
HOME# __________ WORK# ___________ _
CELL # ___________ FAX# ____________ _
RESIDENCE ADDRESS / 1 s No,o-H A 11 e F;:, 1 .e#crPE1 AL 31A53 z.
NO .YEARS AT PRESENT ADDRESS 7 l(~O.YEARS AT PREVIOUS ADDRESS /o ---
PREVIOUS ADDRESS ls::o2 bdq(}r //v-Pnb~ m1/lh~ /4-. 31,,.53 z..
NAME AND ADDRESS OF BUSINESS LA-Fe VloL/J ___:::...;;;...;. ______________ _
NAME OF CORPORATION '/3,517(.o h>oos LLC du-, &4.F£ VJ~/A
BUSINESS LOCATION .:51 gulf) Ch1.,,1Yh JT r.AIRfbPE/Al 3653-Z...
HAS APPLICANT EVER HAD AN ALCOHOLIC BEVERAGE LICENSE BEFORE q£S
IF so. WHERE m,.ehofk:'J A UNDER WHAT NAME ??. J3/s-1/'I:) LLL
1
HAS APPLICANT EVER BEEN ARRESTED /10 IF SO, WHERE ·--------
WHEN _____ WHATWAS CHARGE. _____________ _
DISPOSITION. _______________________ _
LIST THREE REFERENCES :
NAME ADDRESS
BSl-5 '/?oCICWEfLI.... l/JNE:.
F7-11;eHo?E:-1 AL .3t,,,.53z_
PHONE NUMBER
Page 236 of 238
City of Fairhope
Alcoholic Beverage
License Application
Page-2-
PLEASE SELECT TYPE OF LICENSE APPL YING FOR:
Revised 09/2013
__ 011 -PACKAGE STORE LICENSE -Allows sale of liquor, wine, or beer at Retail, TO GO
only. No one under age 21 allowed on premises. A liquor tax of 10% City Limits or 5% Police Jurisdiction is
due the 10th of each month on the purchase price paid for all liquor for use or resale by the licensee.
010-LOUNGE LIQUOR LICENSE -Allows sale of liquor, wine, or beer for on and off
--consumption. No one under age 21 allowed on the premises. A liquor tax of 10% City Limits or 5% Police
Jurisdiction Is due the 10th of each month on the purchase price paid for all liquor for use or resale by the
licensee.
031-CLUB LIQUOR LICENSE -Allows sale of liquor, wine, or beer but must meet ABC
--Board's "club" regulations. A liquor tax of 10% City Limits or 5% Police Jurisdidion is due the 10th of each
/ month on the purchase price paid for all liquor for use or resale by the licensee.
_ 020 -RESTAURANT LIQUOR LICENSE -Allows sale of liquor, wine, or beer for on-premises
consumption only and 51 o/o of gross receipts must come from the sale of food. A liquor tax of 10% City
Limits or 5% Police Jurisdiction is due the 10th of each month on the purchase price paid for all liquor for use
or resale by the licensee.
140 • SPECIAL EVENTS LICENSE
__ 160 -SPECIAL RETAIL LICENSE -More than 30 days
__ 040 • BEER ON/OFF PREMISES LICENSE -Allows sale of Beer Only, on and off consumption.
__ 050 • BEER OFF-PREMISES LICENSE -Allows sale of Beer Only, TO GO only .
__ 060 -WINE ON/OFF PREMISES LICENSE -Allows sale of Wine Only, on and off consumption.
__ 070 -WINE OFF-PREMISES LICENSE -Allows sale of Wine Only, TO GO, only.
100 -WINE WHOLESALER LICENSE
210 -WINE IMPORTER LICENSE
200 -WINE MANUFACTURER LICENSE
240 -NON-PROFIT TAX EXEMPT LICENSE
TO BE TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE.
DATE
NOT APPROVED
BY COUNCIL _C-ity-C-le_rk_ DATE __ _
APPROVED
BY COUNCIL _:-c--___ DATE
City Clerk ---
•• The Chief of Police only acquiring a background check on the owners, partners, or corporate officers of the
business for the City of Fairhope. The Alabama Alcoholic Beverage Control Board does a thorough Federal and
State background check before Issuing the License.
Page 237 of 238
INCORPORATION MEMBERS
Applicant: ~l577JC? fiot1s LLC d/blaf {./ir£ UoL/1
The following persons have a proprietary of profit interest in this business : (not needed for
corporations whose stock is traded on a recognized stock exchange)
Name. __ £:;___~___;;;__f/1_.:T_. _JrJ_1_d_~ _____ • Social Security Number _______ _
Date of Birth.______ __Age ____ Place of Birth ~//'r1?/,?7/2o1/JJ/ ~
Mailing Address 51 ~b/17 ChlA-"ch S77!.EE7 rAJ/2.ho?JE,,, Az 3~Z
Position with the Business. __ D._'>fl_M_'e:C-________ _.;.. _________ _
Telephone Number _______ _:Driver License N'umber_· ____ State ----,4L
Name. ______________ Social Security Number --------
Date ofBirth __________ Age ____ Place of Birth _,,_ ______ _
Mailing Address. _________________________ _
Position with the Business ---------------------
Telephone Number ________ Driver License Number _____ State ----
Narne ______________ .Social Security Number ---------
Date ofBirth __________ Age ____ Place of Birth _________ _
Mailing Address ------------------------
Position with the Business ---------------------
Telephone Number _______ ___;Driver License Number _____ State ___ _
Name ______________ Social Security Number --------
Date ofBirth _________ --'Age. _____ Place of Birth ----------
Mailing Address ___________________________ _
Position with the Business ·-------------------
Telephone Number ________ Driver License Number _____ State ----
Page 238 of 238