HomeMy WebLinkAbout10-28-2024 City Council Agenda Packet
CITY OF FAIRHOPE
CITY COUNCIL REGULAR AGENDA
Monday, October 28, 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 14th October 2024 Regular City Council Meeting and minutes
of 14th October 2024 Work Session
2. Report of the Mayor
3. Public Participation – Agenda Items – (3 minutes maximum)
4. Council Comments
5. Site Plan Review and Approval - Request of the Applicant, S.E. Civil, on behalf of
the Owner, FST Fargason, Peter, for Site Plan Approval of Aubergine. The
property is approximately 0.10 acres and is located at 315 De La Mare Avenue, #A.
PPIN #: 68209. (Planning Commission unanimously recommends approval of SR
24.04).
6. Site Plan Review and Approval - Request of the Applicant, Jade Consulting, LLC,
on behalf of the Owner, Encounter Development, LLC, for Site Plan Approval of
Sherwin Williams. The property is approximately 0.894 acres and is located on the
northeast corner of State Highway 181 and State Highway 104. PPIN #: 108453.
(Planning Commission unanimously recommends approval of SR 24.04).
7. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract
with Kimley-Horn and Associates, Inc. for Professional Engineering Services for
(RFQ PS24-028) for the City of Fairhope Comprehensive Safety Action Plan (US
Department of Transportation SS4A Grant) with a not-to-exceed amount of
$200,000.00.
8. Resolution – Appointing a Director to the Educational Building Authority of the City
of Fairhope, Alabama – St. Michael Catholic High School: reappoint Ellis Ollinger
for a term ending on the second Monday of November 2026.
9. Resolution - Adopt Transportation Plan Pursuant to the Rebuild Alabama Act
FY2025.
10. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute an
Agreement between the City of Fairhope and the State of Alabama, acting by and
through the Alabama Department of Transportation, for the installation,
maintenance, and operation of a traffic signal at the intersection of State Highway
181 at Narrowleaf Boulevard/Bay Meadows Road in Fairhope, Alabama.
Page 1 of 302
City Council Regular Meeting
October 28, 2024
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11. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute an
Agreement between the City of Fairhope and the State of Alabama, acting by and
through the Alabama Department of Transportation, for the installation,
maintenance, and operation of a traffic signal at the intersection of State Highway
181 at Threshing Boulevard in Fairhope, Alabama.
12. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute an
Agreement between the City of Fairhope and the State of Alabama, acting by and
through the Alabama Department of Transportation, for the installation,
maintenance, and operation of a traffic signal at the intersection of State Highway
181 at Rockwell in Fairhope, Alabama.
13. Resolution - That the City Council approves International Code Council Inc. to
perform Professional Consulting Services for 3rd Party Review of Construction
Documents for (RFQ PS25-007) for the Building Department, and hereby
authorizes Mayor Sherry Sullivan to execute a contract with a negotiated not-to-
exceed amount of $16,131.20.
14. Resolution - To Award (Bid No. 25-004) to CraneWorks, Inc. for CMC 72HD+Arbor
Pro or Equivalent with a bid proposal not-to-exceed $120,972.00.
15. Resolution - That the City of Fairhope approves the procurement for FY2025
Potting Soil Sungro MM830-F3B RSi from Sungro Horticulture Inc. as sole source
and manufacturer. The annual cost is estimated at $71,068.80.
16. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute Extension
No. 3 for Bid No. 039-21 for Three Year Pest Control with Redd Pest Solutions with
all terms and conditions as original bid award until December 20, 2024 to allow
time for a rebid of a new contract.
17. Resolution - That the City of Fairhope approves the procurement of CARUS 8700
Corrosion Inhibitor Water Treatment Chemical as the Sole Source Procurement
from distributor Alberty & Blakeney LLC, for an estimated annual amount of
$300,000.00 based on the option by the Code of Alabama 1975, Section 41-16-
51(13): "Contractual services and purchases of commodities for which there is only
one vendor or supplier and contractual services and purchases of personal
property which by their very nature are impossible to award by competitive
bidding."
18. Resolution - That the City of Fairhope approves the procurement of Hydrated Lime,
Chlorine, Hydrofluosilicic Acid (Fluoride), and Azone 15 (Bleach) from Hawkins,
Inc. for the Water Department and authorizes procurement based on the option
allowed by the Code of Alabama 1975, Section 41-16-51(b)(7). The estimated
annual cost for these chemicals is $250,000.00.
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City Council Regular Meeting
October 28, 2024
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19. Resolution - That the City of Fairhope approves the procurement of Liquid Lime for
water treatment as the Sole Source Procurement from Burnett Lime Company,
Inc., and authorizes procurement based on the option allowed by the Code of
Alabama 1975, Section 41-16-51(13): "Contractual services and purchases of
commodities for which there is only one vendor or supplier and contractual services
and purchases of personal property which by their very nature are impossible to
award by competitive bidding." The annual estimated cost will be $50,000.00.
20. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract
with Krebs Engineering for Repair and Painting of the Water Tank at Water
Treatment Plant No. 2 (RFQ PS25-005) with a not-to-exceed amount of
$55,000.00.
21. Resolution - That the City of Fairhope approves the procurement of a preventative
maintenance program annual contract for the UV Signa System from Trojan
Technologies Group ULC as the sole source, and authorizes procurement based
on the option by the Code of Alabama 1975, Section 41-16-51(13). The annual
cost is $19,649.00.
22. Resolution - That the Mayor and City Treasurer are hereby authorized and directed
to dispose of the personal property owned by the City of Fairhope, Alabama,
approximately 350 scrap brass water meters, by the following method: sold for
scrap or recycle at the highest offered value.
23. Resolution - That the City Council authorizes submittal to the ADECA Edward
Byrne Memorial JAG Fund in the amount of $50,000 with no matching funds
required. The funds will be used to purchase necessary tactical equipment for the
Police Department, including night vision, thermal vision and robot equipment.
24. Resolution - That the City of Fairhope approves the procurement of the Annual
Renewal of the VMWARE VSPHERE FOUNDATION 8 Support that is on Omnia
Partners (Contract #2018011-02) with SHI International Corporation and therefore
does not have to be let out for bid. The total amount not-to-exceed $33,860.32.
25. Resolution - That the City of Fairhope approves the procurement of the 2024
Lighting of the Trees stage, miscellaneous equipment, and labor to Sound
Associates, Inc. with a total not-to-exceed cost of $13,000.00 for the City of
Fairhope's Lighting of the Trees Celebration on November 21, 2024.
26. Request - Alyson Jackson requests on behalf of the Nall Foundation to use the
north end of Fairhope Pier Park on November 1, 2024, for Fred Nall Hollis, a
beloved local resident artist in Fairhope small memorial service with the setup of a
tent in the parking lot next to the duck pond and bridge with access to this area
from 12:00 p.m. to 6:00 p.m. (including setup, breakdown, cleanup, and electricity.)
The event will host 100 guests, and we will have three golf carts to transport guests
from the parking area to the tent. Light refreshments and finger food are provided.
Page 3 of 302
City Council Regular Meeting
October 28, 2024
Page - 4 -
27. Resolution - That the City Council adopts the following recommendation from the
Recreation Board for W. C. Majors Stadium if available with no rental fee
reductions: to increase the current rental of W. C. Majors Stadium to $4,000.00 per
day for any event being held on a Thursday, Friday or Saturday only; and this only
includes use of the field, paint, and scoreboard. No use of the jumbotron will be
allowed except by Fairhope Middle and High School.
28. Recommendation from the Recreation Board - That the City Council to approve
that Bayshore Tennis Team be allowed to use courts at the Mike Ford Tennis
Center for their fall season only, at a rate of $5.00 per player, per day, for 15 total
days, with current Resolution No. 5189-24 to go into effect immediately until June
1, 2025.
29. Reappointments - Recreation Board
30. Public Participation – (3 minutes maximum)
31. Adjourn
Next Regular City Council Meeting, Tuesday, November 12, 2024, 6:00 p.m. - City Council Chambers
Page 4 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-168
FROM: Lisa Hanks, CITY CLERK
SUBJECT: Approve minutes of 14th October 2024 Regular City Council Meeting
and minutes of 14th October 2024 Work Session
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
Approve minutes of 14th October 2024 Regular City Council Meeting and minutes of
14th October 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 5 of 302
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, 14 October 2024.
Present were Council President Pro Tempore Jack Burrell, Councilmembers:
Jimmy Conyers, and Jay Robinson, Mayor Sherry Sullivan, City Attorney Marcus E.
McDowell, and City Clerk Lisa A. Hanks. Council President Corey Martin and
Councilmember Boone were absent.
There being a quorum present, Council President Pro Tempore Burrell called
the meeting to order. The invocation was given by Councilmember Jimmy Conyers
and the Pledge of Allegiance was recited. Councilmember Conyers moved to approve
minutes of the 23 September 2024, regular meeting; minutes of the 23 September
2024, work session; and minutes of the 30 September 2024, special-called meeting.
Seconded by Councilmember Robinson, motion passed unanimously by voice vote.
Mayor Sullivan addressed the City Council and recognized the Electric
Department who sent a crew to Winter Park and then New Smyrna Beach after
Hurricane Milton hit Florida. She read a letter from one of the citizens from Winter
Park where our crew was dispatched to restore a power pole and electricity to the
neighborhood. The citizen said they did a great job and wanted to give an extra thank
you to the crew; and said we should be very proud.
Mayor Sullivan recognized Dave Friedel for being named “Airport Manager
of the Year” by The Aviation Council of Alabama for his many contributions to
improve, sustain, enhance and develop the Fairhope, Alabama airport. She said we
are fortunate to have Dave Friedel managing this critical and growing operation.
Mayor Sullivan thanked Mr. Friedel for his work with the airport.
The following individual spoke during Public Participation for Agenda Items:
1) Dev Wakeley, 8856 Lake View Drive, addressed the City Council
regarding Agenda Item Number 5: an Ordinance to amend Ordinance No.
1800: VI. Leave Policies, Section C. Sick Leave; specifically adding 10.
Paid Sick Leave Donation. He said this was a great idea and a good
practice.
Councilmember Conyers gave his condolences to the Ann Miller family. Ms.
Miller owned and operated M&F Causals in Fairhope. He said she will be missed.
Page 6 of 302
14 October 2024
Council President Pro Tempore Burrell said Right of Way approvals come
through Planning Department and the Planning Commission. He said their have been
several complaints from citizens regarding fiber companies.
Councilmember Conyers moved for final adoption of Ordinance No. 1813, an
ordinance to amend Ordinance No. 1800: VI. Leave Policies, Section C. Sick Leave:
specifically adding 10. Paid Sick Leave Donation. (Introduced at the City Council
Meeting on September 23, 2024) Seconded by Councilmember Robinson, motion for
final adoption passed by the following voice votes: AYE – Burrell, Conyers, and
Robinson. NAY - None.
Councilmember Conyers moved for final adoption of Ordinance No. 1814, an
ordinance to repeal and replace Ordinance No. 1756: Fairhope Code of Ordinances:
Article VI, Garbage and Trash Collection and Disposal – Section 21-75: Rates.
(Introduced at the City Council Meeting on September 23, 2024) Seconded by
Councilmember Robinson, motion for final adoption passed by the following voice
votes: AYE – Burrell, Conyers, and Robinson. NAY - None.
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the Public Improvements indicated herein
for Encounter Commercial Retail Center are hereby accepted for Public Maintenance
subject to the Bond posted; and authorizes Mayor Sherry Sullvan to execute the
Maintenance and Guaranty Agreement between the City of Fairhope and Encounter
Development, LLC. Seconded by Councilmember Robinson, motion passed
unanimously by voice vote.
RESOLUTION NO. 5207-24
WHEREAS, the Owners of Encounter Commercial Retail Center desire to have all
public streets and public right-of-ways dedicated on the plat filed for record in the
Probate Records of Baldwin County, Alabama, on Slides 2963-A, 2963-B, and 2963-
C and all Fairhope public utilities located in public right-of-ways accepted for
maintenance by the City of Fairhope, Alabama, and;
WHEREAS, the City of Fairhope, Alabama, has received notice from the engineers
of the project that the design and capacity of the public improvements have been
designed in conformance with City requirements, and;
WHEREAS, the Public Works Director has indicated that the improvements meet
City requirements, and;
WHEREAS, the City of Fairhope, Alabama, has received from the owners of
Encounter Commercial Retail Center, the maintenance bond for the public
improvements constructed for a period of 2 years, and;
Page 7 of 302
14 October 2024
NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF FAIRHOPE, ALABAMA that the public improvements indicated herein
for Encounter Commercial Retail Center are hereby accepted for public maintenance
subject to the bond posted; and authorizes Mayor Sherry Sullivan to execute the
Maintenance and Guaranty Agreement between the City of Fairhope and Encounter
Development, LLC (the “Subdivider”).
BE IT FURTHER RESOLVED this resolution of acceptance shall not obligate the
City of Fairhope to maintain any utility or drainage facilities outside the limits of the
right-of-way of the public streets, or any irrigation systems installed within the right-
of-way of public streets, whether or not such may be located within dedicated
easements in any of these developments.
Adopted this 14th day of October , 2024
_________________________________
Jack Burrell,
Council President Pro Tempore
Attest:
______________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the Public Improvements indicated herein
for Publix at Point Clear Center are hereby accepted for Public Maintenance subject
to the Bond posted; and authorizes Mayor Sherry Sullvan to execute the Maintenance
and Guaranty Agreement between the City of Fairhope and RW Battles, LLC.
Seconded by Councilmember Robinson, motion passed unanimously by voice vote.
*
*
*
Page 8 of 302
14 October 2024
RESOLUTION NO. 5208-24
WHEREAS, the Owners of Publix at Point Clear desire to have all Fairhope public
utilities dedicated on the plat filed for record in the Probate Records of Baldwin
County, Alabama, on Slides 2785-B and 2877-A accepted for maintenance by the
City of Fairhope, Alabama, and;
WHEREAS, the City of Fairhope, Alabama, has received notice from the engineers
of the project that the design and capacity of the public improvements have been
designed in conformance with City requirements, and;
WHEREAS, the Utilities Superintendents have indicated that the improvements meet
City requirements, and;
WHEREAS, the City of Fairhope, Alabama, has received from the owners of Publix
at Point Clear, maintenance bonds for the public improvements constructed for a
period of two (2) years, and;
NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF FAIRHOPE, ALABAMA that the public improvements indicated herein
for Publix at Point Clear are hereby accepted for public maintenance subject to the
bond posted; and authorizes Mayor Sherry Sullivan to execute the Maintenance and
Guaranty Agreement between the City of Fairhope and RW Battles, LLC (the
“Subdivider”).
BE IT FURTHER RESOLVED this resolution of acceptance shall not obligate the
City of Fairhope to maintain any utility or drainage facilities outside the limits of the
right-of-way of the public streets, whether or not such may be located within
dedicated easements in any of these developments
Adopted this 14th day of October , 2024
_________________________________
Jack Burrell,
Council President Pro Tempore
Attest:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 9 of 302
14 October 2024
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the Public Improvements indicated herein
for Overland Subdivision Phase 2 are hereby accepted for Public Maintenance subject
to the Bond posted; and authorizes Mayor Sherry Sullvan to execute the Maintenance
and Guaranty Agreement between the City of Fairhope and 68V Overland 2021,
LLC. Seconded by Councilmember Robinson, motion passed unanimously by voice
vote.
RESOLUTION NO. 5209-24
WHEREAS, the Owners of Overland Subdivision Phase II desire to have all public streets
and public right-of-ways dedicated on the plat filed for record in the Probate Records of
Baldwin County, Alabama, on Slide 2965-A, and all Fairhope public utilities located in
public right-of-ways accepted for maintenance by the City of Fairhope, Alabama, and;
WHEREAS, the City of Fairhope, Alabama, has received notice from the engineers of the
project that the design and capacity of the public improvements have been designed in
conformance with City requirements, and;
WHEREAS, the Public Works Director has indicated that the improvements meet City
requirements, and;
WHEREAS, the City of Fairhope, Alabama, has received from the owners of Overland
Subdivision Phase II, the maintenance bond for the public improvements constructed for a
period of 2 years, and;
NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF FAIRHOPE, ALABAMA that the public improvements indicated herein for Overland
Subdivision Phase II are hereby accepted for public maintenance subject to the bond posted;
and authorizes Mayor Sherry Sullivan to execute the Maintenance and Guaranty Agreement
between the City of Fairhope and 68V Overland 2021, LLC (the “Subdivider”).
BE IT FURTHER RESOLVED this resolution of acceptance shall not obligate the City of
Fairhope to maintain any utility or drainage facilities outside the limits of the right-of-way of
the public streets, or any irrigation systems installed within the right-of-way of public streets,
whether or not such may be located within dedicated easements in any of these developments.
Adopted this 14th day of October , 2024
_________________________________
Jack Burrell,
Council President Pro Tempore
Attest:
______________________________
Lisa A. Hanks, MMC
Page 10 of 302
City Clerk
14 October 2024
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the Public Improvements indicated herein
for The Flats at East Bay are hereby accepted for Public Maintenance subject to the
Bond posted; and authorizes Mayor Sherry Sullivan to execute the Maintenance and
Guaranty Agreement between the City of Fairhope and Stoa Construction, LLC.
Seconded by Councilmember Robinson, motion passed unanimously by voice vote.
RESOLUTION NO. 5210-24
WHEREAS, the Owners of The Flats at East Bay desire to have all Fairhope public utilities
located in public right-of-ways accepted for maintenance by the City of Fairhope, Alabama,
and;
WHEREAS, the City of Fairhope, Alabama, has received notice from the engineers of the
project that the design and capacity of the public improvements have been designed in
conformance with City requirements, and;
WHEREAS, the Water and Sewer Superintendent has indicated that the improvements meet
City requirements, and;
WHEREAS, the City of Fairhope, Alabama, has received from the owners of The Flats at
East Bay, a maintenance bond for the public improvements constructed for a period of 2
years, and;
NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF FAIRHOPE, ALABAMA that the public improvements indicated herein for The Flats at
East Bay are hereby accepted for public maintenance subject to the bond posted; and
authorizes Mayor Sherry Sullivan to execute the Maintenance and Guaranty Agreement
between the City of Fairhope and Stoa Construction, LLC (the “Subdivider”).
BE IT FURTHER RESOLVED this resolution of acceptance shall not obligate the City of
Fairhope to maintain any utility or drainage facilities outside the limits of the right-of-way of
the public streets, or any irrigation systems installed within the right-of-way of public streets,
whether or not such may be located within dedicated easements in any of these developments
Adopted this 14th day of October , 2024
______________________________
Jack Burrell,
Council President Pro Tempore
Attest:
______________________________
Lisa A. Hanks, MMC
Page 11 of 302
City Clerk
14 October 2024
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council authorizes the submission
of an FY 2025 Alabama Transportation Rehabilitation and Improvement Program-II
(ATRIP-II) grant application. The City has consistently identified the need to upgrade
the intersection of Volanta Avenue and Greeno Road, (U.S. Highway 98) for safety.
The total project cost is estimated to be $2,437,455.36, and if funded, the grant will
pay $2,000,000.00 with the City's portion being $437,455.36. Seconded by
Councilmember Robinson, motion passed unanimously by voice vote.
RESOLUTION NO. 5211-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That the City Council approves the submission of an
FY2025 Alabama Transportation Rehabilitation and Improvement Program-II
(ATRIP-II) grant application. The City has consistently identified the need to upgrade
the intersection of Volanta Avenue and Greeno Road, (U.S. Highway 98) for safety.
The total project cost is estimated to be $2,437,455.36, and if funded, the grant will
pay $2,000,000.00 with the City’s portion being $437,455.36.
ADOPTED ON THIS 14TH DAY OF OCTOBER, 2024
_____________________________
Jack Burrell,
Council President Pro Tempore
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the FY2025
Annual Flower Procurement. The total cost not-to-exceed $150,000.00. There are
multiple vendors and the times of procurement vary. This procurement is allowed
pursuant to Resolution No. 1650-10 adopted in May 2010 that declares flowers as
Unique "Like Items" and the extension of this categorization to include any cultivated
Page 12 of 302
varieties, differentiated by scientific name. Seconded by Councilmember Robinson,
motion passed unanimously by voice vote.
14 October 2024
RESOLUTION NO. 5212-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That the City of Fairhope approves the FY2025 Annual Flower
Procurement. The total cost not-to-exceed $150,000.00. There are multiple vendors and the times of
procurement vary. This procurement is allowed pursuant to Resolution No. 1650-10 adopted in May
2010 that declares flowers as Unique “Like Items” and the extension of this categorization to include
any cultivated varieties, differentiated by scientific name.
ADOPTED ON THIS 14TH DAY OF OCTOBER 2024
________________________________
Jack Burrell,
Council President Pro Tempore
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council hereby authorizes Mayor
Sherry Sullivan to execute an Agreement for Acceptance and Processing of Single
Stream Recyclables between the Emerald Coast Utilities Authority and the City of
Fairhope and the Emerald Coast Utilities Authority. The Agreement is intended as a
temporary arrangement and does not establish any long-term or binding obligation
beyond the terms outlined. Either Party may terminate this Agreement at any time for
convenience with thirty (30) days written notice. Seconded by Councilmember
Robinson, motion passed unanimously by voice vote.
RESOLUTION NO. 5213-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City Council hereby authorizes Mayor Sherry Sullivan to execute an Agreement
for Acceptance and Processing of Single Stream Recyclables between the Emerald Coast Utilities
Authority and the City of Fairhope. The Agreement is intended as a temporary arrangement and does
not establish any long-term or binding obligation beyond the terms outlined. Either Party may
terminate this Agreement at any time for convenience with thirty (30) days written notice.
Adopted on this 14th day of October, 2024
________________________________
Jack Burrell,
Council President Pro Tempore
Attest:
Page 13 of 302
______________________________
Lisa A. Hanks, MMC
City Clerk
14 October 2024
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council approves the selection of
Southeastern Archaeological Research, LLC. to perform Professional Consulting
Services for (RFQ PS25-001) Architectural Historian Services for an Architectural
History Review of K-1 Center; and authorizes Mayor Sherry Sullivan to execute a
Contract with a not-to-exceed fee of $8,720.00. This is to meet the requirements
stated by the Alabama Historic Commission. Seconded by Councilmember Robinson,
motion passed unanimously by voice vote.
RESOLUTION NO. 5214-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that the City Council approves the selection of
Southeastern Archaeological Research, LLC. to perform Professional Consulting
Services for (RFQ PS25-001) Architectural Historian Services for an Architectural
History Review of K-1 Center; and authorizes Mayor Sherry Sullivan to execute a
Contract with a not-to-exceed fee of $8,720.00. This is to meet the requirements
stated by the Alabama Historic Commission.
ADOPTED ON THIS 14TH DAY OF OCTOBER 2024
_______________________________
Jack Burrell,
Council President Pro Tempore
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution to award (Bid No. 24-063) to Image Solutions
USA for Flame Resistant (FR) Uniform Pants Annual Contract with an annual
contract amount not-to-exceed $35,000.00. Seconded by Councilmember Robinson,
motion passed unanimously by voice vote.
*
Page 14 of 302
*
14 October 2024
RESOLUTION NO. 5215-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids for Bid No. 24-063
Flame Resistant (FR) Uniform Pants Annual Contract at 555 South Section Street,
City of Fairhope offices, Fairhope, Alabama.
[2] At the appointed time and place, four (4) responsive bids were received and
tabulated as follows:
CONTRACATOR BASE BID
Image Solutions USA $35,000.00
[3] After evaluating the bid with required specifications, Image Solutions USA is now
awarded Bid No. 24-063 Flame Resistant (FR) Uniform Pants Annual Contract for
City of Fairhope employees of the Electric Department, Gas Department, Meter
Department, and Public Works as needed with a bid proposal not-to-exceed
$35,000.00.
DULY ADOPTED THIS 14TH DAY OF OCTOBER, 2024
_____________________________
Jack Burrell,
Council President Pro Tempore
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council to reject all bids (Bid No.
24-064) to procure Pest Control Services Annual Contract, and authorize the re-bid
under Code of Alabama 1975, Section 41-16-57(d). Seconded by Councilmember
Robinson, motion passed unanimously by voice vote.
Page 15 of 302
14 October 2024
RESOLUTION NO. 5216-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City Council to reject all bids (Bid No. 24-064) to procure Pest Control Services
Annual Contract; and authorize the re-bid under Code of Alabama 1975, Section 41-16-57(d).
ADOPTED ON THIS 14TH DAY OF OCTOBER 2024
____________________________
Jack Burrell,
Council President Pro Tempore
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the award of
the Request for Quotes for Labor, Equipment, and Incidentals for the New Water
Main for Flying Creek Nature Preserve John Martin Nature Center to S.C. Stagner
Contracting, Inc. for a not-to-exceed project cost of $37,238.00, plus an additional
allocation of not-to-exceed $24,000.00 to the Water Utility to replace materials
consumed in the project. Seconded by Councilmember Robinson, motion passed
unanimously by voice vote.
RESOLUTION NO. 5217-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City of Fairhope approves the award of the Request for Quotes for Labor,
Equipment, and Incidentals for the New Water Main for Flying Creek Nature Preserve John Martin
Nature Center to S.C. Stagner Contracting, Inc. for a not-to-exceed project cost of $37,238.00, plus an
additional allocation of not-to-exceed $24,000.00 to the Water Utility to replace materials consumed in
the project.
ADOPTED ON THIS 14TH DAY OF OCTOBER, 2024
_________________________
Jack Burrell,
Council President Pro Tempore
Attest:
_____________________________
Page 16 of 302
Lisa A. Hanks, MMC
City Clerk
14 October 2024
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution to award (Bid No. 24-058) to Morrow Water
Technologies for Fairhope Water System Test Well Project for the not-to-exceed
amount of $1,224,542.00. Seconded by Councilmember Robinson, motion passed
unanimously by voice vote.
RESOLUTION NO. 5218-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids for Bid No. 24-058 Fairhope
Water System Test Well Project at 555 South Section Street, City of Fairhope offices,
Fairhope, Alabama.
[2] At the appointed time and place, two (2) responsive bids were received and tabulated as
follows:
CONTRACATOR BASE BID
Morrow Water Technologies $1,224,542.00
J & P Construction Co., Inc.$1,711,380.00
[3] After evaluating the bid with required specifications, Morrow Water Technologies is now
awarded Bid No. 24-058 Fairhope Water System Test Well Project with a bid proposal not-
to-exceed $1,224,542.00.
DULY ADOPTED THIS 14TH DAY OF OCTOBER, 2024
______________________________
Jack Burrell,
Council President Pro Tempore
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council approves the selection by
Mayor Sherry Sullivan for Professional Engineering Services for (RFQ PS25-005) for
the Repair and Painting of the Water Tank at Water Treatment Plant No. 2 to Krebs
Engineering; and hereby authorizes Mayor Sullivan to negotiate the not-to-exceed fee
Page 17 of 302
to be approved by Council. Seconded by Councilmember Robinson, motion passed
unanimously by voice vote.
14 October 2024
RESOLUTION NO. 5219-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City Council approves the selection by Mayor Sherry Sullivan for
Professional Engineering Services for (RFQ PS25-005) for the Repair and Painting of the
Water Treatment Plant No. 2 to Krebs Engineering; and hereby authorizes Mayor Sullivan to
negotiate the not-to-exceed to be approved by Council.
ADOPTED ON THIS 14TH DAY OF OCTOBER 2024
_______________________________
Jack Burrell,
Council President Pro Tempore
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council to reject all bids (Bid No.
24-041) to procure Wastewater Treatment Plant Grit Removal Equipment; under
Code of Alabama 1975, Section 41-16-57(d). Seconded by Councilmember
Robinson, motion passed unanimously by voice vote.
RESOLUTION NO. 5220-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City Council to reject all bids (Bid No. 24-041) to Procure Wastewater
Treatment Plant Grit Removal Equipment; under Code of Alabama 1975, Section 41-16-
57(d).
ADOPTED ON THIS 14TH DAY OF OCTOBER 2024
____________________________
Jack Burrell,
Council President Pro Tempore
Attest:
Page 18 of 302
_____________________________
Lisa A. Hanks, MMC
City Clerk
14 October 2024
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council to reject all bids (Bid No.
24-051) to procure Wastewater Treatment Plant Screening Equipment Rebid; under
Code of Alabama 1975, Section 41-16-57(d). Seconded by Councilmember
Robinson, motion passed unanimously by voice vote.
RESOLUTION NO. 5221-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City Council to reject all bids (Bid No. 24-051) to Procure
Wastewater Treatment Plant Screening Equipment Rebid; under Code of
Alabama 1975, Section 41-16-57(d).
ADOPTED ON THIS 14TH DAY OF OCTOBER 2024
_________________________
Jack Burrell,
Council President Pro Tempore
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized
to execute a contract amendment with Thompson Engineering, Inc. for (RFQ PS003-
22) Request for Qualifications Professional Engineering Services - Lift Station and
Force Main Improvements for the Sewer Department to add additional Construction
Engineering and Inspection fees for a not-to-exceed cost of $25,100.00. The new
contract total will be $294,100.00. Seconded by Councilmember Robinson, motion
passed unanimously by voice vote.
*
Page 19 of 302
*
14 October 2024
RESOLUTION NO. 5222-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a contract amendment
with Thompson Engineering, Inc. for (RFQ PS003-22) Request for Qualifications Professional
Engineering Services - Lift Station and Force Main Improvements for the Sewer Department to
add additional Construction Engineering and Inspection fees for a not-to-exceed cost of
$25,100.00. The new contract total will be $294,100.00.
ADOPTED ON THIS 14TH DAY OF OCTOBER, 2024
________________________________
Jack Burrell,
Council President Pro Tempore
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council hereby authorizes Mayor
Sherry Sullivan to execute the First Amendment to the Utility Connection Agreement
between the City of Fairhope and Corte, Cave/Mitchell 1, LLC. Seconded by
Councilmember Robinson, motion passed unanimously by voice vote.
RESOLUTION NO. 5223-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City Council hereby authorizes Mayor Sherry Sullivan to execute the First
Amendment to Utility Connection Agreement between the City of Fairhope and Corte,
Cave/Mitchell 1, LLC.
ADOPTED THIS 14TH DAY OF OCTOBER, 2024
________________________________
Jack Burrell,
Council President Pro Tempore
Attest:
Page 20 of 302
_____________________________
Lisa A. Hanks, MMC
City Clerk
14 October 2024
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the
procurement of the Annual Renewal of the Microsoft 365 Licenses that is on Omnia
Partners (Contract #2018011-02) with SHI International Org. and therefore does not
have to be let out for bid. The total amount not-to-exceed $84,720.71. Seconded by
Councilmember Robinson, motion passed unanimously by voice vote.
RESOLUTION NO. 5224-24
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 the Annual Renewal of the
Microsoft 365 Licenses that is on Omnia Partners (Contract #2018011-02) with SHI
International Org. and therefore does not have to be let out for bid. The total amount
not-to-exceed $84,720.71.
ADOPTED ON THIS 14TH DAY OF OCTOBER, 2024
____________________________
Jack Burrell,
Council President Pro Tempore
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council hereby approves and
authorizes Mayor Sherry Sullivan to execute a Memorandum of Understanding
(“MOU”) between the Baldwin County Commission, Baldwin County Sheriff’s
Office, and the City of Fairhope, which outlines the purpose, goals, objectives, and
procedures for the administration of the School Resource Officer (“SRO”) Program at
Baldwin County Public Schools. Seconded by Councilmember Robinson, motion
passed unanimously by voice vote.
Page 21 of 302
*
*
14 October 2024
RESOLUTION NO. 5225-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, that the City Council hereby approves and authorizes Mayor Sherry Sullivan to execute a
Memorandum of Understanding (“MOU”) between the Baldwin County Commission, Baldwin County
Sheriff’s Office, and the City of Fairhope, which outlines the purpose, goals, objectives, and
procedures for the administration of the School Resource Officer (“SRO”) Program at Baldwin County
Public Schools.
ADOPTED ON THIS 14TH DAY OF OCTOBER, 2024
________________________________
Jack Burrell,
Council President Pro Tempore
Attest:
______________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the use of
funds from the McKesson Alabama Settlement to sponsor three local educators to
attend the CADCA National Leadership Forum in 2025. CADCA is a nonprofit
organization that strives to create healthy, safe, and drug-free communities. The
amount requested for tickets, flights, registration, and hotel is $8,901.00. Seconded by
Councilmember Robinson, motion passed unanimously by voice vote.
RESOLUTION NO. 5226-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, that the City of Fairhope approves the use of funds from the McKesson Alabama
Settlement to sponsor three local educators to attend the CADCA National Leadership Forum in 2025.
CADA is a nonprofit organization that strives to create healthy, safe, and drug-free communities. The
amount requested for tickets, flights, registration, and hotel is $8,901.00.
ADOPTED ON THIS 14TH DAY OF OCTOBER, 2024
______________________________
Jack Burrell,
Council President Pro Tempore
Attest:
Page 22 of 302
______________________________
Lisa A. Hanks, MMC
City Clerk
14 October 2024
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the Fairhope City Council hereby
authorizes Mayor Sherry Sullivan, on behalf of the City of Fairhope, to send Baldwin
County Board of Education a Letter of Intent to purchase the property known as the
“Anna T. Jeanes School Property” located at Twin Beech and Section Street,
Fairhope, Alabama. Seconded by Councilmember Robinson, motion passed
unanimously by voice vote.
RESOLUTION NO. 5227-24
WHEREAS, the City of Fairhope is desirous of purchasing the Baldwin County
Board of Education’s (“BCBE”) property located at the intersection of Twin Beech
and Section Street known as “Anna T. Jeanes School Property;” and
WHEREAS, the City of Fairhope has contributed and provided capital contributions
for construction and renovation in addition to annual cash contributions and services
to Baldwin County School System; and
WHEREAS, the City of Fairhope is willing to take on the responsibility, the removal
of liability and obligations by BCBE; and other financial investments as
compensation for this transaction.
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That the Fairhope City Council hereby authorizes Mayor
Sherry Sullivan, on behalf of the City of Fairhope, to send Baldwin County Board of
Education a Letter of Intent to purchase the property known as the “Anna T. Jeanes
School Property” located at Twin Beech and Section Street, Fairhope, Alabama.
Adopted on this 14th day of October, 2024
______________________________
Jack Burrell,
Council President Pro Tempore
Attest:
______________________________
Lisa A. Hanks, MMC
Page 23 of 302
City Clerk
14 October 2024
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized
to execute Extension No. 2 for RFQ No. PS019-22 Professional Consulting Services
for Grants and Grant Management with Grant Management, LLC with all terms and
conditions as original bid award; and extend the contract until October 17, 2025 with
a not-to-exceed annual amount of $24,000.00. Seconded by Councilmember
Robinson, motion passed unanimously by voice vote.
RESOLUTION NO. 5228-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to
execute Extension No. 2 for RFQ No. PS019-22 Professional Consulting Services for
Grants and Grant Management with Grant Management, LLC with all terms and
conditions as original bid award; and extend the contract until October 17, 2025 with
a not-to-exceed annual amount of $24,000.00.
ADOPTED ON THIS 14TH DAY OF OCTOBER, 2024
_______________________________
Jack Burrell,
Council President Pro Tempore
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution to approve the 2024 - 2025 Holidays. Seconded
by Councilmember Robinson, motion passed unanimously by voice vote.
*
Page 24 of 302
*
14 October 2024
RESOLUTION NO. 5229-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, THAT THE FOLLOWING 2024 – 2025 HOLIDAYS
WILL BE OBSERVED BY ALL CITY PERSONNEL EXCEPT EMERGENCY
EMPLOYEES:
Veterans Day Holiday - Monday, November 11, 2024
Thanksgiving Holidays - Thursday & Friday, November 28 & 29, 2024
Christmas Holidays - Tuesday & Wednesday, December 24 & 25, 2024
New Year’s Day - Wednesday, January 1, 2025
Martin Luther King, Jr. - Monday, January 20, 2025
Mardi Gras Day - Tuesday, March 4, 2025
Memorial Day - Monday, May 26, 2025
Juneteenth Day - Thursday, June 19, 2025
Independence Day - Friday, July 4, 2025
Labor Day - Monday, September 1, 2025
DULY ADOPTED THIS 14TH DAY OF OCTOBER, 2024
________________________________
Jack Burrell,
Council President Pro Tempore
Attest:
____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers moved to grant the request of Darnelle Wolf with
Baldwin County Humane Society requesting permission to close streets in downtown
Fairhope on Thursday, October 24, 2024, from 5:00 p.m. to 7:00 p.m. for the
Fairhope Witches Ride 2024. The ride will begin and end at Coastal Alabama
Community College Amphitheater. This whimsical bike ride benefits local animal
Page 25 of 302
rescue and helps animals throughout our area. Seconded by Councilmember
Robinson, motion passed unanimously by voice vote.
14 October 2024
Councilmember Conyers moved to grant the request of Friends of the
Halstead, Inc. for a Street Closure on School Street between Morphy Avenue and
Fairhope Avenue for Live at Five for Concert at Halstead Amphitheater for bus and
truck parking on November 8, 2024. Seconded by Councilmember Robinson, motion
passed unanimously by voice vote.
City Council reviewed an application for a Special Events Retail License by
Kamal Constantine, Southern Buyers Group, LLC, d/b/a Piggly Wiggly Wine Walk,
October 18, 2024, 111 St. James Avenue, Fairhope, AL 36532. Councilmember
Conyers moved to approve the issuance of the license. Seconded by Councilmember
Robinson, motion passed unanimously by voice vote.
City Council reviewed an application for a Restaurant Liquor License by
Garrett Deluca, Market by the Bay Fairhope LLC, d/b/a Market by the Bay Fairhope,
located 7 S. Church St., Suite C, Fairhope, AL 36532. Councilmember Conyers
moved to approve the issuance of the license. Seconded by Councilmember
Robinson, motion passed unanimously by voice vote.
Councilmember Conyers moved to reappoint Danielle Mashburn-Myrick and
Miranda Schrubbe retroactively for second terms which began January 1, 2023 and
will end December 31, 2025; to reappoint P. J. Hannon retroactively for second term
which began January 1, 2024 and will end December 31, 2026; to reappoint Joe
Kelley for a second term which will begin January 1, 2025 and will end December
31, 2027; and to appoint Vickie Watterson Bailey for first term which will begin
January 1, 2025 and will end December 31, 2027. Seconded by Councilmember
Robinson, motion passed unanimously by voice vote.
The following individuals spoke during Public Participation for Non-Agenda
Items:
1) Mary Kelley, 19535 South Ingleside, addressed the City Council regarding an
issue with not being able to build an RV cover.
2) Brian Dasinger, 115 Keplar Place, addressed the City Council regarding the Faith
Family Freedom Fest scheduled for Saturday, October 19, 2024, at 11:00 a.m. He
said this is a family event with free food.
3) Donna Allsup, 11623 County Road One, addressed the City Council and asked,
“when are you going to take action; and what about a follow up from the last
meeting.”
Councilmember Conyers mentioned the Fairhope Public Library Board adopted
policies based on the State’s mandate; and submitted those to the State for
approval.
Page 26 of 302
14 October 2024
Mayor Sullivan said she sent a letter to the Department of Homeland Security
and to the Department of Justice; and read the following:
“I am writing to express serious concerns regarding an immigration issue that has
recently surfaced within the City of Fairhope. Given the importance of this
matter, I am writing to seek your assistance in finding answers for myself and the
citizens of Fairhope.
In recent months, public concerns have been raised related to the parole program
for Cubans, Haitians, Nicaraguans, and Venezuelans (CHNV). Specifically,
within Fairhope, there have been rumors of Haitian immigrants being placed by
the Department of Homeland Security (DHA) within our City.
While the City of Fairhope remains committed to enforcing immigration laws, far
too often, federal policies place an undue burden on our local resources, which
are already stretched far too thin. Our country has a proud tradition of providing
refuge for those fleeing oppression and seeking the American dream. However,
we also have an obligation to ensure that our nation’s immigration policies do not
create additional strains on local governments or jeopardize the safety and well-
being of citizens.
Therefore, should DHS intend to place migrants within the City of Fairhope, I
strongly recommend and encourage that our local government be given the
opportunity to engage in the decision-making process before such decisions are
made to ensure resources are adequately met for our citizens and immigrants
alike. As Mayor, I am hopeful that you can provide answers, negate
misinformation, and ensure that meaningful consultation related to decisions that
impact our local community occurs.
I look forward to hearing from you and thank you in advance for your time and
attention to this matter.”
Mayor Sullivan said she sent this letter to Senator Katie Britt, Senator Tommy
Tuberville, Representative Jerry Carl, Representative Barry Moore, Senator Chris
Elliott, and Representative Jennifer Fidler. Mayor Sullivan said Governor Kay
Ivey sent letters to President Biden and Vice President Harris. Councilmember
Robinson had a conference call with Senator Tommy Tuberville; and the
consensus was to communicate with local government. Council President Pro
Tempore explained what the Council or Mayor could do without the whole body
of Council.
4) Doug Greengard, 311 Wakefield Avenue, addressed the City Council and
questioned why the letter was not shared sooner. He said this is vital information
that needed to be shared. Mr. Greengard said Council President Martin should
apologize to the citizens.
Page 27 of 302
5) Lynn Ellis, 312 Majestic Beauty Avenue, addressed the City Council regarding a
friend’s car that was broken into, the person slept in the car; and could not speak
English. Ms. Ellis said it was a trailer park just past Old Tyme Feed.
Councilmember Conyers said she need to file a Police Report; and we need to
enforce sleeping overnight in cars. Councilmember Conyers said he as seen an
increase in transients over the past year.
14 October 2024
Councilmember Robinson commented there is no evidence that any immigrants
have come to the City of Fairhope.
Councilmember Conyers moved to adjourn the meeting. Seconded by
Councilmember Robinson, motion passed unanimously by voice vote.
There being no further business to come before the City Council, the
meeting was duly adjourned at 7:05 p.m.
Jack Burrell,
Council President Pro Tempore
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 28 of 302
STATE OF ALABAMA ) (
:
COUNTY OF BALDWIN ) (
The City Council met in a Work Session
at 4:30 p.m., Fairhope Municipal Complex Council Chamber,
161 North Section Street, Fairhope, Alabama 36532,
on Monday, 14 October 2024.
Present were Council President Pro Tempore Jack Burrell, Councilmembers:
Jimmy Conyers, and Jay Robinson, Mayor Sherry Sullivan, City Attorney Marcus E.
McDowell, Attorney Christopher S. Williams, and City Clerk Lisa A. Hanks. Council
President Corey Marting and Councilmember Kevin Boone were absent.
Council President Pro Tempore Burrell called the meeting to order at 4:30 p.m.
The following topics were discussed:
•The first item on the Agenda was the Discussion of Alabama Department of
Transportation: Agreement for the Installation and/or Operation and/or Maintenance of
Traffic Control Signals and/or Roadway Lighting by City Engineer Richard Johnson.
He explained these three traffic signals are on State Highway 181. Councilmember
Robinson asked about certification or hire someone with certification. Mr. Johnson
replied this would be the cheapest way to handle. Council President Pro Tempore
Burrell asked City Clerk Lisa Hanks to forward to the next City Council agenda.
•The next item on the Agenda was the Parking Authority Presentation by Chairman
Bryan Flowers. He commented Chief Hollinghead has been great for insight and
information. Mr. Flowers presented the Power Point Presentation regarding Arts Alley
Parking initiative. (See attached Power Point Presentation) He said they want to have
their boots on the ground by visiting each downtown merchants and give them
postcards to hand out about Arts Alley Parking. Mr. Flowers said they would do a
follow up for Arts Alley Parking. Council President Pro Tempore Burrell said he liked
it and it is a great initiative. Councilmember Robinson as was their any way to
incentivize parking.
•The Impact Fee Study Presentation was next on the Agenda. Building Official Erik
Cortinas and Ben Griffin from TischlerBise. Mr. Cortinas explained the fees and fee
schedule. Mr. Griffin sent through the Power Point Presentation called “Impact Fee
Study Update” and answered any questions. (See attached Power Point Presentation)
Councilmember Burrell questioned multi-family fees and the reduction.
Mr. Cortinas said the fees are routed to separate accounts: Fire, Parks, Police, and
Transportation. He commented renovations are pro-rated. Mr. Cortinas said the only
category that did not increase was multi-family units. He said the maps will help
citizens because they do not know where the City stops or begins. Mr. Cortinas said he
hopes to have the draft ordinance at the first meeting in November and begin charging
new fees in January 2025.
•Councilmember Robinson said the Historic Preservation Commission will have their
first meeting this week.
•Council President Pro Tempore Burrell gave an update on the Fairhope Airport
Authority; and said the new FBO begins October 15, 2024.
Page 29 of 302
Monday, 23 September 2024
Page -2-
•City Engineer Richard Johnson addressed Agenda Items No. 11, No. 14, No. 17, and
No. 22; and answered any questions if needed.
•Gas Superintendent Wes Boyett addressed the City Council regarding Agenda Item No.
15; and answered any questions if needed.
•Water and Wastewater Director Daryl Morefield addressed the City Council regarding
Agenda Items No. 18 through No. 21; and answered any questions if needed.
•Electric Superintendent Ben Patterson addressed the City Council regarding Agenda
Item No. 15; and answered any questions if needed.
Mr. Patterson said Monday Florida Power reached out to the Mayor for help. He said
we sent an Electric Crew to Winter Park, Florida; and then went to New Smyrna Beach.
•Development Services Manager Mike Jeffries addressed the City Council regarding
Agenda Items No. 7 through No. 10; and answered any questions if needed.
•Community Affairs Director Paige Crawford addressed the City Council and gave an
update on the Working Water Front Project. She said the pier will be closed on
Wednesday morning for work on the new pier hand rails. Ms. Crawford gave a shout
out to the Arts and Crafts Foundation. She mentioned the Homecoming Parade on
Wednesday, the Witches Ride on Thursday, and Downtown Trick or Treat on Saturday.
•IT Systems Administrator Sean Spratlin addressed the City Council regarding Agenda
Item No. 24; and answered any questions if needed.
•Mayor Sherry Sullivan addressed the City Council regarding Agenda Items No. 23 and
No. 27; and answered any questions if needed.
•Police Chief Stephanie Hollinghead addressed the City Council regarding Agendas Item
No. 25, No. 26, No. 32, and No. 33; and answered any questions if needed.
•City Treasurer Kim Creech addressed the City Council regarding Agenda Items No. 6
and No. 28; and answered any questions if needed.
•Human Resources Director Hannah Noonan addressed the City Council regarding
Agenda Item No. 5; and answered any questions if needed.
•Assistant Public Works Director John Thomas addressed the City Council regarding
Agenda Items No. 12, No. 13 and No. 16; and answered any questions if needed.
There being no further business to come before the City Council, the meeting
was duly adjourned at 6:00 p.m.
Jack Burrell,
Council President Pro Tempore
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 30 of 302
Parking Authority City Council
Presentation
Page 31 of 302
Fairhope Parking Authority Key Initiatives
Public Relations Efforts
Work closely with the City of
Fairhope to develop &implement
public relations strategies
Social media plan to promote Arts
Alley Parking and all parking lots
Article in City Sketches newsletter
featuring results of our parking
study;upcoming plans to improve
Arts Alley Parking with quarterly
cleanings and staining;explanation
about Arts Alley Parking alleviating
traffic by those who continuously
circle;nice pictures of Arts Alley
Parking
Expanding city holiday events to
include Arts Alley Parking such as
Christmas,Easter (egg hunt),
Halloween (trick or treating),and
Mardi Gras
Using temporary digital signage on
Fairhope Avenue and Section Street
to promote Arts Alley Parking
Enhancing the City Shuttle
Service
Prescribed stops between the
Police Station and Civic Center
crosswalks,Library,K1 area,and
the Arts Alley Parking
Signage at each stop that
highlights the “Arts Alley Parking”
brand
Revitalizing golf cart shuttles with
custom wrap from the Arts Alley
Parking artwork
Strengthen Relationships
with Downtown Merchants
Parking Authority members will visit
downtown merchants individually to
keep them updated on our initiatives
including the City Shuttle,the
parking study,loading zones,and
encouraging parking in the Arts Alley
Parking for employees and
customers
Merchants will give Arts Alley
Parking postcards to customers
Postcards will also be available in the
Welcome Center
Future,Long-Term Initiatives
One-way streets
Delivery Unloading Zones
-Push for optimal times
-Enforcement
Create and Promote the
“Arts Alley Parking”Brand
Safe,clean,and accessible
Use “Arts Alley Parking”instead of
“parking garage”
Page 32 of 302
Appendix
Page 33 of 302
Arts Alley Parking Analysis Summary
•The objective of the study is to determine how often the parking garage is utilized. The committee
wanted to determine the number of open parking spaces that are open for people to park in.
•The survey was conducted from May 9-June 1 and June 17-July 31, 2024. A total of 108 surveys were
completed.
•There are 90 hotel designated parking spaces and 150 for the general public (we did not include
handicap and electric vehicle charging station parking spots).
•The committee counted all open spots during the survey. The hotel open parking spots were separated
from general parking open spots.
•The surveys were conducted Monday through Saturday (we excluded Sundays because the downtown
area is not that busy as many businesses are closed).
•Survey times were 11:00 am, 2:00 pm, 4:00 pm and 7pm
•Survey Summary Findings:
o In May, 74% of the hotel parking spots were open for parking, equating to 66 spaces available to
park in
o In June and July, 70% of the hotel parking spots were open for parking, equating to 63 spaces
available to park in
o In May, 43% of the general parking spots were open for parking, equating to 65 spaces available to
park
o In June and July, 41% of the general parking spots were open for parking, equating to 62 spaces
available to park in
•Survey finding by day of week:
o For the hotel,there were an average of 67 spots open on Monday, 62 on Tuesday, Wednesday and
Friday, 65 on Thursday and 64 on Saturday
o For the general public parking spots, there were 75 spots open on Monday, 66 on Tuesday, 57 on
Wednesday, 60 on Thursday, 54 on Friday and 63 on Saturday
•In conclusion, our committee believes the parking garage has plenty of parking spots available for the
general public to park in. At any given time there are approximately 65 general open parking spaces.
The hotel also has about 65 open parking spaces.
Page 34 of 302
Public Parking Post Card Overview Front/Back
Page 35 of 302
Fairhope, Alabama
October 14, 2024
Impact Fee Study Update
Page 36 of 302
2
Overview
•Impact Fee Basics
•Land Use Assumptions
•Impact Fee Components
•Fire
•Parks and Recreation
•Police
•Transportation
•Fee Summary
Page 37 of 302
3
Impact Fee Basics
•One-time payment for growth-related infrastructure, usually
collected when building permits are issued
•Can’t be used for operations, maintenance, or replacement
•Level of service (LOS) may not exceed what is provided to
existing development
•Three requirements
•Need
•Growth
•Infrastructure (system improvements, not project-level improvements)
•Benefit
•Short range expenditures
•Geographic service areas and/or benefit districts
•Proportionate to demand
DRAFT
Page 38 of 302
4
Impact Fee Methodologies
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•Cost Recovery Approach (Past)
•Future development is “buying in” to the cost the community has already incurred to
provide growth-related capacity
•Common in communities approaching buildout
•Incremental Expansion Approach (Present)
•Formula-based approach based on existing levels of service
•Fee based on current cost to replicate existing levels of service (i.e., replacement cost)
•Plan-Based Approach (Future)
•Usually reflects an adopted CIP or master plan
•Growth-related costs are more refined
DRAFT
Page 39 of 302
5
Evaluate Need for Credits
•Site specific
•Developer constructs a capital facility included in fee calculations
•Debt service
•Avoid double payment due to existing or future bonds
•Dedicated revenues
•Property tax, local option sales tax, gas tax, etc.
DRAFT
Page 40 of 302
6
Service Area DRAFT
Fairhope will collect impact fees within the city limits.6THAVEBAYSTSOUTH LAND BLVD
OAKWOOD LN LA KE VIEW DR DOVERSTGUNNISON RDOAKWOODAVEECHO LN W
GREENO RDWENTWORTH STCONFEDERATERESTRDOLD MARLOW RD
BALDWIN LN
CLAY CITY RDWOODLANDDRGREENO RDCLUBDRLENNOXSQSILAGE DR
WINDMILL RD
SECTION STJOHN PROWELL LNGARRISONBLVDNELSON DR
P
I
RATEDRWHITTIER STHEARD RDSUMMERLN
QUAIL CREEK DR
MCCLELLAN BLVDGARRISON BLVDFAIRFAX
D
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MCQUEEN DR
SELDON STS INGLESIDE STPEC
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PEC
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GROVEDR
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CULPEO AVE
FARRINGDON BLVD
LAKEWOODDR
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J B LNB
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HAWTHORNE LN
BIRDWATCHLNMISTY LN
BUE
R
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L
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YENNE LN
LLOYDLN STATEHWY181HANKINSLNHEATHER LNSAGE LNMO
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THOROUGHBRED RUN
DERBY LN
GREENO RDFOXRUNLNPATCH LN
NIX LN COUNTY RD 33BATTLES RD
DEWBERRY LNDYSON STHORTON LNBUDS LNJOHN RICE LN ORCHARDS LNSUBURBAN DR
COTTINGIM LN PIERCE RDPONDER RD
MARSHALL LN
THISTLE RD RADCLIFF LNBELL RDBAY MEADOWS AVE
POLOCLUBRDR A I N TR E E RD
ROSA CT
OAK POINT LN
COUNTY RD 32
MANLEY RD
CALLAWAY DR
CEDAR LNWAGONER RD
H O NS DR
LONGLEAF LN
MALLARD LNTERRACE DR
POULSEN LN SUMMERLAKESTDANNE LN
WILDA CTBOOTHE RDNANDINA LOOPMANDRELL LN
LAKEWOODDR
BRICKWOOD RDDAIRY RD
MEADOW RD
COUNTY RD 34
RABBIT RUN
GRASS RD
OLIVE CTBERNIE'S WAYBRODBECK LN
OLD TIMNEY LNBUNKERLOOP
CLAUDE'S PL
GRACE LAKE DRDOVE LNCOUNTY RD 13BOONE LN
RIVER CREEK DR
CHAMPION RD
NANCY LOOP
OBEE RD
CHARLEY BOOTHE RD
MONK RD
WORCESTER DR
Esri Community Maps Contributors, CONANP, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, EPA, NPS, US Census Bureau, USDA
City of Fairhope Corporate Limits and Jurisdiction (2 of 2)
0 1 2 30.5
Miles
Roads
Parcels
Corporate Limits
Old Battles Rd / County Rd 34 State Hwy 181County Rd 13Twin Beech Rd
3RDST2NDSTMAIN ST4THSTRAMSEYRDUSHWY98U S HWY 98PLAINVIEW DRCOUNTYRD54ENICHOLS AVEN SECTION STCONTI CT
ORLEANS DR
FAIRHOPE AVE
HON OURS LN
SECRETARIAT BLVD
NMOBILESTJAN D
R
FAIR
WOOD
BLV
D JUBILEE TRLPARKER R
D
SMEADOWSDRSAINT MICHAEL WAY
SINGLESIDESTNORTHWOOD STJERICHO DR
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CREEKDRCOLEMAN AVE
CROMWELL AV E
SEMIN
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A
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BISHOP RDNSCHOOLSTHAWTHORNECIRCLUBHOUSE DRS SECTION STW
IN
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NICHOLSAVE
SOUTH DR
GIRBY AVEVETERANS' DRSINGLESIDESTVIALETRENTI
NOCAIN LN
C H A P M A N STJEFF DAVIS STH
ANCOCKRDH
OLYCROSSDRGABEL ST
SANDYFORDRDCOUNTY RD 54
EASTWOOD AVE
N W IN D I N G BROOK DR
GRAND
A
V
E EASTBROOK STSCULLY LN
FORST
E
R
A
V
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MYRTLESTNICHOLS AVE EXT
SCARLETT AVE
MICHIGAN AVE HOFFRENDR JMICHAELSTWO O D LAN D S D R
CAYE FALLS ST
KENSLEY AVENORMANDY STSALVADORSTBLUE ISLAND AVES BAYVIEW STYOUNGSTFAIRHOPE AVE
STATE HWY 104NORTHDR CALEBCTOAK AVE
EVANSTON ST
STRATFORDSTAYRSHIRELNGREENO RD SDYER RD VERANDABL
VDTROWBRIDGECTH OSPITAL DRSHORT STNORTHSTATIONDR
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PLANTATION BLVD
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PINE AVE
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VOLAN
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A
A
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MAGNOLIA AVE RONFO
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BON SECOUR STN BANCROFT STGEORGE STSSUMMITSTS CHURCH STOSWALTSTFREEDOMSTHEADWATER RD
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BELLANGEE ST
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WESTWOOD AVE
EQUITYSTPROSPECT AVE
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ALI
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PE
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A
V
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GILBREATH AVE
YUMA LN
BAY
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CALIBRESTT A Y L O R S T
NBAYVIEWSTSALEM STGALLERY BLVDLISA CT
SKY LN
GRAHAM ST DEVONFIELDLNNOBLEMANDRROCK C R E E K P K W Y
BROOK LN
SIMON STCHARIOT AVE
OAK AVE
ROYAL LN
W IL D O A K S R D
ALLEN RD
CAMBERWELL DR
GAYFERAVE
JEWETT ST AFFIRMEDAVE
NICHOLS AV EXT HOLLOWBROOKAVE
LOWRY DRSTATE HWY 181FRYE LN
LEE STS I B L E Y S T
MCINTYRE S
T
WESTLEY STARIA AVE
KEIFER AVE AVALON BLVDPITMAN LNTRIANGLE DR
RYAN AVE
HAVASUDRDUNMOREDR
B O R DEA U X LNS SCHOOL STWARRIE CREEK ALY
BROWN S L N
SMOBILESTGREENO RD NLAWRENCE RDMISSION TRCE
B O L T O N DR
ROSA
A
V
E
BENDABOU
T
L
N
BARCLA
Y
A
V
E
BRENDA RDTULLAMOREDR
SHADY GROVE LNLEAVIE LN
LYRENE LNBELLA D R
POPLAR PLMONSLNBRECKINDRM
ARSIM
DR
KEPLAR PL
SPRING DRHUCKNALL DR
MARION CTBEECHERSTCANYON DR
PROVIDENCEWAYFLYNT DROWLHOLWDOWNER LNLINCOLN STLAKEDR
EDWARDS AVE
PECANTRCEPERDIDOAVE S JUBILEE PLACETIFTON WAY
CANEY CREEK DR
CEDAR AVESWINDINGBROOKDR HIGH RIDGE RDMARSHALL LNASHLEY DRGRANT RD
AHERN D
RNBEACHRDSEACLIFFDRCOUNTY RD 13GREENORDNTHOMPSONHALLRDHORN LN
TROYERBOOTHERDFLATWOODS DRCEDA R R U N
CO B HAM PARK DR
OLDMILLRDCOUNTY RD 33M ONTROSEWOODSDRD UNLEITH LOOP
T RENTOSTPROMISE LANDLINNRIDGEDRDUNLEITHLOOP
GAYFER RD EXT
WINDMILL RDPEARLY GHASKIN DRSEDONA DR
ORNATE AV
EEASTONCIRKENNETH KING LNHAL CYON LOO
PCOUNTY RD 13WILLOW LAKE DR
HIGBEE RD
RACHEL MYERS LNEsri Community Maps Contributors, CONANP, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, EPA, NPS, US Census Bureau, USDA
City of Fairhope Corporate Limits and Jurisdiction (1 of 2)
0 1 2 30.5
Miles
Roads
Parcels
Corporate Limits State Hwy 181State Hwy 104US Hwy
98Lawrence RdPage 41 of 302
7
Residential Occupancy Factors
The analysis uses American Community Survey (ACS) data to
convert population projections to housing units.
DRAFT
Single-Family Units1 20,178 7,189 2.81 7,875 2.56 85.1%8.70%
Multi-Family Units2 1,470 830 1.77 1,379 1.07 14.9%39.80%
Total 21,648 8,019 2.70 9,254 2.34 100.0%13.30%
Source: U.S. Census Bureau, 2017-2021 American Community Survey 5-Year Estimates
1. Includes detached and attached (i.e. townhouses)
2. Includes dwellings in structures with two or more units, mobile homes, and boats, RVs, vans etc.
Housing
Mix Vacancy RateHousing Type Persons Households Persons per
Household Housing Units Persons per
Housing Unit
Page 42 of 302
8
Nonresidential Employment Density Factors
The analysis converts projected employment to nonresidential floor area using factors
published by the Institute of Transportation Engineers (ITE).
ITE Demand Wkdy Trip Ends Wkdy Trip Ends Emp Per Square Feet
Code Unit Per Dmd Unit1 Per Employee1 Dmd Unit Per Emp
110 Light Industrial 1,000 Sq Ft 4.87 3.10 1.57 637
130 Industrial Park 1,000 Sq Ft 3.37 2.91 1.16 864
140 Manufacturing 1,000 Sq Ft 4.75 2.51 1.89 528
150 Warehousing 1,000 Sq Ft 1.71 5.05 0.34 2,953
254 Assisted Living bed 2.60 4.24 0.61 na
320 Motel room 3.35 25.17 0.13 na
520 Elementary School student 2.27 22.50 0.10 na
530 High School student 4.11 8.86 0.46 na
540 Community College student 1.15 14.61 0.08 na
610 Hospital 1,000 Sq Ft 10.77 3.77 2.86 350
620 Nursing Home bed 3.06 3.31 0.92 na
710 General Office (average size)1,000 Sq Ft 10.84 3.33 3.26 307
715 Single Tenant Office 1,000 Sq Ft 13.07 3.85 3.39 295
730 Government Office 1,000 Sq Ft 22.59 7.45 3.03 330
770 Business Park 1,000 Sq Ft 12.44 4.04 3.08 325
820 Shopping Center (average size)1,000 Sq Ft 37.01 17.42 2.12 471
1. Trip Generation, Institute of Transportation Engineers, 11th Edition (2021).
Land Use / Size
DRAFT
Page 43 of 302
9
Development Projections DRAFT
2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Base Year 1 2 3 4 5 6 7 8 9 10
Population
Resident 23,998 24,505 25,012 25,519 26,026 26,533 27,040 27,547 28,054 28,561 29,068 5,070
Lodging 993 1,008 1,023 1,038 1,053 1,068 1,083 1,098 1,113 1,128 1,143 150
Peak Population 24,991 25,513 26,035 26,557 27,079 27,601 28,123 28,645 29,167 29,689 30,211 5,220
Housing Units
Single Family 9,231 9,415 9,600 9,784 9,969 10,154 10,338 10,523 10,707 10,892 11,077 1,846
Multi-Family 1,617 1,649 1,681 1,713 1,746 1,778 1,810 1,842 1,874 1,906 1,939 322
Total 10,847 11,064 11,281 11,498 11,715 11,931 12,148 12,365 12,582 12,798 13,015 2,168
Lodging Rooms 662 672 682 692 702 712 722 732 742 752 762 100
Employment
Industrial 823 840 858 875 893 910 927 945 962 979 997 174
Commercial/Retail 2,171 2,217 2,263 2,309 2,354 2,400 2,446 2,492 2,538 2,584 2,630 459
Office/Institutional 5,987 6,113 6,240 6,366 6,493 6,619 6,746 6,872 6,999 7,125 7,252 1,265
Total 8,981 9,171 9,360 9,550 9,740 9,930 10,119 10,309 10,499 10,689 10,878 1,897
Nonres. Floor Area (x1,000)
Industrial 524 535 546 557 569 580 591 602 613 624 635 111
Commercial/Retail 1,023 1,044 1,066 1,087 1,109 1,131 1,152 1,174 1,195 1,217 1,239 216
Office/Institutional 1,838 1,877 1,916 1,955 1,993 2,032 2,071 2,110 2,149 2,187 2,226 388
Total 3,385 3,456 3,528 3,599 3,671 3,742 3,814 3,885 3,957 4,028 4,100 715
10-Year
IncreaseFairhope, Alabama
Residential projections based on recent population growth.
Nonresidential projections based on existing ratio of jobs to population.
Page 44 of 302
10
Fire
•Service Area: Citywide
•Fee Components
•Facilities: Incremental
•Apparatus: Incremental
•10-Year Demand
•Facilities: 3,417 square feet, $1.7 million
•Apparatus: 2.4 units, $800k
DRAFT
Page 45 of 302
11
Proposed Fire Fees DRAFT
Fee Component Cost per Person Cost per Trip
Fire Facilities $235.64 $102.53
Fire Apparatus $109.81 $47.78
Impact Fee Report $4.16 $2.42
Total $349.61 $152.73
Single Family 2.56 $895 $879 $16
Multi-Family 1.07 $374 $600 ($226)
Industrial 2.44 $373 $292 $81
Commercial/Retail 12.21 $1,865 $1,467 $398
Office/Institutional 5.42 $828 $574 $254
Lodging (per room)1.68 $257 $197 $60
1. See Land Use Assumptions
Current
Fees
Increase /
(Decrease)
Nonresidential Fees per 1,000 Square Feet
Current
Fees
Development Type Persons per
Housing Unit1
Increase /
(Decrease)
Proposed
Fees
Development Type Vehicle Trips per
1,000 Sq Ft1
Proposed
Fees
Residential Fees per Unit
Comparison of 2018 to 2024
Component Unit 2018 2024 % Change
Facilities square foot 22,901 22,901 0%
Facilities square foot $325 $500 54%
Apparatus unit 23 16 -30%
Apparatus unit $207,370 $333,494 61%
Residential 70%64%-9%
Nonresidential 30%36%22%
Residential person $378.51 $349.61 -8%
Nonresidential trip $117.79 $152.73 30%
Single Family PPHU 2.32 2.56 10%
Multi-Family PPHU 1.58 1.07 -32%
Industrial Trips / KSF 2.48 2.44 -2%
Commercial/Retail Trips / KSF 12.46 12.21 -2%
Office/Institutional Trips / KSF 4.87 5.42 11%
Lodging Trips / Room 1.68 1.68 0%
Proportionate Share
Cost per Demand Unit
Demand Factor
Level of Service / Unit Cost
Page 46 of 302
12
Parks and Recreation
•Service Area: Citywide
•Fee Components
•Recreation Facilities: Incremental
•Park Amenities: Incremental
•10-Year Demand
•Recreation Facilities: 9,546 square feet, $4.8 million
•Park Amenities: 19 units, $1.8 million
DRAFT
Page 47 of 302
13
Proposed Parks and Recreation Fees DRAFT
Fee Component Cost per Person
Recreation Facilities $914.33
Park Amenities $340.97
Impact Fee Report $5.52
Total $1,260.82
Single Family 2.56 $3,228 $2,998 $230
Multi-Family 1.07 $1,349 $2,044 ($695)
Lodging (per room)1.50 $1,891 $1,932 ($41)
1. See Land Use Assumptions
Proposed
FeesDevelopment Type
Residential Fees per Unit
Increase /
(Decrease)
Current
Fees
Persons per
Housing Unit1
Comparison of 2018 to 2024
Component Unit 2018 2024 % Change
Rec Facilities square foot 45,700 45,700 0%
Rec Facilities square foot $343 $500 46%
Amenities unit 82 89 9%
Amenities unit $66,767 $95,743 43%
Land (removed)acre 213.75 N/A N/A
Land (removed)acre $48,721 N/A N/A
Residential person $1,290.40 $1,260.82 -2%
Single Family PPHU 2.32 2.56 10%
Multi-Family PPHU 1.58 1.07 -32%
Lodging Occ. / Room 1.50 1.50 0%
Level of Service / Unit Cost
Cost per Demand Unit
Demand Factor
Page 48 of 302
14
Police
•Service Area: Citywide
•Fee Components
•Facilities: Incremental
•Vehicles: Incremental
•Equipment: Incremental
•10-Year Demand
•Facilities: 6,200 square feet, $3.1 million
•Vehicles: 8 units, $529k
•Equipment: 2 units, $65k
DRAFT
Page 49 of 302
15
Proposed Police Fees DRAFT
Fee Component Cost per Person Cost per Trip
Police Facilities $439.60 $172.91
Police Vehicles $75.09 $29.53
Police Equipment $9.27 $3.65
Impact Fee Report $4.52 $1.78
Total $528.48 $207.87
Single Family 2.56 $1,353 $742 $611
Multi-Family 1.07 $565 $506 $59
Industrial 2.44 $507 $238 $269
Commercial/Retail 12.21 $2,538 $1,195 $1,343
Office/Institutional 5.42 $1,127 $467 $660
Lodging (per room)1.68 $349 $161 $188
1. See Land Use Assumptions
Vehicle Trips
per 1,000 Sq Ft1
Proposed
Fees
Development Type Proposed
Fees
Increase /
(Decrease)
Residential Fees per Unit
Persons per
Housing Unit1
Current
Fees
Current
Fees
Development Type
Nonresidential Fees per 1,000 Square Feet
Increase /
(Decrease)
Comparison of 2018 to 2024
Component Unit 2018 2024 % Change
Facilities square foot 26,104 29,304 12%
Facilities square foot $315 $500 59%
Vehicles unit 47 37 -21%
Vehicles unit $36,617 $67,641 85%
Equipment (new)unit N/A 10 N/A
Equipment (new)unit N/A $30,910 N/A
Residential 70%72%2%
Nonresidential 30%28%-5%
Residential person $319.47 $528.48 65%
Nonresidential trip $95.91 $207.87 117%
Single Family PPHU 2.32 2.56 10%
Multi-Family PPHU 1.58 1.07 -32%
Industrial Trips / KSF 2.48 2.44 -2%
Commercial/Retail Trips / KSF 12.46 12.21 -2%
Office/Institutional Trips / KSF 4.87 5.42 11%
Lodging Trips / Room 1.68 1.68 0%
Level of Service / Unit Cost
Proportionate Share
Cost per Demand Unit
Demand Factor
Page 50 of 302
16
Transportation
•Service Area: Citywide
•Fee Components
•Capacity Improvements: Incremental
•Resurfacing Improvements: Plan-Based
•10-Year Demand
•Capacity Improvements: 10.2 lane miles, $10.2 million
•Resurfacing Improvements:
•Growth: 1.7 lane miles, $250k
•Existing: 8.3 lane miles, $1.25 million
•Total: 10.0 lane miles, $1.5 million
DRAFT
Page 51 of 302
17
Proposed Transportation Fees DRAFT
Fee Component Cost per Trip
Capacity Improvements $618.76
Resurfacing Improvements $15.43
Impact Fee Report $3.08
Total $637.27
AWVT
per Unit1
Single Family 5.90 $3,761 $1,211 $2,550
Multi-Family 1.61 $1,023 $563 $460
AWVT
per 1,000 Sq Ft1
Industrial 2.44 $1,552 $562 $990
Commercial/Retail 12.21 $7,783 $2,826 $4,957
Office/Institutional 5.42 $3,454 $1,104 $2,350
Lodging (per room)1.68 $1,067 $379 $688
1. See Land Use Assumptions
Development Type Proposed
Fees
Current
Fees
Increase /
(Decrease)
Current
Fees
Increase /
(Decrease)
Development Type Proposed
Fees
Residential Fees per Unit
Nonresidential Fees per 1,000 Square Feet
Comparison of 2018 to 2024
Component Unit 2018 2024 % Change
Capacity (cost)trip $171.36 $618.76 261%
Capacity (cost)year $510,500 $1,016,328 99%
Resurfacing (cost)trip $37.18 $15.43 -58%
Resurfacing (cost)year $415,000 $150,000 -64%
All Development trip $226.85 $637.27 181%
Single Family Trips / Unit 5.33 5.90 11%
Multi-Family Trips / Unit 2.48 1.61 -35%
Industrial Trips / KSF 2.48 2.44 -2%
Commercial/Retail Trips / KSF 12.46 12.21 -2%
Office/Institutional Trips / KSF 4.87 5.42 11%
Lodging Trips / Room 1.68 1.68 0%
Level of Service / Unit Cost
Cost per Demand Unit
Demand Factor
Page 52 of 302
18
Fee Summary DRAFT
Single Family $895 $3,228 $1,353 $3,761 $9,237 $5,830 $3,407
Multi-Family $374 $1,349 $565 $1,023 $3,311 $3,713 ($402)
Industrial $373 $0 $507 $1,552 $2,432 $1,092 $1,340
Commercial/Retail $1,865 $0 $2,538 $7,783 $12,186 $5,488 $6,698
Office/Institutional $828 $0 $1,127 $3,454 $5,409 $2,145 $3,264
Lodging (per room)$257 $1,891 $349 $1,067 $3,564 $2,669 $895
Current
Fees
Increase /
(Decrease)
Residential Fees per Unit
Current
Fees
Increase /
(Decrease)
Nonresidential Fees per 1,000 Square Feet
Development Type Fire Parks and
Recreation Police Transportation Proposed
Fees
Development Type Fire Parks and
Recreation Police Transportation Proposed
Fees
Single Family $16 $230 $611 $2,550 $3,407
Multi-Family ($226)($695)$59 $460 ($402)
Industrial $81 $0 $269 $990 $1,340
Commercial/Retail $398 $0 $1,343 $4,957 $6,698
Office/Institutional $254 $0 $660 $2,350 $3,264
Lodging (per room)$60 ($41)$188 $688 $895
Nonresidential Fees per 1,000 Square Feet
Development Type Fire Parks and
Recreation Police Transportation Increase /
(Decrease)
Residential Fees per Unit
Development Type Fire Parks and
Recreation Police Transportation Increase /
(Decrease)
Proposed Fees
Increase /
(Decrease)
Page 53 of 302
19
Questions?
Page 54 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-748
FROM: Hunter Simmons
SUBJECT: Site Plan Review and Approval - Request of the Applicant, S.E. Civil,
on behalf of the Owner, FST Fargason, Peter, for Site Plan Approval
of Aubergine. The property is approximately 0.10 acres and is
located at 315 De La Mare Avenue, #A. PPIN #: 68209. (Planning
Commission unanimously recommends approval of SR 24.04).
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
Council Approval
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):
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Planning Commission unanimously (6 Ayes, 0 Nays) voted to recommend approval of SR 24.04
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1 SR 24.04 Aubergine Site Plan –October 7, 2024
Summary of Request:
Request of Applicant, Peter Farguson and Fairhope Single Tax Corporation, for Site Plan Approval of the
Aubergine building located at 315 De La Mare Avenue. Aaron Collins of S.E. Civil is the authorized agent for
the project. Larry Smith is the engineer of record. The subject property is zoned B-2 and within the Central
Business District (“CBD”). The proposed plan adds two (2) residential units with the addition of a second floor.
The ground floor is currently one (1) retail space that will become two (2) retail units.
Figure 1: Existing Condition of Structure. Google Street View last visited on September 19, 2024.
Figure 2: Rendering with second story addition.
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2 SR 24.04 Aubergine Site Plan –October 7, 2024
Setbacks: B-2 requires only a 20ft front setback according to Table 3-2. The CBD mostly eliminates any other
setbacks and encourages non-residential buildings to be built at the right-of-way line. However, this is an
existing building with an existing front setback that is not changing with this addition.
Building: Building height for the two-story structure is 34.8 ft. Building materials are the same as the existing
structure (brick). The second floor will be two (2) residential units with separate balconies facing De La Mare
Avenue and a large back deck with two (2) unseparated roof gardens. Original plans submitted had the
balconies hanging over the ROW more that the allotted four (4) feet per the ROW Ordinance (No. 1754).
Resubmitted plans corrected this overage. The second story structure does not take up the entire footprint of
the ground floor providing room for the aforementioned roof gardens. Complete tenant improvements are in
the case packet. As are the elevations.
Figure 3: First Floor Plan
Figure 4: Second Floor Plan
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3 SR 24.04 Aubergine Site Plan –October 7, 2024
Parking: Dwelling units must provide parking in the CBD. There are two (2) dwelling units upstairs and
two (2) parking spaces are provided in a garage that is accessed from the private alley and by a man
door in the rear of the building. The adjacent property owner and FST are amenable to using the private
side alley (FST owned) and providing a 3 ft easement in the rear for the man door from the garage.
(Bethea). Applicant also provided turning radii for large and standard size vehicles.
Figure 5: Two (2) car garage and turning radii.
Sidewalks: The existing sidewalk will remain. Any damage made to sidewalk, curb, and/or road during
construction shall be remedied. A proposed road cut will follow the fee schedule in the ROW Ordinance.
Locations, intensity, and heights of exterior lights: A photometric plan was not submitted because there will
not be any additional lighting. The existing lanterns at the ground level are to remain.
Mechanical equipment: HVAC equipment will be mounted on the single-story rooftop and screened by
building from the ROW. See note on Sheet C01.
Dumpster location and screening: Garbage is city roll out bins stored in an existing green screen on alley side.
Figure 6: Garbage and additional storage enclosure on FST alley.
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4 SR 24.04 Aubergine Site Plan –October 7, 2024
Stormwater and Drainage: Additional drainage spouts will be added on the alley side of the building to
accommodate the second floor. Per the engineer’s drainage letter the building’s roofline discharges water in
the existing private alley. The alley has an inverted crown that flows into the ROW of De La Mare Avenue. The
letter states that there will be no negative impacts to the adjacent properties.
Location and size of all signage: Existing signage will be re-used. No additional signage.
Erosion control: The work is internal and vertical to an existing hardscaped site; thus, no BMPs submitted.
Appropriate measures, if any, will be part of the ROW and/or land disturbance permit review process.
Utilities: A utility plan was submitted and has been reviewed and approved by the appropriate providers.
Each unit will have its own dedicated electric meter. Two (2) residential water service meters will be added.
There is existing sewer, electric, water, gas, and fiber optic tie ins in the immediate vicinity.
ADA Requirements: ADA requirements are met for the ground level retail units and an elevator will be
installed for the residential units on the second floor.
Traffic: This renovation/addition did not trigger a traffic study. Traffic letter from engineer in packet.
Figure 7: FST Alley side including two (2) car garage.
Figure 8: Rear view with roof gardens.
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5 SR 24.04 Aubergine Site Plan –October 7, 2024
Figure 9: Side of building adjacent to Copper Column.
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; The Comprehensive Plan puts an emphasis on the CBD to be
the Regional Village Center and focal point of the City. This project adds retail and residential. Both of
which complement the CBD.
(2) Compliance with any other approved planning documents; Meets. Going vertical lessens more
impervious surfaces. Utility tie ins are readily available.
(3) Compliance with the standards, goals, and intent of this ordinance and applicable zoning districts; Meets
(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. Located in already populated area so noise and traffic do not present issues.
Height under maximum for CBD.
(7) Impacts on the surrounding neighborhood including noise, traffic, visible intrusions, potential physical
impacts, and property values; Within diverse CBD on a mostly commercial/retail street. The
commercial/retail units have mostly daytime business hours. The additional residential and retail
units should not negatively impact the neighborhood.
(8) Overall benefit to the community; Meets. The CBD is the original village center and needs both
retail/commercial and residential units to thrive.
(9) Compliance with sound planning principles; Meets. Going vertical uses empty air space while still
meeting dimension requirements for the CBD.
(10) Compliance with the terms and conditions of any zoning approval; Meets
(11) Any other matter relating to the health, safety, and welfare of the community; Nothing noted
(12) Property boundaries with dimensions and setback lines; Meets
(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; Meets
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6 SR 24.04 Aubergine Site Plan –October 7, 2024
(15) Elevations indicating exterior materials;
Front, side, and rear elevations are provided.
(16) The locations, intensity, and height of exterior lights; Meets
(17) The locations of mechanical equipment; Meets
(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; n/a
(23) Location, materials, and elevation of any and all fences and/or walls; Meets. Railing details confirmed
with building permit application.
(24) Dumpster location and screening; and
Meets
(25) Location and size of all signage. Meets.
Recommendation:
Staff recommends approval with the following condition regarding case SR 24.04 Aubergine.
1. Draft and record in Baldwin County Probate an ingress/egress/utility easement from John Bethea and
provide a recorded copy of said easement to Planning & Zoning prior to applying for a permit.
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CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-747
FROM: Hunter Simmons
SUBJECT: Site Plan Review and Approval - Request of the Applicant, Jade
Consulting, LLC, on behalf of the Owner, Encounter Development,
LLC, for Site Plan Approval of Sherwin Williams. The property is
approximately 0.894 acres and is located on the northeast corner of
State Highway 181 and State Highway 104. PPIN #: 108453.
(Planning Commission unanimously recommends approval of SR
24.04).
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
Council Approval
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
Page 92 of 302
emailed):
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SR 24.03 - Sherwin Williams
City of Fairhope
City Council
October 28, 2024
STATE HWY 104
SAND BAR LN
STATE HWY 181STATE HWY 181BUSHEL DRFALLING WATER BLVD
THRESHING BLVDFALLING WATER BLVD
BUSHEL DRSTATE HWY 181STATE HWY 181BUSHEL DRµ
µ
Road
Zoning District:
B-2 General Business District
PUD - Planned Unit Development
R-1 Low Density Single-Family Residential District
R-2 Medium Density Single-Family Residential District
Project Name:
Sherwin Williams
Site Data:
0.894 acres
Project Type:
Site Plan Approval
Jurisdiction:
Fairhope Planning Jurisdiction
Zoning District:
B-2
PPIN Number:
108453
General Location:
East side of State HWY 181, North side
of State HWY 104
Surveyor of Record:
Jade Consulting, LLC
Engineer of Record:
Jade Consulting, LLC
Owner / Developer:
Encounter Development, LLC
School District:
Fairhope Elementary School
Fairhope Middle and High Schools
Recommendation:
Approved w/ Conditions
Prepared by:Michelle Melton
Planning Commission unanimously (6 Ayes, 0 Nays) voted to recommend approval of SR 24.03
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1 SR 24.03 Sherwin Williams (Lot 5) Site Plan –October 7, 2024
Summary of Request:
Request of Applicant, JADE Consulting, LLC (“JADE”), on behalf of owner, Encounter Development, LLC, for Site
Plan Approval of Sherwin Willimas on Lot 5 of the Encounter Commercial Retail Center on the northeast corner
of the Alabama Highways 104 and 181 intersection. Trey Jinright, III, PE, is the authorized agent and engineer
for the project. The subject property is less than an acre (0.894) and is zoned B-2. The proposed building is
4,081sf.
Setbacks: Setbacks for this development vary. B-2 requires only a 20ft front setback according to Table 3-2.
The front of Lot 5 faces AL Hwy 181, which has a 125ft highway construction setback. The other setback is a
25ft rear setback facing Bushel Drive.
Site Plan
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2 SR 24.03 Sherwin Williams (Lot 5) Site Plan –October 7, 2024
Building: Building height for the one-story structure is estimated at 25ft. The 4,081sf building takes up 10%
of Lot 5. Proposed use is a national chain paint store. Complete build-out information and details are provided
as attachments as well as the elevations. West (front) elevations are shown in Figure 1. Materials for the
building are brick/stucco with possible stone accents in the front.
Figure 1. Architectural Elevations
Figure 2. Floor Plan
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3 SR 24.03 Sherwin Williams (Lot 5) Site Plan –October 7, 2024
Landscaping Plan: The landscaping plan has been reviewed and approved. Applicant is subbing bald cypress
with crepe myrtles per City Horticulturist and adding vegetation at the curve entrance from Bushel Drive.
Additional trees have been added around the sign in the southwest corner of the lot. There is additional
landscaping along AL Hwy 181 for the parking lot buffer. A 10ft landscape buffer is required at the front of the
lot per the Landscape and Tree Ordinance. Lot 5 has 20ft of landscaping fronting AL Hwy 181. There is also a
20ft landscape buffer along Bushel Drive. Ten-foot landscape buffers separate Lot 5 from Lots 4 and 6.
Parking: The original plan had surplus parking with 23 spaces. Thirteen (13) spaces are required per
Table 4-3 Parking Schedule. Twenty percent (20% ) overage is allowed, which makes 16 spaces with
the three (3) spaces beyond the required amount being permeable. Parking meets the requirements
of Zoning Ordinance, as well as the perimeter landscape screening requirements of the Tree Ordinance.
Figure 3: Landscape Buffers
AL Hwy 181 frontage.
Bushel Drive frontage.
Buffers separating lots
Three (3) surplus parking spaces are
gravel (permeable surface).
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4 SR 24.03 Sherwin Williams (Lot 5) Site Plan –October 7, 2024
Sidewalks: This Site Plan includes interior sidewalks on the site that connect to the adjacent lots and a
sidewalk on Bushel Drive.
Locations, intensity, and heights of exterior lights: A photometric plan was submitted and is included as an
attachment. The first draft had light poles that were too high at 25ft; whereas, parking lots with 50 or fewer
spaces shall have light poles that do not exceed 10ft overall height pursuant to Article IV, Section B(3) of the
Zoning Ordinance. Applicant has modified the lighting to satisfy the ordinance.
Mechanical equipment: Mechanical equipment has been finalized and all appear on the Site Plan.
Dumpster location and screening: Garbage is collected in two (2) commercial dumpsters located in the
delivery area of the lot. The dumpsters are surrounded by bollards, wood fencing, and plantings (red cedar
and sweet virburnum).
Storm water: Drainage has been accounted for the entire Encounter Commercial Retail Center in SD 24.13;
thus, there are not retention/detention facilities on individual lots. There is a large retention pond within Lot
12 of the Encounter development where drainage from most of the lots is directed.
Location and size of all signage: A sign plan was submitted, and it conforms to the Sign Ordinance.
Erosion control: An Erosion Control plan was submitted with the application and is acceptable.
Utilities: A utility plan was submitted and has been reviewed and approved by the appropriate providers.
Figure 4: Dumpster Details
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5 SR 24.03 Sherwin Williams (Lot 5) Site Plan –October 7, 2024
ADA Requirements: ADA requirements have been met.
Traffic: A thorough traffic study was conducted for the entire Encounter development and the road
infrastructure was designed in accordance with the recommendations from the traffic study. The Cover Sheet
for the subject property has the speed limit posted as 30 mph; however, the speed limit within the commercial
retail center is actually 20 mph, which is consistent with the residential developments to the north.
The Final Plat for the Encounter Commercial Retail Center limited turnouts for the lots. Lots 2-6 have a
maximum of three (3) turnouts to Bushel Drive; this will be the first for that block of lots. Shared driveways
are encouraged and will be required as build-out continues.
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; The previous Comprehensive Plan put a Commercial Node
at the AL Hwys 181 and 104 intersection. The Encounter Commercial Retail Center is located in a
newly recognized Suburban Mixed-Use Center in the proposed Comprehensive Plan.
(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
(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. All four (4) corners of the intersection are commercial and occupied. Lot 5 is
between other lots in the commercial development that will have like impacts on each other.
(7) Impacts on the surrounding neighborhood including noise, traffic, visible intrusions, potential physical
impacts, and property values; Property is zoned B-2. The larger development site does abut to
conflicting uses. There is a residential district directly to the north of the development NOT Lot 5.
Proper buffers are included in the plans to mitigate the conflicting land uses.
(8) Overall benefit to the community; Meets. There are a lot of residential units being built in the
immediate surrounding area, especially to the north. A commercial retail center with a variety of
retail/restaurant/commercial units will be a benefit to the residential subdivisions.
(9) Compliance with sound planning principles; Meets. The general location has been designated a
commercial node in the past and future comprehensive plans. Connectivity with other developments
has been included.
(10) Compliance with the terms and conditions of any zoning approval; Meets
(11) Any other matter relating to the health, safety, and welfare of the community; Nothing noted
(12) Property boundaries with dimensions and setback lines; Meets
(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; Meets
(15) Elevations indicating exterior materials;
Front, side, and rear elevations were provided with the building materials (inside and out).
(16) The locations, intensity, and height of exterior lights; Meets
(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
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6 SR 24.03 Sherwin Williams (Lot 5) Site Plan –October 7, 2024
(20) Curb-cut detail and location(s);
Provided.
(21) Parking, loading, and maneuvering areas;
Meets. Loading area was reduced per staff recommendation.
(22) Landscaping plan in accordance with the City Landscape Ordinance; Meets
(23) Location, materials, and elevation of any and all fences and/or walls; n/a
(24) Dumpster location and screening; and
Meets
(25) Location and size of all signage. A signage plan was submitted and has been approved in accordance
with the sign regulations.
Recommendation:
Staff recommends approval of case SR 24.03 Sherwin Williams on Lot 5 in the Encounter Commercial Retail
Center.
Planning Commission Recommendation:
1.Remove apron and provide a revised landscape plan.
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CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-752
FROM: Hunter Simmons
Nicole Love, Grants Coordinator
SUBJECT: The City Planning Director, Hunter Simmons, and City Planner,
Michelle Melton, have requested to procure a professional
engineering firm for the development of a Comprehensive Safety
Action Plan (CSAP). The CSAP will be funded through a U.S.
Department of Transportation Federal Highway Administration Safe
Streets and Road for All (SS4A) Grant.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
To approve the negotiated fee schedule for RFQ PS24-028 Professional Engineering
Services - City of Fairhope Comprehensive Safety Action Plan (US Department of
Transportation SS4A Grant) and authorize the Mayor to execute a contract for the not-
to-exceed amount of $200,000.00.
BACKGROUND INFORMATION:
The City Council approved the selection of Kimley-Horn and Associates, Inc. as the
result of RFQ PS24-028 Professional Engineering Services - City of Fairhope
Comprehensive Safety Action Plan (US Department of Transportation SS4A Grant) and
approved the Mayor to negotiate the contract fee schedule.
The negotiated engineering services fees for this project are as follows:
Task 1: Project Initiation and Project Management $15,000.00
Task 2: Public and Stakeholder Engagement $35,000.00
Task 3: Safety Analysis $30,000.00
Task 4: Equity Considerations $10,000.00
Task 5: Policy and Process Review $8,000.00
Task 6: Leadership Commitment and Goal Setting $10,000.00
Task 7: Project and Strategy Selection $30,000.00
Task 8: Performance Measurements/Progress and Transparency $12,000.00
Task 9: ADA Transition Plan Update $30,000.00
Task 10: Final Report $20,000.00
The Mayor and City Engineer would like to establish a not-to-exceed amount for
Professional Engineering Services of Two Hundred Thousand Dollars ($200,000.00).
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BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001120-
50290
Planning -
Professional
Services
$200,000.00 $200,000.00 $0.00
The SS4A grant is an 80/20 split with the City's portion of Professional Services being
$40,000.00.
GRANT:
Safe Streets for All (SS4A) Grant
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
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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 with Kimley-Horn and Associates, Inc. for Professional
Engineering Services for (RFQ PS24-028) for the City of Fairhope Comprehensive
Safety Action Plan (US Department of Transportation SS4A Grant) with a not-to-
exceed amount of $200,000.00.
ADOPTED ON THIS 28TH DAY OF OCTOBER, 2024
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
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kimley-horn.com 2 North 20th Street, Suite 800, Birmingham, AL 35203 205.558.6845
October 16, 2024
Michelle Melton
City of Fairhope
161 North Section St
Fairhope, AL 36532
Re: Letter Agreement for Professional Services for City of Fairhope Safety Action Plan
Dear Ms. Melton:
Kimley-Horn and Associates, Inc. (“Kimley-Horn” or “Consultant”) is pleased to submit this Letter
Agreement (the “Agreement”) to City of Fairhope (“Client”) for developing the City of Fairhope Safety
Action Plan.
Project Understanding
Consultant understands the following:
• Client received a FY23 SS4A Action Plan award from the United States Department of
Transportation (USDOT).
• Client has selected Consultant to prepare the Action Plan.
• The USDOT identifies SS4A Action Plan components through the following webpage:
(https://www.transportation.gov/grants/ss4a/action-plan-components)
o Leadership Commitment and Goal Setting - create a goal timeline for eliminating
roadway fatalities and serious injuries.
o Planning Structure – form a committee, task force, implementation group, or similar
body charged with oversight of the Action Plan development, implementation, and
monitoring.
o Safety Analysis – review of existing conditions and historical trends that provides a
baseline level of crashes involving fatalities and serious injuries across a jurisdiction.
o Engagement and Collaboration – work with public and relevant stakeholders,
including the private sector and community groups, that allows for both community
representation and feedback.
o Equity Considerations - develop a plan though inclusive and representative
processes, data, and other analyses.
o Policy and Process Changes - assess the current policies, plans, guidelines, and/or
standards to identify opportunities to improve how processes prioritize transportation
safety.
o Strategy and Project Selections - identify a comprehensive set of projects and
strategies, shaped by data, the best available evidence and noteworthy practices, as
well as stakeholder input and equity considerations, that will address the safety
problems described in the Action Plan.
o Progress and Transparency - measure progress over time after an Action Plan is
developed or updated, including outcome data.
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Scope of Services
Kimley-Horn will provide the services specifically set forth below.
TASK 1: PROJECT INITIATION AND PROJECT MANAGEMENT
Kimley-Horn will perform the following:
• Facilitate one (1) kickoff meeting with Client. Consultant will coordinate with Client to schedule
the kick-off meeting, prepare agenda topics for discussion, facilitate the kick-off meeting, and
summarize the kick-off meeting with minutes.
• Develop a project schedule and provide to Client.
• Facilitate regular progress meetings with Client, up to ten (10) total.
• Provide monthly invoices with the description of work performed.
• Coordinate with Client regarding the requirement of Leadership Commitment and Goal Setting.
• Provide Client with guidance and support regarding the SS4A grant administration and
requirements.
Task 1 Deliverables
• One (1) kickoff meeting
• Up to ten (10) progress meetings
• Monthly progress reports
TASK 2: PUBLIC AND STAKEHOLDER ENGAGEMENT
Task 2.1 – Community Outreach
Kimley-Horn will attend up to two (2) public events, such as festivals or arts and crafts markets, to
interact with the public to raise awareness of the development of Safety Action Plan. Kimley-Horn will
develop materials that may include flyers and posters and set up a table. Depending on the nature of
the event, Kimley-Horn will engage with festival attendees or make a formal presentation to gather input
on safety within the study area and inform them of the SS4A program and the plan development
process.
Task 2.2 – Digital Outreach
Kimley-Horn will perform the following:
• Coordinate with the City of Fairhope to develop a dedicated public facing webpage for the
SAP.
• Develop a GIS-based online interactive mapping tool using PublicCoordinate that can be
used for public engagement and hosted on the project website. Results from the Safety
Analysis, including establishment of the HIN, will be included in this GIS-based online
interactive mapping tool. Kimley-Horn will acquire one (1) PublicCoordinate license for six (6)
months for the SAP.
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• Develop an online dashboard using Power BI that summarizes the SAP and can be updated
in the future to track progress as the City maintains and updates crash data and the safety
analysis.
Task 2.3 – Stakeholder Engagement
Kimley-Horn will coordinate with the City to convene meetings with relevant stakeholders, including
representatives from groups such as cycling clubs, running clubs, senior citizen organizations, Alabama
Department of Transportation, and advocacy groups for the disadvantaged, elderly, and disabled.
Kimley-Horn will facilitate up to three (3) virtual stakeholder meetings, grouping similar stakeholders
together and presenting the same material during each meeting, during the timeframe that Task 2.1 is
ongoing. Kimley-Horn will schedule, facilitate, and prepare materials and content for the meetings.
Task 2 Deliverables
• Attendance at up to two (2) public events
• Facilitation of up to three (3) stakeholder meetings
• Webpage content
• PublicCoordinate online mapping tool for six (6) months
• Online dashboard
TASK 3: SAFETY ANALYSIS
Kimley-Horn will coordinate with the City of Fairhope and with the Center for Advanced Public Safety
(CAPS) to obtain the crash dataset for the most recent five-year period for the City of Fairhope in a
GIS shapefile. Kimley-Horn will also obtain the following supplemental data as needed for the High-
Injury Network (HIN) analysis:
⚫ County and city boundaries through available Census data
⚫ AADT information from the Alabama Traffic Data website
(https://aldotgis.dot.state.al.us/TDMPublic/)
With the collected data, Kimley-Horn will conduct a high-injury network (HIN) analysis. The purpose of
a HIN is to determine a small subset of roadways that experience a high percentage of the fatalities
and serious injuries. The analysis will consider the location of serious injuries and fatalities as well as
available risk-based elements/features to determine high-risk areas. Specific consideration will be given
to geographic locations identified through available census data with transportation needs, such as
household vehicle ownership and income levels. Task 4 will further inform the HIN development.
Task 3 Deliverables
• Maps, tables and other graphics that illustrate the results of the safety analysis
• Map depicting the High Injury Network
• Power BI link for a data summary dashboard
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TASK 4: EQUITY CONSIDERATIONS
In conjunction with Task 3, Kimley-Horn will conduct an equity analysis to inform development of the
HIN and to inform the selection of projects and strategies. This task will include the following steps:
• Identify underserved communities through data and analyses in collaboration with
appropriate stakeholders
• Engage stakeholders from these underserved communities (as part of Task 2) to solicit input
on their experiences with safety risks and interventions and to incorporate their perspectives
into the analysis
• Perform analysis of population characteristics and initial equity impact assessments of
proposed projects and strategies
Kimley-Horn will reference the following datasets as needed:
• Demographic data available in the most recent American Community Survey (ACS) 1-year
estimates
• Areas of Persistent Poverty (APP) and Historically Disadvantaged Communities (HDC)
• GIS-based SS4A Underserved Communities Census Tracts (Historically Disadvantaged
Communities) data
Task 4 Deliverables
• Map identifying underserved communities as defined above
TASK 5: POLICY AND PROCESS REVIEW
Consultant will perform the following:
• Consider the Federal Highway Administration (FHWA) Safe System Approach and the six (6)
principles that form the basis (source: https://highways.dot.gov/safety/zero-deaths)
o Deaths and serious injuries are unacceptable
o Humans make mistakes
o Humans are vulnerable
o Responsibility is shared
o Safety is proactive
o Redundancy is crucial
• Assess the Client’s current policies, plans, guidelines, and/or standards (e.g., manuals) to
identify opportunities to improve how processes prioritize transportations safety. This review
will include review of up to four (4) such documents.
• Develop and provide recommendations for the adoption of revised or new policies, guidelines,
and/or standards.
Task 5 Deliverables
• Recommendations for new and revised policies, guideline and standards
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TASK 6: LEADERSHIP COMMITMENT AND GOAL SETTING
Kimley-Horn will work with the City of Fairhope to establish a project Safety Technical Advisory
Committee (STAC) to be comprised of a diverse group of local leaders and stakeholders within the City
of Fairhope. Based on information obtained from the STAC and during public and stakeholder
engagement, Kimley-Horn will develop an initial vision and goals for the Fairhope Safety Action Plan.
Objectives of the Plan will be consistent with those identified in Alabama’s Toward Zero Deaths
initiative, National Roadway Safety Strategy, Safe System Approach, Vision Zero, Complete Streets,
and other relevant documents to guide proposed safety actions. Working with the City of Fairhope,
Kimley-Horn will draft an official public commitment, such as a resolution, policy, or ordinance, to be
adopted by elected officials. The commitment will include a goal and timeline for eliminating roadway
fatalities and serious injuries achieved through one, or both, of the following:
(1) the target date for achieving zero roadway fatalities and serious injuries, OR
(2) an ambitious percentage reduction of roadway fatalities and serious injuries by a specific date with
an eventual goal of eliminating roadway fatalities and serious injuries.
Kimley-Horn will facilitate up to three (3) STAC meetings. Kimley-Horn will be responsible for
scheduling, facilitating, and providing the appropriate materials and content for each meeting.
Task 6 Deliverables
• Up to three (3) STAC meetings
• Draft public commitment to be reviewed and adopted by elected officials
TASK 7: PROJECT AND STRATEGY SELECTION
Kimley-Horn will perform the following:
• Consider the FHWA Proven Safety Countermeasures initiative (PSCi), a collection of
countermeasures and strategies effective in reducing roadway fatalities and serious injuries.
• Identify a comprehensive set of projects and strategies that consider the safety analysis, equity
analysis, and obtained feedback during stakeholder engagement.
• Develop a prioritization of projects and strategies categorized into short-term, mid-term, and
long-term implementation timeframes. The prioritized list will contain interventions focused on
infrastructure, behavioral, and/or operational safety with an emphasis on projects that are best
positioned for demonstration and implementation grant funding.
• For up to ten (10) projects, Kimley-Horn will prepare project descriptions, planning-level cost
estimates, and benefit summaries.
Task 7 Deliverables
• Comprehensive list of projects and strategies prioritized and categorized into short, mid and
long term phases
• Up to ten (10) project sheets with project descriptions, planning-level cost estimates, and
benefit summaries
TASK 8: PERFORMANCE MEASUREMENTS/PROGRESS AND TRANSPARENCY
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kimley-horn.com 2 North 20th Street, Suite 800, Birmingham, AL 35203 205.558.6845
Kimley-Horn will work with the STAC to identify key performance metrics that the City of Fairhope can
use to inform stakeholders, elected officials, and the public of their progress toward implementation of
the safety action plan. These metrics will include mitigation efforts (quantity of safety improvements
implemented) and reduction in the number and rate of fatal and serious injury crashes. Kimley-Horn
will update the Power BI dashboard developed in Task 3 to include a method for regular tracking and
reporting toward the City’s identified goals, to inform the public and provide transparency.
Task 8 Deliverables
• Updated Power BI Dashboard
TASK 9: ADA TRANSITION PLAN UPDATE
This task will include utilization of field tablets or comparable handheld devices, GPS locator if
necessary, ESRI Field Maps (or City approved equal data collection application), the City’s GIS master
sidewalk database and the City’s 2016 ADA database. Entry fields will be developed to include the
2016 data fields as well as new supplemental data fields (if needed). Data collection will be spot QA/QC
reviewed. Field data collection will be for prioritized areas within the Central Business District and the
highest prioritized areas identified from the safety analysis portion of this project. The data collected
will include the previous 2016 ADA data denoted as ‘non-compliant needs repair/replacement’ and ADA
features constructed post-2016. We anticipate utilizing a two-man field crew to collect the data for timely
efficiency and will make adjustments as deemed necessary. Should the City desire additional areas to
be reviewed, it will be billed as additional services.
Task 9 Deliverables
• Updated GIS database
TASK 10: FINAL REPORT
All safety analysis, equity analysis, public engagement efforts, the program of projects and strategies,
the identified performance metrics, and other efforts conducted under Tasks 2-9 will be summarized
and documented in the City of Fairhope Safety Action Plan final report. Report branding and graphics
options will be submitted to the City of Fairhope for discussion and approval, and final branding choices
will be incorporated into the plan document. An electronic copy of the draft Safety Action Plan (in PDF
format) will be provided to the City of Fairhope for review and comments. It is anticipated that one set
of consolidated written comments will be provided to Kimley-Horn. If needed, based on comments
received, Kimley-Horn will conduct a comment resolution conference call to review any comments
received. The Safety Action Plan report will be finalized, and an electronic copy (in PDF format) will be
provided to the City of Fairhope.
Task 10 Deliverables
• Draft Safety Action Plan in PDF format
• Final Safety Action Plan in PDF format
Services Not Included
Any other services, including but not limited to the following, are not included in this Agreement:
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kimley-horn.com 2 North 20th Street, Suite 800, Birmingham, AL 35203 205.558.6845
• Concept drawings
• Construction drawings
• GIS database deliverables
Additional Services
Any services not specifically provided for in the above scope will be billed as additional services and
performed at our then current hourly rates. Additional services we can provide include, but are not
limited to, the following:
• Grant writing services
• Engineering design services
• GIS database development
Information Provided By Client
We shall be entitled to rely on the completeness and accuracy of all information provided by the Client
or the Client’s consultants or representatives.
Schedule
We will provide our services as expeditiously as practicable with the goal of meeting a mutually agreed
upon schedule.
Fee and Expenses
Kimley-Horn will perform the services in Tasks 1 – 10 for the total lump sum fee below. All permitting,
application, and similar project fees will be paid directly by the Client.
Task 1 $15,000 7.5%
Task 2 $35,000 17.5%
Task 3 $30,000 15.0%
Task 4 $10,000 5.0%
Task 5 $8,000 4.0%
Task 6 $10,000 5.0%
Task 7 $30,000 15.0%
Task 8 $12,000 6.0%
Task 9 $30,000 15.0%
Task 10 $20,000 10.0%
Total Lump Sum Fee $200,000 100%
Kimley-Horn will not exceed the total maximum labor fee shown without authorization from the Client.
Individual task amounts are provided for budgeting purposes only. Kimley-Horn reserves the right to
reallocate amounts among tasks as necessary. Lump sum fees will be invoiced monthly based upon
the overall percentage of services performed. Payment will be due within 25 days of your receipt of the
invoice and should include the invoice number and Kimley-Horn project number.
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555 S Section Street / Fairhope, Alabama 36532
251.928.8003 (p) / www.FairhopeAL.gov
COF-PUR-003
091321
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PROJECT REQUEST FORM
Requestor: Nicole Love Department: Treasury
Project Name: City of Fairhope Comprehensive Safety Action Plan
Project Description:
Develop a holistic, well-defined Action Plan with priority projects to prevent roadway facilities
and serious injuries for all users.
Project Category: Bid Professional Service x Other: Request for Qualifications
Budget Amount: $200,000 Budget Code: Safe Streets for All (SS4A) Grant
Budgeted for Current FY: Y Yes No
BID INFORMATION
Bid Duration: Project Duration: 24 months
Engineer of Record: NA
Pre-Bid Meeting: No x Yes Mandatory x Non-Mandatory
Scope of Work Provided By:
Michelle Melton, Nicole Love, John
Thomas Contract Extensions: No Yes
Project Manager: Michelle Melton, Nicole Love
Insurance Requirements: Minimum x Maximum
Bonds: x Bid Performance Labor & Materials
Related Bids/RF’s NA
FORCE ACCOUNT INFORMATION
Force Account Project: x No Yes Estimated Amount: Budget Code:
Notes:
SIGNATURES
Requestor: Nicole Love Senior Accountant:
City Treasurer: Mayor:
Page 128 of 302
PRF - RFQ Engineer Comprehensive Safety
Action Plan
Final Audit Report 2024-06-21
Created:2024-06-20
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAALHl5Q612DY81pwkwUdq_IcAKLwSH5zZ7
"PRF - RFQ Engineer Comprehensive Safety Action Plan" Histor
y
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2024-06-20 - 9:39:32 PM GMT
Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature
2024-06-20 - 9:39:34 PM GMT
Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
2024-06-20 - 9:52:10 PM GMT
Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
Signature Date: 2024-06-20 - 9:53:10 PM GMT - Time Source: server
Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature
2024-06-20 - 9:53:11 PM GMT
Email viewed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
2024-06-21 - 1:02:34 PM GMT
Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
Signature Date: 2024-06-21 - 1:03:22 PM GMT - Time Source: server
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2024-06-21 - 1:03:25 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2024-06-21 - 2:14:16 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2024-06-21 - 2:15:14 PM GMT - Time Source: server
Page 129 of 302
Agreement completed.
2024-06-21 - 2:15:14 PM GMT
Page 130 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-751
FROM:Lisa Hanks, CITY CLERK
SUBJECT:Appointing a Director to the Educational Building Authority of the City
of Fairhope, Alabama – St. Michael Catholic High School: reappoint
Ellis Ollinger for a term ending on the second Monday of November
2026.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
Approve the Resolution Appointing a Director to the Educational Building Authority of
the City of Fairhope, Alabama – St. Michael Catholic High School: reappoint Ellis
Ollinger for a term ending on the second Monday of November 2026.
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 131 of 302
111019704.docx
RESOLUTION NO. ________
A RESOLUTION APPOINTING A DIRECTOR TO THE
EDUCATIONAL BUILDING AUTHORITY OF THE CITY OF
FAIRHOPE, ALABAMA – ST. MICHAEL CATHOLIC HIGH SCHOOL
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAIRHOPE, ALABAMA
(the “City Council”), as follows:
Section 1. The City Council has found and determined and does hereby find, determine
and declare as follows:
(a) The City Council has heretofore authorized the incorporation, and appointed the
directors, of The Educational Building Authority of the City of Fairhope, Alabama - St. Michael’s
Catholic High School (the “Authority”).
(b) The current term of Mr. Ellis Ollinger as a director of the Authority expires on the
second Monday of November, 2024.
(c) It is in the best interests of the Authority and the City to reappoint Ellis Ollinger as
a director of the Authority.
Section 2. Pursuant to Section 16-17-5 of the Code of Alabama 1975, the City Council
does hereby appoint the following person as a director of the Authority for the term ending on the
date and year set opposite the name thereof:
Name End of Term
Mr. Ellis Ollinger Second Monday of November, 2026
Section 3. All ordinances, resolutions, orders, or parts of any thereof, of the City in
conflict, or inconsistent, with any provision of this resolution hereby are, to the extent of such conflict
or inconsistency, repealed.
Section 4. This resolution shall take effect immediately.
Duly passed and adopted this 28th day of October, 2024
Corey Martin, Council President
SEAL
Attest:
Lisa A. Hanks, MMC
City Clerk
Page 132 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-726
FROM: Richard Johnson, CITY ENGINEER
SUBJECT: Adopt Transportation Plan Pursuant to the Rebuild Alabama Act
FY2025.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
1. The City Council of Fairhope, Alabama hereby passes this resolution as its
Transportation Plan submitted in compliance with the Rebuild Act, Act No. 2019-
2.
2. Pursuant to the Act, the City Council of Fairhope, Alabama, estimates that its
anticipated allocation from the Rebuild Alabama Act fund for FY 2025 will be
approximately $182,000.00, with increasing allocations for each fiscal year
thereafter.
3. Pursuant to the Act, the City anticipates expending funds received pursuant to
the Act, in part or in whole, to fund any of the following numbered 1 through 34
City Road maintenance, improvement, replacement, and/or construction projects
with the exception of Project #8 (City Facility) as shown on the City of Fairhope
FY 2025 Transportation Plan.
4. The total estimate of improvements for the qualifying roads in the City of
Fairhope FY2025 Transportation Plan is approximately $2,313,345.00, well in
excess of the FY2025 Rebuild Alabama Act fund allocation.
BACKGROUND INFORMATION:
The Alabama Legislature in Act. No. 2019-2 adopted the Rebuild Alabama Act.
The Rebuild Alabama Act provides for an allocation among the municipalities of the
state on the basis of the ratio of the population of each municipality to the total
population of all municipalities of the state a portion of the additional taxes levied under
the Act to be used for transportation infrastructure, improvement, preservation and
maintenance.
The Act provides that the municipal governing body of the City of Fairhope, Alabama
shall adopt an annual Transportation Plan, no later that August 31, which shall provide a
Page 133 of 302
detailed list of projects for which expenditures are intended to be made in the next fiscal
year and shall be based upon an estimate of the revenues anticipated from the fund in
which the additional revenue is deposited during the next fiscal year.
The Act further provides that any such funds shall be used only for the maintenance,
improvement, replacement, and construction of roads and bridges maintained by the
City of Fairhope, Alabama, and such other uses as are defined in the Act.
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 134 of 302
RESOLUTION NO. ______
Adopting Transportation Plan Pursuant to the Rebuild Alabama Act
WHEREAS, the Alabama legislature in Act. No. 2019-2 adopted the Rebuild Alabama Act;
WHEREAS, the Rebuild Alabama Act provides for an allocation among the municipalities of the
state on the basis of the ratio of population of each municipality to the total population of all
municipalities of the state a portion of the additional taxes levied under the Act to be used for
transportation infrastructure, improvement, preservation and maintenance;
WHEREAS, the Act provides that the municipal governing body of the City of Fairhope, Alabama,
shall adopt an annual Transportation Plan, no later than August 31, which shall provide a detailed
list of projects for which expenditures are intended to be made in the next fiscal year and shall be
based upon an estimate of the revenues anticipated from the fund in which the additional revenue
is deposited during the next fiscal year; and
WHEREAS, the Act further provides that any such funds shall be used only for the maintenance,
improvement, replacement, and construction of roads and bridges maintained by the City of
Fairhope, Alabama, and such other uses as are defined in the Act.
NOW, THEREFORE, BE IT RESOLVED, BY THE CITY COUNCIL OF FAIRHOPE,
ALABAMA, as follows:
1. The City Council of Fairhope, Alabama, hereby passes this Resolution as its Transportation
Plan submitted in compliance with the Rebuild Act, Act No. 2019-2.
2. Pursuant to the Act, the City Council of Fairhope, Alabama, estimates that its anticipated
allocation from the Rebuild Alabama Act fund for fiscal year 2025 will be approximately
$182,000.00, with increasing allocations for each fiscal year thereafter.
3. Pursuant to the Act, the City anticipates expending funds received pursuant to the Act, in
part or in whole, to fund any of the following numbered 1 through 34 City Road
maintenance, improvement, replacement, and/or construction projects with the exception
of Project #8 (City Facility) as shown on the City of Fairhope FY 2025 Transportation Plan.
4. The Total Estimate of Improvements for the Qualifying Roads in the City of Fairhope FY
2025 Transportation Plan is approximately $2,313,345.00 well in excess of the FY2025
Rebuild Alabama Act fund allocation.
DULY ADOPTED THIS 28TH DAY OF OCTOBER, 2024
________________________________
Corey Martin, Council President
Attest:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 135 of 302
Memorandum
From: Richard D. Johnson, P.E., City Engineer
To: Corey Martin, Council President
Thru: Sherry Sullivan, Mayor
CC: Treasury; City Clerk; Public Works Director; File
Date: October 7, 2025
Subject: Rebuild Alabama Gas Tax Fund – City of Fairhope (Annual) FY2025
Transportation Plan
Mayor and Council President:
The Rebuild Alabama Act provides for an allocation among the municipalities of the state on the
basis of the ratio of population of each municipality to the total population of all municipalities of the
state a portion of the additional taxes levied under the Act to be used for transportation
infrastructure, improvement, preservation and maintenance.
The Act provides that the municipal governing body of the City of Fairhope, Alabama, shall adopt an
annual Transportation Plan, no later than August 31, which shall provide a detailed list of projects for
which expenditures are intended to be made in the next fiscal year.
I apologize the belated nature of this plan submittal; it is my responsibility to have this prepared and
drafted by the Act’s deadline. I will assure you that will not happen again.
Please find attached the Transportation Plan and sample resolution for adoption by Council. Please
note that this plan only identifies the roads that qualify for funding expenditures by the Act. The City’s
Engineering Staff is currently reevaluating all road segments 1 – 34 (less No. 8 – a City Facility) for
condition and resurfacing priority. Once this process is complete by the end of October 2024, we will
make our recommendation to the Mayor based on rating, functional classification and available
budget.
Thank you for your consideration, please let me know if you have any questions.
Regards,
RDJ
Page 136 of 302
Sample Resolution:
RESOLUTION NO. 2024 – ##
Adopting Transportation Plan Pursuant to the Rebuild Alabama Act
WHEREAS, the Alabama legislature in Act. No. 2019-2 adopted the Rebuild Alabama Act;
WHEREAS, the Rebuild Alabama Act provides for an allocation among the municipalities of the
state on the basis of the ratio of population of each municipality to the total population of all
municipalities of the state a portion of the additional taxes levied under the Act to be used for
transportation infrastructure, improvement, preservation and maintenance;
WHEREAS, the Act provides that the municipal governing body of the City of Fairhope,
Alabama, shall adopt an annual Transportation Plan, no later than August 31, which shall provide
a detailed list of projects for which expenditures are intended to be made in the next fiscal year
and shall be based upon an estimate of the revenues anticipated from the fund in which the
additional revenue is deposited during the next fiscal year; and
WHEREAS, the Act further provides that any such funds shall be used only for the maintenance,
improvement, replacement, and construction of roads and bridges maintained by the City of
Fairhope, Alabama, and such other uses as are defined in the Act.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of Fairhope, Alabama, as
follows:
1. The City Council of Fairhope, Alabama, hereby passes this Resolution as its
Transportation Plan submitted in compliance with the Rebuild Act, Act No. 2019-2.
2. Pursuant to the Act, the City Council of Cullman, Alabama, estimates that its anticipated
allocation from the Rebuild Alabama Act fund for fiscal year 2025 will be approximately
$182,000.00, with increasing allocations for each fiscal year thereafter.
3. Pursuant to the Act, the City anticipates expending funds received pursuant to the Act, in
part or in whole, to fund any of the following numbered 1 through 34 City Road
maintenance, improvement, replacement, and/or construction projects with the exception
of Project #8 (City Facility) as shown on the City of Fairhope FY 2025 Transportation
Plan.
4. The Total Estimate of Improvements for the Qualifying Roads in the City of Fairhope FY
2025 Transportation Plan is approximately $2,313,345.00 well in excess of the FY2025
Rebuild Alabama Act fund allocation.
Page 137 of 302
Rank Street Segment
Name From To Length Width Class Striped Curb/ Gutter Reqd.
Milling
Estimated
Cost Per L.F.
Total Paving
Cost Cracking Utility &
Patching
Asphalt
Score Mult Overall
Score Status
1 Bellangee (CBD)Bancroft Section 275 Varies CST Yes Yes Yes $100.00 $27,500.00 Yes Yes 5.00 0.60 3.00 FY2025
2 Johnson Ave (CBD)Bancroft Section 275 Varies CST Yes Yes Yes $100.00 $27,500.00 Yes Yes 5.00 0.60 3.00 FY2025
3 Fairland Ave Young St Section 2660 22 RTS No Yes/No Yes $42.50 $113,050.00 Yes Yes 4.00 0.80 3.20 FY2025
4 Lakeridge Dr. Quail Creek Dr Cul-de-sac 3000 20 RTS No Yes Yes $38.50 $115,500.00 Yes Yes 5.00 0.80 4.00 FY2025
5 Fig Ave Third St S Mobile St 4050 Varies RTS Yes Yes Yes $42.50 $172,125.00 Yes Yes 5.00 0.80 4.00 FY2025
6 Gaston Ave Section S Bayview 2600 20 RTS No Yes Yes $38.50 $100,100.00 Yes Yes 5.00 0.80 4.00 FY2025
7 Grand Ave Cul-De-Sac N Mobile St 2700 Varies RTS No Yes Yes $38.50 $103,950.00 Yes Yes 5.00 0.80 4.00 FY2025
8 PW/PU Parking Parking & Operation S Section St 300 300 COF Yes No Select $1,000.00 $300,000.00 Yes Yes 5.00 1.05 5.25 FY2025
9 (ADA) Coleman Res Access All 1100 20 RAS No No No $55.00 $60,500.00 Yes Yes (lots)4.50 1.20 5.40 FY2025
10 Kumquat St North Section &S Section 800 Varies RAS No Yes/No Select $35.00 $28,000.00 Yes Yes 5.00 1.20 6.00 FY2025
11 Bon Secour St Gayfer Grand 450 20 RAS No Yes Yes $38.50 $17,325.00 Yes Yes 5.00 1.20 6.00 FY2025
12 Liberty Street Laurel Ave George St 4162 20 RTS No Yes/No Select $35.00 $145,670.00 Yes Yes 3.75 0.80 3.00 Current
13 Equality (One Way Co Bancroft Section 250 Varies CST Yes Yes Yes $250.00 $62,500.00 Yes Yes 5.50 0.60 3.30 Current
14 Idlewild Blvd Fairhope To new 1350 Blvd RTS No Yes ?$42.50 $57,375.00 Apron Yes 5.20 0.80 4.16 Current
15 Nichols Ave Greeno S Summit 6365 20 RTS Yes Yes/No Yes $35.00 $222,775.00 Yes Yes 5.50 0.80 4.40 Current
16 St. James S Church St S Bayview St 1100 20 RTS Yes No Yes $35.00 $38,500.00 Yes Yes 6.20 0.80 4.96 Current
17 Founders Dr Manley Rd CR44 2660 20 RTS No Yes Yes $35.00 $93,100.00 Yes Yes 6.20 0.80 4.96 Current
18 Blue Island Fairhope Gayfer 2840 20 RTS No Yes Yes $35.00 $99,400.00 Yes Yes 6.25 0.80 5.00 Current
19 Summit (4)Morphy Fels 320 20 RTS No No No $27.50 $8,800.00 Alligator Yes 6.40 0.80 5.12 Current
20 Beaver Dam Clubhouse Dr N. Dr 1680 20 RTS No Yes ?$35.00 $58,800.00 6.50 0.80 5.20 Current
21 Bayview (1)Nichols Fels 1060 20 RTS No Y-Some Select @ Cu $35.00 $37,100.00 Trans Yes 6.50 0.80 5.20 Current
22 North Creek Cir Club House Cul-de-Sac 300 20 RAS No Yes Yes $35.00 $10,500.00 Cul-de-sac 4.50 1.20 5.40 Current
23 Boise Ln Magnolia Atkinson 310 12 RAS No No Select $27.50 $8,525.00 Some Yes 4.50 1.20 5.40 Current
24 (ADA) Hospital Res Access All 1300 20 RAS No No No $55.00 $71,500.00 Yes Yes 4.50 1.20 5.40 Current
25 Royal Ln Idlewild Windmill 4000 20 RTS No Yes ?$35.00 $140,000.00 7.00 0.80 5.60 Current
26 North Dr Beaver Dam North Cir 2200 20 RTS No Yes ?$30.00 $66,000.00 7.00 0.80 5.60 Current
27 Oak Bend Ct South Cul-de-Sac 940 20 RAS No Yes ?$30.00 $28,200.00 Trans Long Yes 5.50 1.20 6.60 Current
28 High Pine Ridge South 1300 20 RAS No Yes ?$30.00 $39,000.00 5.50 1.20 6.60 Current
29 Falls Creek St Gayfer Ext Gayfer Ext 2500 20 RAS No Yes Select $35.00 $87,500.00 Yes Yes 5.50 1.20 6.60 Current
30 Anderson Ln Young West End 275 12 RAS No No Leveling $30.00 $8,250.00 6.00 1.20 7.20 Current
31 (ADA) Pleasant Res Access All 1300 20 RAS No No No $55.00 $71,500.00 Yes Yes 6.00 1.20 7.20 Current
32 (ADA) Michigan Res Access All 1100 20 RAS No No No $55.00 $60,500.00 Yes Some 6.00 1.20 7.20 Current
33 Old Mill Club House South 2980 20 RAS No Yes ?$30.00 $89,400.00 6.50 1.20 7.80 Current
34 North Cir N Dr N Dr 1430 20 RAS No Yes ?$30.00 $42,900.00 7.00 1.20 8.40 Current
35 Bancroft Alley Bancroft West End 175 20 RTS No No No $67.53 $11,818.39 Yes Yes 2.5 0.80 2.00 Paved 24
36 Liberty Ext Fig Ave E.O.M.576 Varies RAS No No No $39.87 $22,962.48 Yes Yes 2.00 1.20 2.40 Paved 24
37 County Rd 13 S City Limits Morphy 10,680 22 CST Yes No Select $32.50 $347,100.00 Yes Yes 4.25 0.60 2.55 Paved 24
38 Section St Fels Ave Bayou Dr 4,000 Varies CST Yes Yes/No Yes $138.07 $552,287.47 Yes Yes 5.00 0.60 3.00 Paved 24
39 Pine (One Way Conv)Bancroft Section 250 Varies CST Yes Yes Yes $1,130.77 $282,693.50 Yes Yes 5.50 0.60 3.30 Paved 24
40 Boone Lane Kirkman Nichols 1,160 20 RTS Np Yes Yes $37.46 $43,452.39 Yes Yes 4.50 0.80 3.60 Paved 24
41 Quail Creek Dr FY2023 Intersection 1,800 20 RTS No Yes Yes $38.61 $69,498.00 Yes Yes 5.00 0.80 4.00 Paved 24
LEGEND:
Road Segments Resurfaced During - FY2022 Budget Year
Road Segments Resurfaced During - FY2023 Budget Year
Road Segments Resurfaced During - FY2024 Budget Year
Road Segments Proposed For - FY2025 Budget Year
City of Fairhope
Department of Public Works
The FY 2025 Transportation Plan-August 2024
Page 138 of 302
42 Hunters Loop Quail Creek Dr Quail Creek D 1,406 20 RTS No Yes Yes $38.61 $54,285.66 Yes Yes 5.00 0.80 4.00 Paved 24
43 Bay Meadows Ave SR181 Thompson Ha 2600 20 RTS Yes No Select $39.30 $102,176.55 Yes Yes 5.50 0.80 4.40 Paved 24
44 Bellangee Ave Brown E.O.M.518 Varies RAS No No No $35.02 $18,137.82 Yes Yes 4.00 1.20 4.80 Paved 24
45 Club House Dr Honours Club House C 350 20 RTS No Yes ?$36.24 $12,684.00 Alligator Yes 6.00 0.80 4.80 Paved 24
46 Bayview (3 & 4)Fairhope Ave North End 2750 20 RTS No No Yes 1"$28.50 $78,364.17 Yes Yes 6.25 0.80 5.00 Paved 24
47 Cedar Pt Club House End 790 20 RAS No Yes ?$36.24 $28,629.60 4.50 1.20 5.40 Paved 24
48 Quail Creek Cir.Quail Creek Dr Cul-de-Sac 100 20 RAS No Yes Yes $38.61 $3,861.00 Yes Yes 5.00 1.20 6.00 Paved 24
49 Chestnut Ridge Club House End 1000 20 RAS No Yes ?$36.24 $36,240.00 Yes 5.00 1.20 6.00 Paved 24
50 Pinecrest Ln S Church St Pomelo St 1400 20 RAS No Yes Yes $36.62 $51,268.44 Yes Yes 5.50 1.20 6.60 Paved 24
51 Audubon loop N Ingleside N Ingleside 1300 20 RAS No Yes Yes $28.07 $36,488.15 Yes Yes 5.50 1.20 6.60 Paved 24
52 Clubhouse Dr Intersection Cedar Point 100 Varies RAS No Yes Select $36.24 $3,624.00 Yes Yes 5.50 1.20 6.60 Paved 24
53 Oswalt St Nichols Ave Section 1240 20 RAS No No No $33.32 $41,312.30 Yes Yes 5.50 1.20 6.60 Paved 24
54 Cliff Dr George St S Mobile St 1530 20 RAS No No No $30.53 $46,710.43 Yes Yes 6.20 1.20 7.44 Paved 24
55 Bayou Dr Fairwood Section 1540 25 CST Yes Yes Yes $45.98 $70,810.24 Yes NewFY23 10 0.60 6.00 Paved 23
56 Windmill Rd SR181 Thompson Ha 2565 18.5 RTS Yes No No $32.00 $82,088.97 Yes NewFY23 10 0.80 8.00 Paved 23
57 White Ave S Bayview St S Mobile St 770 20 RTS No Yes Yes $48.53 $37,370.00 Yes NewFY23 10 0.80 8.00 Paved 23
58 White Ave Section St S Bayview St 2782 20 RTS No Yes Yes $36.07 $100,341.88 Yes NewFY23 10 0.80 8.00 Paved 23
59 Quail Creek Dr Neighborhood SR181 2210 24 RTS Yes Yes Yes $50.53 $111,680.38 Yes NewFY23 10 0.80 8.00 Paved 23
60 Sea Cliff County maint To end 2220 20 RTS Yes Yes Yes $41.11 $91,263.28 NewFY23 10 0.80 8.00 Paved 23
61 Pecan Bldg Parking Parking Pecan Ave 205 205 COF Yes No No $335.60 $68,797.00 Yes NewFY23 10 1.05 10.50 Paved 23
62 City Hall/CC Parking Parking N Section St 287 287 COF Yes Yes No $496.39 $142,464.50 Yes NewFY23 10 1.05 10.50 Paved 23
63 Haver Ln Pecan Ave Cul-De-Sac 170 20 RAS No Yes No $65.94 $11,209.50 Yes NewFY23 10 1.20 12.00 Paved 23
64 Riveroaks Dr Boothe Rod Destrehan 1200 20 RAS No Yes Select $48.28 $57,934.28 Yes NewFY23 10 1.20 12.00 Paved 23
65 Sagebrush Loop Oakwood Ave Oakwood Ave 780 20 RAS No Yes Select $23.57 $18,381.01 Yes NewFY23 10 1.20 12.00 Paved 23
66 Oakwood Ave Riveroaks Dr Riveroaks Dr 2900 20 RAS No Yes Select $23.57 $68,339.66 Yes NewFY23 10 1.20 12.00 Paved 23
67 Driftwood Ave Oakwood Ave Riveroaks Dr 1050 20 RAS No Yes Select $23.57 $24,743.67 Yes NewFY23 10 1.20 12.00 Paved 23
68 Volanta Ave N Section St US Hwy 98 3200 20 CST Yes No No $25.75 $82,400.00 New New 9.50 0.60 5.70 Paved 22
69 Orange Ave S Church St S Mobile 2750 20 RTS No Yes Yes $38.63 $106,232.50 New New 9.50 0.80 7.60 Paved 22
70 Mershon (2)Nichols Morphy 1300 20 RTS No Yes-Part Yes $38.63 $50,219.00 New New 9.50 0.80 7.60 Paved 22
71 (ADA) Prospect Res Access All 1300 20 RTS To Greeno Blk to Greeno No $59.88 $77,844.00 New New 9.50 0.80 7.60 Paved 22
72 Pecan Ave S Church St S Mobile 2750 20 RTS No Yes Yes $38.63 $106,232.50 New New 9.50 0.80 7.60 Paved 22
73 J.P. Nix Center Parking Bayou Dr 194 194 COF Yes Yes Select $198.42 $38,493.48 New New 9.50 1.05 9.98 Paved 22
74 Porch Pl Way Loop Loop 660 14 RAS No Yes Yes $55.60 $36,696.00 New New 9.50 1.20 11.40 Paved 22
75 Grants Way Majors Way Majors Way 960 20 RAS No Yes Edge Milling $29.61 $28,425.60 New New 9.50 1.20 11.40 Paved 22
76 Majors Way CR13 Gayfer Rd Ext 2200 20 RAS No Yes Edge Milling $29.61 $65,142.00 New New 9.50 1.20 11.40 Paved 22
77 Liberty Street Fig Ave Pecan Ave 990 20 RAS No Yes Yes $30.31 $30,006.90 New New 9.50 1.20 11.40 Paved 22
78 Johnson Ave Mershon St Brown St 772 20 RAS No No No $24.88 $19,207.36 New New 9.50 1.20 11.40 Paved 22
79 Patrician St Edwards Diehl 695 22 RAS No Yes Edge Milling $30.31 $21,065.45 New New 9.50 1.20 11.40 Paved 22
80 Lee St Edwards Diehl 695 22 RAS No Yes Edge Milling $30.31 $21,065.45 New New 9.50 1.20 11.40 Paved 22
81 Jeff Davis St Edwards North Terminu 840 22 RAS No Yes Edge Milling $30.31 $25,460.40 New New 9.50 1.20 11.40 Paved 22
82 Diehl St Jeff Davis Patrician 650 22 RAS No Yes Edge Milling $30.31 $19,701.50 New New 9.50 1.20 11.40 Paved 22
Page 139 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-760
FROM:Richard Johnson, CITY ENGINEER
SUBJECT:An Agreement between the City of Fairhope and the State of
Alabama, acting by and through the Alabama Department of
Transportation, for the installation, maintenance, and operation of a
traffic signal at the intersection of State Highway 181 at Narrowleaf
Boulevard/Bay Meadows Road in Fairhope, Alabama.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
City Council authorizes an Agreement between the City of Fairhope and the State of
Alabama, acting by and through the Alabama Department of Transportation, for the
installation, maintenance, and operation of a traffic signal at the intersection of State
Highway 181 at Narrowleaf Boulevard/Bay Meadows Road in Fairhope, Alabama.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No.Account Title Current Budget Cost Available
Budget
$___$___($____)
GRANT:
LEGAL IMPACT:
Page 140 of 302
RESOLUTION NO. _____
WHEREAS, The City of Fairhope shall enter into an agreement with the State of Alabama, acting by
and through the Alabama Department of Transportation for the installation, operation, and
maintenance of a traffic signal at the intersection of State Highway 181 at Narrowleaf Boulevard/Bay
Meadows Road in Fairhope, Alabama;
WHEREAS, This Agreement requires participation by the City of Fairhope and the State of Alabama
for the installation of a traffic signal at the above-mentioned intersection. The State of Alabama will
furnish and install the equipment and/or associated hardware utilized in the accomplishment of the
work. The total cost to install the traffic signal will be 100% funded by the State of Alabama; and
WHEREAS, The City of Fairhope will be the “Maintaining Agency” for the operation and
maintenance of mast arm signal with radar detection and adaptive system components; and
WHEREAS, In the event the State contributes funds to the work, the City of Fairhope will be credited
or debited for the under-runs or overruns.
BE IT RESOLVED, by the City Council of Fairhope, Alabama that Mayor Sherry Sullivan is hereby
authorized to execute an Agreement between the City of Fairhope and the State of Alabama, acting by
and through the Alabama Department of Transportation, for the installation, maintenance, and
operation of a traffic signal at the intersection of State Highway 181 at Narrowleaf Boulevard/Bay
Meadows Road in Fairhope, Alabama.
Adopted and Approved this 28th day of October, 2024
_________________________________
Corey Martin, Council President
Attest:
_____________________________________
Lisa A. Hanks, MMC
City Clerk
I, Lisa A. Hanks, duly appointed City Clerk of the City of Fairhope, Alabama, do hereby certify that
the attached Resolution No. _____ is a true and accurate copy of a resolution approved and passed by
the Governing Body of the City of Fairhope at the regular City Council meeting on October 28, 2024.
City Seal
Lisa A. Hanks, MMC
City Clerk Date
Custodian of Records
Page 141 of 302
For Official Use Only: ALDOT Agreement Number: _________________________________
Page 1 of 7 rev – 09/01/2020
Region Tracking Number: Project Number:
Region: County:
STATE OF ALABAMA acting by and through the
ALABAMA DEPARTMENT OF TRANSPORTATION: AGREEMENT for the
INSTALLATION and/or OPERATION and/or MAINTENANCE OF TRAFFIC CONTROL SIGNALS and/or
ROADWAY LIGHTING
This Agreement, in accordance with resolution number dated (or minutes dated)
attached hereto and made part of this Agreement, is made and entered into by
and between the Alabama Department of Transportatio n (herein referred to as STATE) and the
(herein referred to as MAINTAINING AGENCY) for the
accomplishment of the following work as hereinafter indicated by the alphabetic letter of “X” marked in the check -boxes
below, to wit:
(A)
New
Installation
(B)
Equipment
Upgrade
(C)
Complete
Removal
(D)
Operation
(E)
Maintenance
Traffic Control Signal:
Intersection Flashing Signal/Beacon:
Roadway Lighting:
Other:
The accomplishment of the work indicated by the alphabetic letter of “X” marked in the check -box(es) above and
hereinafter signified by the use of the corresponding alphabetic letter A, B, C, D, and/or E as applicable, will be at the following
location(s): {Example: AL-3/US-31 @ Main Street [A, D, & E] denotes the installation, operation, and maintenance of the
equipment installed} NOTE – if more space is needed, please use continuation sheet s.
1.For the purposes of this Agreement, “equipment and/or associated hardware” shall refer to the equipment and/or
associated hardware used to install, upgrade, maintain, and/or operate traffic control signals, intersection flashing
signals/beacons, roadway lighting, and/or other as specified in the chart above.
2.In the event the work to be accomplished above is identified by (A) and/or (B), the STATE MAINTAINING
AGENCY will furnish and the STATE MAINTAINING AGENCY will install the equipment and/or associated
Page 142 of 302
Page 2 of 7 rev – 09/01/2020
hardware utilized in the accomplishment of the work. In the event the STATE contributes funds to the work and the
MAINTAINING AGENCY will be credited or debited for under-runs or overruns respectively, the “Exhibit O” is attached
to and made part of this Agreement.
3. The equipment and/or associated hardware shall be installed in accordance with the applicable portions of the:
A. Manual on Uniform Traffic Control Devices for Streets and Highways (MUTCD), current ALDOT approved
edition.
B. State of Alabama Project Details and Special and Standard Highway Drawings, current year version.
C. National Electrical Code, current edition.
D. Alabama Department of Transportation (ALDOT) Standard Specifications for Highway Construction, current
edition and applicable special provisions.
E. Code of Alabama, 1975 (as Amended) with specific reference to:
(1) §23-1-113, Municipal Connecting Link Roads – Stipulations and Conditions [specifically sub-paragraphs
(6) and (7)].
(2) §32-5A-32, Traffic – Control signal legend.
(3) §32-5A-33, Pedestrian – Control signals.
(4) §32-5A-34, Flashing signals.
(5) §32-5A-35, Lane – Direction – Control signals.
4. The STATE shall determine the quantity of the equipment and/or associated hardware to be utilized in the accomplishment
of the work identified by (A) and/or (B) above. In the event the MAINTAINING AGENCY furnishes the equipment and/or
associated hardware to be utilized in the accomplishment of the work identified by (A) and/or (B) above, the MAINTAINING
AGENCY shall ascertain that the type and quality of the equipment and/or associated hardware is in accordance with the
STATE’s Materials, Sources, and Devices with Special Acceptance Requirements (APL) as maintained by the STATE’s Bureau
of Materials and Tests.
5. It is the sole responsibility of the MAINTAINING AGENCY to locate and/or relocate any and all utilities in conflict with the
installation, upgrade, and/or maintenance of equipment and associated hardware prior to commencing work to install,
upgrade, and/or maintain equipment and associated hardware. The MAINTAINING AGENCY will locate and/or relocate such
utilities in accordance with all applicable Federal and State laws, regulations, and procedures. Associated utility costs will be
at the sole expense of the MAINTAINING AGENCY. In the event utilities are damaged during the installation, upgrade, and/or
maintenance of equipment and associated hardware due to failure of the MAINTAINING AGENCY to relocate and/or relocate
such utilities, the MAINTAINING AGENCY shall be responsible for providing the funding to pay for any and all associated
costs to repair the utilities.
6. Title to any and all equipment and/or associated hardware furnished by the STATE shall remain in the STATE and the STATE
is deemed to be the sole owner of such equipment and/or hardware.
7a. The equipment and/or associated hardware shall be operated and maintained at the sole expense of the MAINTAINING
AGENCY. The MAINTAINING AGENCY agrees to provide electrical energy on a continuing basis as required, beginning at
the time of the initial electrical service connection during the construction of the system. The MAINTAINING AGENCY
agrees further to maintain the equipment and/or associated hardware in a good state of repair at all times, as required in
Page 143 of 302
Page 3 of 7 rev – 09/01/2020
accordance with the applicable documents: Manual on Uniform Traffic Control Devices for Streets and Highways and the
Alabama Department of Transportation Standard Specifications for Highway Construction and applicable special provisions.
Any traffic control signal equipment and/or associated hardware must also be maintained in accordance with any traffic
signal operating plan of the STATE which is in effect at the applicable time of the maintenance. If a malfunction of the
equipment and/or associated hardware should ever occur, the MAINTAINING AGENCY shall make or cause to be made any
repairs immediately. If a malfunction presents a potential hazard to the motoring public and the MAINTAINING AGENCY is
unable to repair the equipment and/or associated hardware in a timely manner as determined by the STATE, the
MAINTAINING AGENCY agrees that the STATE reserves the right to and may repair the equipment and/or associated
hardware, and invoice the MAINTAINING AGENCY for all costs incurred. The MAINTAINING AGENCY agrees to pay the
STATE all such costs incurred by the STATE promptly upon receipt of the invoice from the STATE.
7b. In instances where ALDOT maintains a fiber-optic trunk line that is used in conjunction with a closed -loop signal
system, the MAINTAINING AGENCY shall maintain the fiber-optic cable from the splice point in the trunk line out to
the traffic control equipment.
8a. Installation requests made by the MAINTAINING AGENCY and identified on page one as (A) “New Installation” or (B)
“Equipment Upgrade” with “Traffic Control Signal” marked must follow the Traffic Signal Warrant and Justification
procedure as identified in the Alabama Department of Transportation Traffic Signal Design Guide and Timing Manual, latest
edition. For any warrant study/analysis which does not satisfy a traffic signal warrant or warrants, the MAINTAINING
AGENCY agrees to accept any and all responsibility for any damage or injury that may be caused by or related to the
installation, location, operation, sequencing, and/or maintenance of the equipment and/or associated hardware and shall
defend, indemnify, and hold harmless the State of Alabama, the Alabama Department of Transportation, and its agents,
servants, employees, in their official or individual capacities and/or facilities from and against all claims, damages, losses
and expenses, including but not limited to attorney’s fees, arising out of or resulting from the installation, operation, and
maintenance of the equipment and/or associated hardware, or any claim, damage, loss, or expense to the person or
property caused. A copy of the warrant study/analysis shall be attached to and made part of this Agreement.
8b. Check one:
The CITY (Incorporated Municipality)
Subject to the limitations on damages applicable to municipal corporations under Alabama Code § 11-47-
190(1975), the CITY shall indemnify and hold harmless the State of Alabama, the Alabama Department of
Transportation, its officers, officials, agents, servants, and employees from and against (1) claims, damages,
losses, and expenses, including but not limited to attorney’s fees arising out of, connected with, resulting from,
or related to the work performed by the CITY, or its officers, employees, contracts, agents or assigns (2) the
provision of any services or expenditure of funds required, autho rized, or undertaken by the CITY pursuant to
the terms of this Agreement, or (3) any damage, loss, expense, bodily injury, or death, or injury or destruction
or tangible property (other than the work itself), including loss of use therefrom, and including but not limited
Page 144 of 302
Page 4 of 7 rev – 09/01/2020
to attorney’s fees, caused by the willful, negligent, careless, or unskillful acts of the CITY, its agents, servants,
representatives, or employees, or the misuse, misappropriation, misapplication, or misexpenditure of any
source of funding, compensation, or reimbursement by the CITY, its agents, servants, representatives, or
employees, or anyone for whose acts the CITY may be liable.
The COUNTY (County Government or Agency)
The COUNTY shall be responsible at all times for all of the work performed under this agreement and, as
provided in Alabama Code § 11-93-2(1975), the COUNTY shall indemnify and hold harmless the State of
Alabama, the Alabama Department of Transportation, its officers, officials, agents, servants, and employees .
For all claims not subject to Alabama Code § 11-93-2(1975), the COUNTY shall indemnify and hold harmless the
State of Alabama, the Alabama Department of Transportation, its officers, officials, agents, servant s, and
employees from and against any and all damages, claims, loss, liabilities, attorney’s fees or expense
whatsoever, or any amount paid in compromise thereof arising out of, connected with, or related to (1) work
performed under this Agreement, (2) the provision of any services or expenditure of funds required,
authorized, or undertaken by the COUNTY pursuant to the terms of this Agreement, or (3) misuse,
misappropriation, misapplication, or misexpenditure of any source of funding, compensatio n or
reimbursement by the COUNTY, its officers, officials, agents, servants, and employees.
The term “hold harmless” includes the obligation of the MAINTAINING AGENCY to pay damages on behalf of the State of
Alabama, the Alabama Department of Transportation, and its agents, servants, and/or employees.
9. Complete r emoval of the equipment and/or associated hardware, hereinabove identified by (C), will be at the
sole expense of the STATE MAINTAINING AGENCY.
10. The STATE reserves the right to deman d the removal of the equipment and/or associated hardware should the
STATE determine that the signal is no longer required or deem its condition or operation hazardous. Further,
the STATE shall have the right to remove the equipment and/or associated hardware should the MAINTAINING
AGENCY fail to do so upon demand by the STATE. The MAINTAINING AGENCY agrees to reimburse the STA TE
for its costs associated with the removal. Any equipment and/or associated hardware which is deemed by the
STATE to be non -uniform or obsolete will be removed and disposed of by the MAINTAINING AGENCY. None of
the non -uniform or obsolete equipment and /or associated hardware which has been removed shall be reused
on the STATE highway system.
11. If future traffic conditions require changes and/or adjustments to said equipment and/or associated hardware
(other than ordinary timing), th e MAINTAINING AGENCY shall obtain the approval of the STATE before such
changes are implemented and the STATE shall make a determination on whether a new Agreement is required
to be submitted for the U PGRADING, OPERATION, and MAINTEN ANCE of the new equipment and/or associate d
hardware. All such changes shall be at the sole cost and expense of the MAINTAINING AGENCY.
Page 145 of 302
Page 5 of 7 rev – 09/01/2020
12 . At such time as a warrant study is conducted on an existing signalized intersection and the results differ
from the previous warrant study conducted at that signalized intersection, a new Agreement for Installation
and/or Operation and/or Maintenance of Traffic Control Signals and/or Roadway Lighting shall be executed
with the MAINTAINING AGENCY.
13 . In the event Federal funds are utilized in the accomplishment of the work hereinbefore described, “Exhibit M ”
is attached to and made a part of this Agreement.
14 . FUNDS SHALL NOT BE CONSTITUTED AS A DEBT
It is agreed that the terms and commitments contained herein shall not be construed as a debt of the State of
Alabama in violation of Article 11, Section 213 of the Constitution of Alabama, 1901 , as amended by
Amendment Number 26. It is further agreed tha t if any provision of this Agreement shall contravene any
statute o r Constitutional Provision or Amendment, then the conflicting provision in this Agreement shall be
deemed null and void.
For any and all disputes arising under the terms of this Agreement, the parties hereto agree, in compliance
with the recommendations of the Governor and Attorney General, when considering settlement of such
disputes, to utilize appropriate forms of non -binding alternative dispute resolution including, but not limited
to, m ediation by and through the Attorney General’s Office of Administrative Hearings or where appropriate,
private mediators.
15 . The type and number of signal & pedestrian heads per intersection or roadway lighting hardware are as
follows: {Example: 5 – 3 sec, 12”, red ball, yellow/green left arrow . OPTION: If plans are available to convey
information below, just enter “SEE ATTACHED PLANS ”.} NOTE – I f more space is needed, please use
continuation sheets.
TYPE OF SIGNAL CONTROLLER
Traffic Control Pedestrian Control Make: Model #:
Flashing Lane Control Fixed Time Two Phase
School Flasher Railroad Crossing Semi Actuated Four Phase
Other: Full Actuated Eight Phase
Other:
SYSTEM YES NO
Page 146 of 302
Page 6 of 7 rev – 09/01/2020
16. In the event the work to be accomplished is identified by (A), (B), and/or (C) and [1] in part or wholly constitutes an
interconnected, coordinated, fixed time relationship, signal control operation between two or more intersections
(herein referred to as a SYSTEM and hereinabove indicated by the SYSTEM check-box for YES marked in the controller
box above), [2] is located within the limits of a SYSTEM, or [3] is within close proximity as to adjoin a SYSTEM, the
STATE MAINTAINING AGENCY shall substantiate the work identified by (A), (B), and/or (C) to be SYSTEM
compatible.
17. By entering into this agreement, the MAINTAINING AGENCY is not an agent of the State, its officers, employees, agents
or assigns. The MAINTAINING AGENCY is an independent entity from the State and nothing in this agreement creates
an agency relationship between the parties.
18. By signing this contract, the contracting parties affirm, for the duration of this agreement, that they will not violate
federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien
within the State of Alabama. Furthermore, a contracting party found to be in violation of this provision shall be
deemed in breach of this agreement and shall be responsible for all damages resulting there from.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK. SIGNATURE PAGE TO FOLLOW.
Page 147 of 302
Page 7 of 7 rev – 09/01/2020
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by those officers, officials, and persons
thereunto duly authorized, and the Agreement is deemed to be dated and to be effective on the date stated hereinafter as
the date of the approval of the Region Engineer.
(Seal of MAINTAINING AGENCY)
Legal Name of MAINTAINING AGENCY
Attest:
By:
(Seal or notary signature) Authorized Signature for MAINTAINING AGENCY
Agreement Recommended for approval:
By:
Area Traffic Engineer Signature
STATE OF ALABAMA acting by and through the ALABAMA DEPARTMENT OF TRANSPORTATION
The within and foregoing Agreement is hereby approved on this day
of , 20 .
APPROVED: RECORDED:
By: By:
Region Engineer Signature State Traffic Engineer Signature
Date:
(Added to Archive)
Page 148 of 302
Page 149 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-761
FROM:Richard Johnson, CITY ENGINEER
SUBJECT:An Agreement between the City of Fairhope and the State of
Alabama, acting by and through the Alabama Department of
Transportation, for the installation, maintenance, and operation of a
traffic signal at the intersection of State Highway 181 at Threshing
Boulevard in Fairhope, Alabama.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
City Council authorizes an Agreement between the City of Fairhope and the State of
Alabama, acting by and through the Alabama Department of Transportation, for the
installation, maintenance, and operation of a traffic signal at the intersection of State
Highway 181 at Threshing Boulevard in Fairhope, Alabama.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No.Account Title Current Budget Cost Available
Budget
$___$___($____)
GRANT:
LEGAL IMPACT:
Page 150 of 302
RESOLUTION NO. _____
WHEREAS, The City of Fairhope shall enter into an agreement with the State of Alabama, acting by
and through the Alabama Department of Transportation for the installation, operation, and
maintenance of a traffic signal at the intersection of State Highway 181 at Threshing Boulevard in
Fairhope, Alabama;
WHEREAS, This Agreement requires participation by the City of Fairhope and the State of Alabama
for the installation of a traffic signal at the above-mentioned intersection. The State of Alabama will
furnish and install the equipment and/or associated hardware utilized in the accomplishment of the
work. The total cost to install the traffic signal will be 100% funded by the State of Alabama; and
WHEREAS, The City of Fairhope will be the “Maintaining Agency” for the operation and
maintenance of mast arm signal with radar detection and adaptive system components; and
WHEREAS, In the event the State contributes funds to the work, the City of Fairhope will be credited
or debited for the under-runs or overruns.
BE IT RESOLVED, by the City Council of Fairhope, Alabama that Mayor Sherry Sullivan is hereby
authorized to execute an Agreement between the City of Fairhope and the State of Alabama, acting by
and through the Alabama Department of Transportation, for the installation, maintenance, and
operation of a traffic signal at the intersection of State Highway 181 at Threshing Boulevard in
Fairhope, Alabama.
Adopted and Approved this 28th day of October, 2024
_________________________________
Corey Martin, Council President
Attest:
_____________________________________
Lisa A. Hanks, MMC
City Clerk
I, Lisa A. Hanks, duly appointed City Clerk of the City of Fairhope, Alabama, do hereby certify that
the attached Resolution No. _____ is a true and accurate copy of a resolution approved and passed by
the Governing Body of the City of Fairhope at the regular City Council meeting on October 28, 2024.
City Seal
Lisa A. Hanks, MMC
City Clerk Date
Custodian of Records
Page 151 of 302
For Official Use Only: ALDOT Agreement Number: _________________________________
Page 1 of 7 rev – 09/01/2020
Region Tracking Number: Project Number:
Region: County:
STATE OF ALABAMA acting by and through the
ALABAMA DEPARTMENT OF TRANSPORTATION: AGREEMENT for the
INSTALLATION and/or OPERATION and/or MAINTENANCE OF TRAFFIC CONTROL SIGNALS and/or
ROADWAY LIGHTING
This Agreement, in accordance with resolution number dated (or minutes dated)
attached hereto and made part of this Agreement, is made and entered into by
and between the Alabama Department of Transportatio n (herein referred to as STATE) and the
(herein referred to as MAINTAINING AGENCY) for the
accomplishment of the following work as hereinafter indicated by the alphabetic letter of “X” marked in the check -boxes
below, to wit:
(A)
New
Installation
(B)
Equipment
Upgrade
(C)
Complete
Removal
(D)
Operation
(E)
Maintenance
Traffic Control Signal:
Intersection Flashing Signal/Beacon:
Roadway Lighting:
Other:
The accomplishment of the work indicated by the alphabetic letter of “X” marked in the check -box(es) above and
hereinafter signified by the use of the corresponding alphabetic letter A, B, C, D, and/or E as applicable, will be at the following
location(s): {Example: AL-3/US-31 @ Main Street [A, D, & E] denotes the installation, operation, and maintenance of the
equipment installed} NOTE – if more space is needed, please use continuation sheet s.
1.For the purposes of this Agreement, “equipment and/or associated hardware” shall refer to the equipment and/or
associated hardware used to install, upgrade, maintain, and/or operate traffic control signals, intersection flashing
signals/beacons, roadway lighting, and/or other as specified in the chart above.
2.In the event the work to be accomplished above is identified by (A) and/or (B), the STATE MAINTAINING
AGENCY will furnish and the STATE MAINTAINING AGENCY will install the equipment and/or associated
Page 152 of 302
Page 2 of 7 rev – 09/01/2020
hardware utilized in the accomplishment of the work. In the event the STATE contributes funds to the work and the
MAINTAINING AGENCY will be credited or debited for under-runs or overruns respectively, the “Exhibit O” is attached
to and made part of this Agreement.
3. The equipment and/or associated hardware shall be installed in accordance with the applicable portions of the:
A. Manual on Uniform Traffic Control Devices for Streets and Highways (MUTCD), current ALDOT approved
edition.
B. State of Alabama Project Details and Special and Standard Highway Drawings, current year version.
C. National Electrical Code, current edition.
D. Alabama Department of Transportation (ALDOT) Standard Specifications for Highway Construction, current
edition and applicable special provisions.
E. Code of Alabama, 1975 (as Amended) with specific reference to:
(1) §23-1-113, Municipal Connecting Link Roads – Stipulations and Conditions [specifically sub-paragraphs
(6) and (7)].
(2) §32-5A-32, Traffic – Control signal legend.
(3) §32-5A-33, Pedestrian – Control signals.
(4) §32-5A-34, Flashing signals.
(5) §32-5A-35, Lane – Direction – Control signals.
4. The STATE shall determine the quantity of the equipment and/or associated hardware to be utilized in the accomplishment
of the work identified by (A) and/or (B) above. In the event the MAINTAINING AGENCY furnishes the equipment and/or
associated hardware to be utilized in the accomplishment of the work identified by (A) and/or (B) above, the MAINTAINING
AGENCY shall ascertain that the type and quality of the equipment and/or associated hardware is in accordance with the
STATE’s Materials, Sources, and Devices with Special Acceptance Requirements (APL) as maintained by the STATE’s Bureau
of Materials and Tests.
5. It is the sole responsibility of the MAINTAINING AGENCY to locate and/or relocate any and all utilities in conflict with the
installation, upgrade, and/or maintenance of equipment and associated hardware prior to commencing work to install,
upgrade, and/or maintain equipment and associated hardware. The MAINTAINING AGENCY will locate and/or relocate such
utilities in accordance with all applicable Federal and State laws, regulations, and procedures. Associated utility costs will be
at the sole expense of the MAINTAINING AGENCY. In the event utilities are damaged during the installation, upgrade, and/or
maintenance of equipment and associated hardware due to failure of the MAINTAINING AGENCY to relocate and/or relocate
such utilities, the MAINTAINING AGENCY shall be responsible for providing the funding to pay for any and all associated
costs to repair the utilities.
6. Title to any and all equipment and/or associated hardware furnished by the STATE shall remain in the STATE and the STATE
is deemed to be the sole owner of such equipment and/or hardware.
7a. The equipment and/or associated hardware shall be operated and maintained at the sole expense of the MAINTAINING
AGENCY. The MAINTAINING AGENCY agrees to provide electrical energy on a continuing basis as required, beginning at
the time of the initial electrical service connection during the construction of the system. The MAINTAINING AGENCY
agrees further to maintain the equipment and/or associated hardware in a good state of repair at all times, as required in
Page 153 of 302
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accordance with the applicable documents: Manual on Uniform Traffic Control Devices for Streets and Highways and the
Alabama Department of Transportation Standard Specifications for Highway Construction and applicable special provisions.
Any traffic control signal equipment and/or associated hardware must also be maintained in accordance with any traffic
signal operating plan of the STATE which is in effect at the applicable time of the maintenance. If a malfunction of the
equipment and/or associated hardware should ever occur, the MAINTAINING AGENCY shall make or cause to be made any
repairs immediately. If a malfunction presents a potential hazard to the motoring public and the MAINTAINING AGENCY is
unable to repair the equipment and/or associated hardware in a timely manner as determined by the STATE, the
MAINTAINING AGENCY agrees that the STATE reserves the right to and may repair the equipment and/or associated
hardware, and invoice the MAINTAINING AGENCY for all costs incurred. The MAINTAINING AGENCY agrees to pay the
STATE all such costs incurred by the STATE promptly upon receipt of the invoice from the STATE.
7b. In instances where ALDOT maintains a fiber-optic trunk line that is used in conjunction with a closed -loop signal
system, the MAINTAINING AGENCY shall maintain the fiber-optic cable from the splice point in the trunk line out to
the traffic control equipment.
8a. Installation requests made by the MAINTAINING AGENCY and identified on page one as (A) “New Installation” or (B)
“Equipment Upgrade” with “Traffic Control Signal” marked must follow the Traffic Signal Warrant and Justification
procedure as identified in the Alabama Department of Transportation Traffic Signal Design Guide and Timing Manual, latest
edition. For any warrant study/analysis which does not satisfy a traffic signal warrant or warrants, the MAINTAINING
AGENCY agrees to accept any and all responsibility for any damage or injury that may be caused by or related to the
installation, location, operation, sequencing, and/or maintenance of the equipment and/or associated hardware and shall
defend, indemnify, and hold harmless the State of Alabama, the Alabama Department of Transportation, and its agents,
servants, employees, in their official or individual capacities and/or facilities from and against all claims, damages, losses
and expenses, including but not limited to attorney’s fees, arising out of or resulting from the installation, operation, and
maintenance of the equipment and/or associated hardware, or any claim, damage, loss, or expense to the person or
property caused. A copy of the warrant study/analysis shall be attached to and made part of this Agreement.
8b. Check one:
The CITY (Incorporated Municipality)
Subject to the limitations on damages applicable to municipal corporations under Alabama Code § 11-47-
190(1975), the CITY shall indemnify and hold harmless the State of Alabama, the Alabama Department of
Transportation, its officers, officials, agents, servants, and employees from and against (1) claims, damages,
losses, and expenses, including but not limited to attorney’s fees arising out of, connected with, resulting from,
or related to the work performed by the CITY, or its officers, employees, contracts, agents or assigns (2) the
provision of any services or expenditure of funds required, autho rized, or undertaken by the CITY pursuant to
the terms of this Agreement, or (3) any damage, loss, expense, bodily injury, or death, or injury or destruction
or tangible property (other than the work itself), including loss of use therefrom, and including but not limited
Page 154 of 302
Page 4 of 7 rev – 09/01/2020
to attorney’s fees, caused by the willful, negligent, careless, or unskillful acts of the CITY, its agents, servants,
representatives, or employees, or the misuse, misappropriation, misapplication, or misexpenditure of any
source of funding, compensation, or reimbursement by the CITY, its agents, servants, representatives, or
employees, or anyone for whose acts the CITY may be liable.
The COUNTY (County Government or Agency)
The COUNTY shall be responsible at all times for all of the work performed under this agreement and, as
provided in Alabama Code § 11-93-2(1975), the COUNTY shall indemnify and hold harmless the State of
Alabama, the Alabama Department of Transportation, its officers, officials, agents, servants, and employees .
For all claims not subject to Alabama Code § 11-93-2(1975), the COUNTY shall indemnify and hold harmless the
State of Alabama, the Alabama Department of Transportation, its officers, officials, agents, servant s, and
employees from and against any and all damages, claims, loss, liabilities, attorney’s fees or expense
whatsoever, or any amount paid in compromise thereof arising out of, connected with, or related to (1) work
performed under this Agreement, (2) the provision of any services or expenditure of funds required,
authorized, or undertaken by the COUNTY pursuant to the terms of this Agreement, or (3) misuse,
misappropriation, misapplication, or misexpenditure of any source of funding, compensatio n or
reimbursement by the COUNTY, its officers, officials, agents, servants, and employees.
The term “hold harmless” includes the obligation of the MAINTAINING AGENCY to pay damages on behalf of the State of
Alabama, the Alabama Department of Transportation, and its agents, servants, and/or employees.
9. Complete r emoval of the equipment and/or associated hardware, hereinabove identified by (C), will be at the
sole expense of the STATE MAINTAINING AGENCY.
10. The STATE reserves the right to deman d the removal of the equipment and/or associated hardware should the
STATE determine that the signal is no longer required or deem its condition or operation hazardous. Further,
the STATE shall have the right to remove the equipment and/or associated hardware should the MAINTAINING
AGENCY fail to do so upon demand by the STATE. The MAINTAINING AGENCY agrees to reimburse the STA TE
for its costs associated with the removal. Any equipment and/or associated hardware which is deemed by the
STATE to be non -uniform or obsolete will be removed and disposed of by the MAINTAINING AGENCY. None of
the non -uniform or obsolete equipment and /or associated hardware which has been removed shall be reused
on the STATE highway system.
11. If future traffic conditions require changes and/or adjustments to said equipment and/or associated hardware
(other than ordinary timing), th e MAINTAINING AGENCY shall obtain the approval of the STATE before such
changes are implemented and the STATE shall make a determination on whether a new Agreement is required
to be submitted for the U PGRADING, OPERATION, and MAINTEN ANCE of the new equipment and/or associate d
hardware. All such changes shall be at the sole cost and expense of the MAINTAINING AGENCY.
Page 155 of 302
Page 5 of 7 rev – 09/01/2020
12 . At such time as a warrant study is conducted on an existing signalized intersection and the results differ
from the previous warrant study conducted at that signalized intersection, a new Agreement for Installation
and/or Operation and/or Maintenance of Traffic Control Signals and/or Roadway Lighting shall be executed
with the MAINTAINING AGENCY.
13 . In the event Federal funds are utilized in the accomplishment of the work hereinbefore described, “Exhibit M ”
is attached to and made a part of this Agreement.
14 . FUNDS SHALL NOT BE CONSTITUTED AS A DEBT
It is agreed that the terms and commitments contained herein shall not be construed as a debt of the State of
Alabama in violation of Article 11, Section 213 of the Constitution of Alabama, 1901 , as amended by
Amendment Number 26. It is further agreed tha t if any provision of this Agreement shall contravene any
statute o r Constitutional Provision or Amendment, then the conflicting provision in this Agreement shall be
deemed null and void.
For any and all disputes arising under the terms of this Agreement, the parties hereto agree, in compliance
with the recommendations of the Governor and Attorney General, when considering settlement of such
disputes, to utilize appropriate forms of non -binding alternative dispute resolution including, but not limited
to, m ediation by and through the Attorney General’s Office of Administrative Hearings or where appropriate,
private mediators.
15 . The type and number of signal & pedestrian heads per intersection or roadway lighting hardware are as
follows: {Example: 5 – 3 sec, 12”, red ball, yellow/green left arrow . OPTION: If plans are available to convey
information below, just enter “SEE ATTACHED PLANS ”.} NOTE – I f more space is needed, please use
continuation sheets.
TYPE OF SIGNAL CONTROLLER
Traffic Control Pedestrian Control Make: Model #:
Flashing Lane Control Fixed Time Two Phase
School Flasher Railroad Crossing Semi Actuated Four Phase
Other: Full Actuated Eight Phase
Other:
SYSTEM YES NO
Page 156 of 302
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16. In the event the work to be accomplished is identified by (A), (B), and/or (C) and [1] in part or wholly constitutes an
interconnected, coordinated, fixed time relationship, signal control operation between two or more intersections
(herein referred to as a SYSTEM and hereinabove indicated by the SYSTEM check-box for YES marked in the controller
box above), [2] is located within the limits of a SYSTEM, or [3] is within close proximity as to adjoin a SYSTEM, the
STATE MAINTAINING AGENCY shall substantiate the work identified by (A), (B), and/or (C) to be SYSTEM
compatible.
17. By entering into this agreement, the MAINTAINING AGENCY is not an agent of the State, its officers, employees, agents
or assigns. The MAINTAINING AGENCY is an independent entity from the State and nothing in this agreement creates
an agency relationship between the parties.
18. By signing this contract, the contracting parties affirm, for the duration of this agreement, that they will not violate
federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien
within the State of Alabama. Furthermore, a contracting party found to be in violation of this provision shall be
deemed in breach of this agreement and shall be responsible for all damages resulting there from.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK. SIGNATURE PAGE TO FOLLOW.
Page 157 of 302
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by those officers, officials, and persons
thereunto duly authorized, and the Agreement is deemed to be dated and to be effective on the date stated hereinafter as
the date of the approval of the Region Engineer.
(Seal of MAINTAINING AGENCY)
Legal Name of MAINTAINING AGENCY
Attest:
By:
(Seal or notary signature) Authorized Signature for MAINTAINING AGENCY
Agreement Recommended for approval:
By:
Area Traffic Engineer Signature
STATE OF ALABAMA acting by and through the ALABAMA DEPARTMENT OF TRANSPORTATION
The within and foregoing Agreement is hereby approved on this day
of , 20 .
APPROVED: RECORDED:
By: By:
Region Engineer Signature State Traffic Engineer Signature
Date:
(Added to Archive)
Page 158 of 302
Page 159 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-762
FROM:Richard Johnson, CITY ENGINEER
SUBJECT:An Agreement between the City of Fairhope and the State of
Alabama, acting by and through the Alabama Department of
Transportation, for the installation, maintenance, and operation of a
traffic signal at the intersection of State Highway 181 at Rockwell in
Fairhope, Alabama.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
City Council authorizes an Agreement between the City of Fairhope and the State of
Alabama, acting by and through the Alabama Department of Transportation, for the
installation, maintenance, and operation of a traffic signal at the intersection of State
Highway 181 at Rockwell in Fairhope, Alabama.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No.Account Title Current Budget Cost Available
Budget
$___$___($____)
GRANT:
LEGAL IMPACT:
Page 160 of 302
RESOLUTION NO. _____
WHEREAS, The City of Fairhope shall enter into an agreement with the State of Alabama, acting by
and through the Alabama Department of Transportation for the installation, operation, and
maintenance of a traffic signal at the intersection of State Highway 181 at Rockwell in Fairhope,
Alabama;
WHEREAS, This Agreement requires participation by the City of Fairhope and the State of Alabama
for the installation of a traffic signal at the above-mentioned intersection. The State of Alabama will
furnish and install the equipment and/or associated hardware utilized in the accomplishment of the
work. The total cost to install the traffic signal will be 100% funded by the State of Alabama; and
WHEREAS, The City of Fairhope will be the “Maintaining Agency” for the operation and
maintenance of mast arm signal with radar detection and adaptive system components; and
WHEREAS, In the event the State contributes funds to the work, the City of Fairhope will be credited
or debited for the under-runs or overruns.
BE IT RESOLVED, by the City Council of Fairhope, Alabama that Mayor Sherry Sullivan is hereby
authorized to execute an Agreement between the City of Fairhope and the State of Alabama, acting by
and through the Alabama Department of Transportation, for the installation, maintenance, and
operation of a traffic signal at the intersection of State Highway 181 at Rockwell in Fairhope,
Alabama.
Adopted and Approved this 28th day of October, 2024
_________________________________
Corey Martin, Council President
Attest:
_____________________________________
Lisa A. Hanks, MMC
City Clerk
I, Lisa A. Hanks, duly appointed City Clerk of the City of Fairhope, Alabama, do hereby certify that
the attached Resolution No. _____ is a true and accurate copy of a resolution approved and passed by
the Governing Body of the City of Fairhope at the regular City Council meeting on October 28, 2024.
City Seal
Lisa A. Hanks, MMC
City Clerk Date
Custodian of Records
Page 161 of 302
For Official Use Only: ALDOT Agreement Number: _________________________________
Page 1 of 7 rev – 09/01/2020
Region Tracking Number: Project Number:
Region: County:
STATE OF ALABAMA acting by and through the
ALABAMA DEPARTMENT OF TRANSPORTATION: AGREEMENT for the
INSTALLATION and/or OPERATION and/or MAINTENANCE OF TRAFFIC CONTROL SIGNALS and/or
ROADWAY LIGHTING
This Agreement, in accordance with resolution number dated (or minutes dated)
attached hereto and made part of this Agreement, is made and entered into by
and between the Alabama Department of Transportatio n (herein referred to as STATE) and the
(herein referred to as MAINTAINING AGENCY) for the
accomplishment of the following work as hereinafter indicated by the alphabetic letter of “X” marked in the check -boxes
below, to wit:
(A)
New
Installation
(B)
Equipment
Upgrade
(C)
Complete
Removal
(D)
Operation
(E)
Maintenance
Traffic Control Signal:
Intersection Flashing Signal/Beacon:
Roadway Lighting:
Other:
The accomplishment of the work indicated by the alphabetic letter of “X” marked in the check -box(es) above and
hereinafter signified by the use of the corresponding alphabetic letter A, B, C, D, and/or E as applicable, will be at the following
location(s): {Example: AL-3/US-31 @ Main Street [A, D, & E] denotes the installation, operation, and maintenance of the
equipment installed} NOTE – if more space is needed, please use continuation sheet s.
1.For the purposes of this Agreement, “equipment and/or associated hardware” shall refer to the equipment and/or
associated hardware used to install, upgrade, maintain, and/or operate traffic control signals, intersection flashing
signals/beacons, roadway lighting, and/or other as specified in the chart above.
2.In the event the work to be accomplished above is identified by (A) and/or (B), the STATE MAINTAINING
AGENCY will furnish and the STATE MAINTAINING AGENCY will install the equipment and/or associated
Page 162 of 302
Page 2 of 7 rev – 09/01/2020
hardware utilized in the accomplishment of the work. In the event the STATE contributes funds to the work and the
MAINTAINING AGENCY will be credited or debited for under-runs or overruns respectively, the “Exhibit O” is attached
to and made part of this Agreement.
3. The equipment and/or associated hardware shall be installed in accordance with the applicable portions of the:
A. Manual on Uniform Traffic Control Devices for Streets and Highways (MUTCD), current ALDOT approved
edition.
B. State of Alabama Project Details and Special and Standard Highway Drawings, current year version.
C. National Electrical Code, current edition.
D. Alabama Department of Transportation (ALDOT) Standard Specifications for Highway Construction, current
edition and applicable special provisions.
E. Code of Alabama, 1975 (as Amended) with specific reference to:
(1) §23-1-113, Municipal Connecting Link Roads – Stipulations and Conditions [specifically sub-paragraphs
(6) and (7)].
(2) §32-5A-32, Traffic – Control signal legend.
(3) §32-5A-33, Pedestrian – Control signals.
(4) §32-5A-34, Flashing signals.
(5) §32-5A-35, Lane – Direction – Control signals.
4. The STATE shall determine the quantity of the equipment and/or associated hardware to be utilized in the accomplishment
of the work identified by (A) and/or (B) above. In the event the MAINTAINING AGENCY furnishes the equipment and/or
associated hardware to be utilized in the accomplishment of the work identified by (A) and/or (B) above, the MAINTAINING
AGENCY shall ascertain that the type and quality of the equipment and/or associated hardware is in accordance with the
STATE’s Materials, Sources, and Devices with Special Acceptance Requirements (APL) as maintained by the STATE’s Bureau
of Materials and Tests.
5. It is the sole responsibility of the MAINTAINING AGENCY to locate and/or relocate any and all utilities in conflict with the
installation, upgrade, and/or maintenance of equipment and associated hardware prior to commencing work to install,
upgrade, and/or maintain equipment and associated hardware. The MAINTAINING AGENCY will locate and/or relocate such
utilities in accordance with all applicable Federal and State laws, regulations, and procedures. Associated utility costs will be
at the sole expense of the MAINTAINING AGENCY. In the event utilities are damaged during the installation, upgrade, and/or
maintenance of equipment and associated hardware due to failure of the MAINTAINING AGENCY to relocate and/or relocate
such utilities, the MAINTAINING AGENCY shall be responsible for providing the funding to pay for any and all associated
costs to repair the utilities.
6. Title to any and all equipment and/or associated hardware furnished by the STATE shall remain in the STATE and the STATE
is deemed to be the sole owner of such equipment and/or hardware.
7a. The equipment and/or associated hardware shall be operated and maintained at the sole expense of the MAINTAINING
AGENCY. The MAINTAINING AGENCY agrees to provide electrical energy on a continuing basis as required, beginning at
the time of the initial electrical service connection during the construction of the system. The MAINTAINING AGENCY
agrees further to maintain the equipment and/or associated hardware in a good state of repair at all times, as required in
Page 163 of 302
Page 3 of 7 rev – 09/01/2020
accordance with the applicable documents: Manual on Uniform Traffic Control Devices for Streets and Highways and the
Alabama Department of Transportation Standard Specifications for Highway Construction and applicable special provisions.
Any traffic control signal equipment and/or associated hardware must also be maintained in accordance with any traffic
signal operating plan of the STATE which is in effect at the applicable time of the maintenance. If a malfunction of the
equipment and/or associated hardware should ever occur, the MAINTAINING AGENCY shall make or cause to be made any
repairs immediately. If a malfunction presents a potential hazard to the motoring public and the MAINTAINING AGENCY is
unable to repair the equipment and/or associated hardware in a timely manner as determined by the STATE, the
MAINTAINING AGENCY agrees that the STATE reserves the right to and may repair the equipment and/or associated
hardware, and invoice the MAINTAINING AGENCY for all costs incurred. The MAINTAINING AGENCY agrees to pay the
STATE all such costs incurred by the STATE promptly upon receipt of the invoice from the STATE.
7b. In instances where ALDOT maintains a fiber-optic trunk line that is used in conjunction with a closed -loop signal
system, the MAINTAINING AGENCY shall maintain the fiber-optic cable from the splice point in the trunk line out to
the traffic control equipment.
8a. Installation requests made by the MAINTAINING AGENCY and identified on page one as (A) “New Installation” or (B)
“Equipment Upgrade” with “Traffic Control Signal” marked must follow the Traffic Signal Warrant and Justification
procedure as identified in the Alabama Department of Transportation Traffic Signal Design Guide and Timing Manual, latest
edition. For any warrant study/analysis which does not satisfy a traffic signal warrant or warrants, the MAINTAINING
AGENCY agrees to accept any and all responsibility for any damage or injury that may be caused by or related to the
installation, location, operation, sequencing, and/or maintenance of the equipment and/or associated hardware and shall
defend, indemnify, and hold harmless the State of Alabama, the Alabama Department of Transportation, and its agents,
servants, employees, in their official or individual capacities and/or facilities from and against all claims, damages, losses
and expenses, including but not limited to attorney’s fees, arising out of or resulting from the installation, operation, and
maintenance of the equipment and/or associated hardware, or any claim, damage, loss, or expense to the person or
property caused. A copy of the warrant study/analysis shall be attached to and made part of this Agreement.
8b. Check one:
The CITY (Incorporated Municipality)
Subject to the limitations on damages applicable to municipal corporations under Alabama Code § 11-47-
190(1975), the CITY shall indemnify and hold harmless the State of Alabama, the Alabama Department of
Transportation, its officers, officials, agents, servants, and employees from and against (1) claims, damages,
losses, and expenses, including but not limited to attorney’s fees arising out of, connected with, resulting from,
or related to the work performed by the CITY, or its officers, employees, contracts, agents or assigns (2) the
provision of any services or expenditure of funds required, autho rized, or undertaken by the CITY pursuant to
the terms of this Agreement, or (3) any damage, loss, expense, bodily injury, or death, or injury or destruction
or tangible property (other than the work itself), including loss of use therefrom, and including but not limited
Page 164 of 302
Page 4 of 7 rev – 09/01/2020
to attorney’s fees, caused by the willful, negligent, careless, or unskillful acts of the CITY, its agents, servants,
representatives, or employees, or the misuse, misappropriation, misapplication, or misexpenditure of any
source of funding, compensation, or reimbursement by the CITY, its agents, servants, representatives, or
employees, or anyone for whose acts the CITY may be liable.
The COUNTY (County Government or Agency)
The COUNTY shall be responsible at all times for all of the work performed under this agreement and, as
provided in Alabama Code § 11-93-2(1975), the COUNTY shall indemnify and hold harmless the State of
Alabama, the Alabama Department of Transportation, its officers, officials, agents, servants, and employees .
For all claims not subject to Alabama Code § 11-93-2(1975), the COUNTY shall indemnify and hold harmless the
State of Alabama, the Alabama Department of Transportation, its officers, officials, agents, servant s, and
employees from and against any and all damages, claims, loss, liabilities, attorney’s fees or expense
whatsoever, or any amount paid in compromise thereof arising out of, connected with, or related to (1) work
performed under this Agreement, (2) the provision of any services or expenditure of funds required,
authorized, or undertaken by the COUNTY pursuant to the terms of this Agreement, or (3) misuse,
misappropriation, misapplication, or misexpenditure of any source of funding, compensatio n or
reimbursement by the COUNTY, its officers, officials, agents, servants, and employees.
The term “hold harmless” includes the obligation of the MAINTAINING AGENCY to pay damages on behalf of the State of
Alabama, the Alabama Department of Transportation, and its agents, servants, and/or employees.
9. Complete r emoval of the equipment and/or associated hardware, hereinabove identified by (C), will be at the
sole expense of the STATE MAINTAINING AGENCY.
10. The STATE reserves the right to deman d the removal of the equipment and/or associated hardware should the
STATE determine that the signal is no longer required or deem its condition or operation hazardous. Further,
the STATE shall have the right to remove the equipment and/or associated hardware should the MAINTAINING
AGENCY fail to do so upon demand by the STATE. The MAINTAINING AGENCY agrees to reimburse the STA TE
for its costs associated with the removal. Any equipment and/or associated hardware which is deemed by the
STATE to be non -uniform or obsolete will be removed and disposed of by the MAINTAINING AGENCY. None of
the non -uniform or obsolete equipment and /or associated hardware which has been removed shall be reused
on the STATE highway system.
11. If future traffic conditions require changes and/or adjustments to said equipment and/or associated hardware
(other than ordinary timing), th e MAINTAINING AGENCY shall obtain the approval of the STATE before such
changes are implemented and the STATE shall make a determination on whether a new Agreement is required
to be submitted for the U PGRADING, OPERATION, and MAINTEN ANCE of the new equipment and/or associate d
hardware. All such changes shall be at the sole cost and expense of the MAINTAINING AGENCY.
Page 165 of 302
Page 5 of 7 rev – 09/01/2020
12 . At such time as a warrant study is conducted on an existing signalized intersection and the results differ
from the previous warrant study conducted at that signalized intersection, a new Agreement for Installation
and/or Operation and/or Maintenance of Traffic Control Signals and/or Roadway Lighting shall be executed
with the MAINTAINING AGENCY.
13 . In the event Federal funds are utilized in the accomplishment of the work hereinbefore described, “Exhibit M ”
is attached to and made a part of this Agreement.
14 . FUNDS SHALL NOT BE CONSTITUTED AS A DEBT
It is agreed that the terms and commitments contained herein shall not be construed as a debt of the State of
Alabama in violation of Article 11, Section 213 of the Constitution of Alabama, 1901 , as amended by
Amendment Number 26. It is further agreed tha t if any provision of this Agreement shall contravene any
statute o r Constitutional Provision or Amendment, then the conflicting provision in this Agreement shall be
deemed null and void.
For any and all disputes arising under the terms of this Agreement, the parties hereto agree, in compliance
with the recommendations of the Governor and Attorney General, when considering settlement of such
disputes, to utilize appropriate forms of non -binding alternative dispute resolution including, but not limited
to, m ediation by and through the Attorney General’s Office of Administrative Hearings or where appropriate,
private mediators.
15 . The type and number of signal & pedestrian heads per intersection or roadway lighting hardware are as
follows: {Example: 5 – 3 sec, 12”, red ball, yellow/green left arrow . OPTION: If plans are available to convey
information below, just enter “SEE ATTACHED PLANS ”.} NOTE – I f more space is needed, please use
continuation sheets.
TYPE OF SIGNAL CONTROLLER
Traffic Control Pedestrian Control Make: Model #:
Flashing Lane Control Fixed Time Two Phase
School Flasher Railroad Crossing Semi Actuated Four Phase
Other: Full Actuated Eight Phase
Other:
SYSTEM YES NO
Page 166 of 302
Page 6 of 7 rev – 09/01/2020
16. In the event the work to be accomplished is identified by (A), (B), and/or (C) and [1] in part or wholly constitutes an
interconnected, coordinated, fixed time relationship, signal control operation between two or more intersections
(herein referred to as a SYSTEM and hereinabove indicated by the SYSTEM check-box for YES marked in the controller
box above), [2] is located within the limits of a SYSTEM, or [3] is within close proximity as to adjoin a SYSTEM, the
STATE MAINTAINING AGENCY shall substantiate the work identified by (A), (B), and/or (C) to be SYSTEM
compatible.
17. By entering into this agreement, the MAINTAINING AGENCY is not an agent of the State, its officers, employees, agents
or assigns. The MAINTAINING AGENCY is an independent entity from the State and nothing in this agreement creates
an agency relationship between the parties.
18. By signing this contract, the contracting parties affirm, for the duration of this agreement, that they will not violate
federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien
within the State of Alabama. Furthermore, a contracting party found to be in violation of this provision shall be
deemed in breach of this agreement and shall be responsible for all damages resulting there from.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK. SIGNATURE PAGE TO FOLLOW.
Page 167 of 302
Page 7 of 7 rev – 09/01/2020
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by those officers, officials, and persons
thereunto duly authorized, and the Agreement is deemed to be dated and to be effective on the date stated hereinafter as
the date of the approval of the Region Engineer.
(Seal of MAINTAINING AGENCY)
Legal Name of MAINTAINING AGENCY
Attest:
By:
(Seal or notary signature) Authorized Signature for MAINTAINING AGENCY
Agreement Recommended for approval:
By:
Area Traffic Engineer Signature
STATE OF ALABAMA acting by and through the ALABAMA DEPARTMENT OF TRANSPORTATION
The within and foregoing Agreement is hereby approved on this day
of , 20 .
APPROVED: RECORDED:
By: By:
Region Engineer Signature State Traffic Engineer Signature
Date:
(Added to Archive)
Page 168 of 302
TRAFFIC SIGNAL PLAN
CONDUIT AND CONDUCTOR SCHEDULE
CONDUIT CONDUCTOR
1-211 1-3c/No. 6AWG
1-2" 1-3c/No. 8AWG
2-2"
2-2" IN 6" ENCASEMENT
2-2" IN 6" ENCASEMENT
2-2" IN 6" ENCASEMENT
2-2"
2-2"
2-2"
8cNo. 14 AWG IMSA 20-1
4cNo. 14 AWG IMSA 20-1
4cNo. 14 AWG IMSA 20-1
4cNo. 14 AWG IMSA 20-1
4cNo.14 AWG IMSA 20-1
1-3c/No. 8AWG
11 2 �A lj 4 OLB N/A ��I/
I�
�
6 tt I 8
\' N/A /1�2 �.-1'. �, n
REQUIRED SIGNAL HEADS
� ® I I@
fl)
@ 3, 7 2,4,6,8
1,5
FROM TO
DISCONNECT CONTROLLER
DISCONNECT JUNCTION BOX D
CONTROLLER JUNCTION BOX D
JUNCTION BOX D JUNCTION BOX A
JUNCTION BOX D JUNCTION BOX C
JUNCTION BOX C JUNCTION BOX B
JUNCTION BOX A POLE 1
JUNCTION BOX B POLE 2
JUNCTION BOX C POLE 3
CONTROLLER SIGNAL HEADS 1,3,5, & 7
CONTROLLER SIGNAL HEADS 6 & 6
CONTROLLER SIGNAL HEADS 2 & 2
CONTROLLER SIGNAL HEADS 4 & 4
CONTROLLER SIGNAL HEADS 8 & 8
JUNCTION BOX SIGNA L POLES
(L UMINA IRE)
SN 1
72"
1s·C [AL Hwy 181 ]sN 1
72"
1s·C [ ROCKWELL ] SN 2
LEFT TURN RIGHT LANE YIELD MUST ON FLASHING
YELLOW TURN RIGHT ARROW
RI0-12 R3-7R 30" X 36" 36" X 35"
0 0 +
s:--
0
s:--
us HWY
Min
Phase Initial
1 6.0
2 20.0
3
4 8.0
5 6.0
6 20.0
7
8 8.0
A1NO
0 ONLY
0 + co m
PLAN SU BM ITT AL
REFERENCE FISCAL SHEET 181 & ROCKWELL PROJECT NO YEAR NO
NS-17419 2022 4
Density Added Max
Active Initial Initial TTR
N
y 2.0 38.0 15.0
N
N
y 2.0 38.0 15.0
N
ROCKWIELL, LLC
US HWY 181 & ROCKWELL SIGNAL DESIGN
RECOMMENDED TIMINGS {all timings in seconds)
Min TBR Passage Yellow Gap All Red Maxi Max II Walk
2.0 5.4 1.2 15.0
15.0 2.5 5.0 5.4 1.2 45.0
2.0 4.0 2.5 28.0
2.0 5.4 1.2 15.0
15.0 2.5 5.0 5.4 1.2 45.0
2.0 4.0 2.5 28.0
NOTES: I. TRAFFIC MARKINGS SHOWN FOR INFORMATIONAL PURPOSES ONLY.
FDW Recall
Min
Min
2. LOCATION OF UTILITY POWER SOURCE TO BE DETERMINED AT TIME OF CONSTRUCTION. 3. ALL SIGNAL HEAD PLACEMENT SHALL BE IN ACCORDANCE WITH THE MUTCD, 2009 EDITION. 4. SIGNAL HOUSING TO BE BLACK FACE, BLACK BODY.
Non
Lock
y
y
y
5. TRAFFIC SIGNAL CONTROLLER MUST BE ECONOLITE COBALT W[TH THE LATEST EOS FIRMWARE. 5. TRAFFIC SIGNAL MONITOR MUST ETHERNET CAPABLE. 7. TRAFFIC SIGNAL CABINET MUST BE NEMA T52 TYPE I-POLE MOUNT. 8. TRAFFIC SIGNAL RADAR DETECTION MUST BE WAVETRONIX AND APPROVED BY AREA TRAFFIC ENGINEER. 9. TRAFFIC SIGNAL FOUND A TIO NS SHALL FOLLOW T.S.D. 730-4. DIAMETER AND DEPTH ARE SHOWN IN SUPPORTING STRUCTURES CHART. 10. USE OF A SINGLE RADAR UNIT FOR MULT[PLE APPROACHES MUST BE APPROVED IN ADVANCE BY THE REGION SIGNAL SYSTEMS ENGINEER. 11. ROUTER (CISCO !R I IOI-K9 WITH P-L TEAPl8-GL CELLULAR MODULE) TO BE SUPPLIED TO ALDOT SW REGION FOR CONFIGURATION. 12. LOCATION OF RADAR UNITS IS APPROXIMATE. MOUNTING LOCATION TO BE DETERMINED BY MANUFACTURER.
Pole
Number
1
2
3
4
Estimated Equipment and Material Schedule
240 Volt Power Source w/ Wood Pole
Rl0-12 Sign with Hardware
R3-7R Sign with Post & Hardware
Backplates w/ Reflective Strip & Hardware
Mounting Hardware For Signs
#14AWGSignal Cable, IMSA 20-1
Miscellaneous Hardware
Detector Chart
Zone Unit Phase Size Type Delay Setback
Distance
1 Rl 1 6XSO Presence 2'
2A* R4 2 6X6 Pulse 405'
2B* R4 2 6X6 Pulse 405'
4A R6 4 6XSO Presence 5 2'
4B R6 4 6XSO Presence 5 2'
5 R3 5 6XSO Presence 2'
6A* R2 6 6X6 Pulse 405'
6B* R2 6 6X6 Pulse 405'
8A RS 8 6XSO Presence 5 2'
8B RS 8 6XSO Presence 5 2'
* NOT SHOWN ON PLANS
Pole Arm
Length Length
(FT)(FT)
37 35
28 55
37 65
28 65
20
HORIZ
Supporting Structures
Traffic Sign al Pole
Luminaire
Arm
(FT)
12
12
12
12
o
Foundatio n
Size
36" X 12'
48" X 14'
48" X 14'
48" X 14'
20
Street Name
Sign(s)
AL Hwy 181
Rockwell
AL Hwy 181
Rockwell
SCALE (FEET)
STA TION OFFSET
99+00 100' RT
99+94.5 78.9' RT
100+08.3 50.8' LT
98+91.5 46.2' LT
SHEET TITLE
TRAFFIC SIGNAL PLAN
US HWY 181 & ROCKWELL
ROUTE
Page 169 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-743
FROM: Erik Cortinas, BUILDING OFFICIAL
SUBJECT: The Building Official, Erik Cortinas, is requesting the hiring of a
professional consulting firm for RFQ PS25-007 Professional
Consulting Services for 3rd Party Review of Construction
Documents. This 3rd Party Review is for the construction documents
for the 25 bed addition at Thomas Hospital.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
To approve the Mayor's selection of International Code Council Inc. for RFQ PS25-007
Professional Consulting Services for 3rd Party Review of Construction Documents,
approve the negotiated fees, and allow the Mayor to execute a contract with
International Code Council Inc.
BACKGROUND INFORMATION:
The Building Official, Erik Cortinas, is requesting the hiring of a professional consulting
firm for RFQ PS25-007 Professional Consulting Services for 3rd Party Review of
Construction Documents. Mayor Sullivan selected International Code Council Inc. (ICC)
to perform the professional service.
This service is a 3rd Party Review of Construction Plans for the 25 bed addition at
Thomas Hospital. ICC will perform the following reviews:
Disciplines (Floors 1 and 2)
• Building Review $6,452.48
• Mechanical Review $1,613.12
• Plumbing Review $1,613.12
• Electrical Review $1,613.12
• Accessibility Review $1,613.12
Disciplines (Unfinished Floors 3 and 4)
• Building Review $3,226.24
The negotiated fees total cost is Sixteen Thousand One Hundred Thirty-One Dollars
and Twenty Cents ($16,131.20).
Page 170 of 302
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001130-
50290
Building -
Professional
Services
$16131.20 $16,131.20 $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 171 of 302
RESOLUTION NO. _____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City Council approves the selection of International Code Council Inc. to
perform Professional Consulting Services for 3rd Party Review of Construction
Documents for (RFQ PS25-007) for the Building Department, and hereby authorizes
Mayor Sherry Sullivan to execute a contract with a not-to-exceed amount of $16,131.20.
DULY ADOPTED THIS 28TH DAY OF OCTOBER, 2024
________________________________
Corey Martin, Council President
Attest:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 172 of 302
Page 173 of 302
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: October 15, 2024
Re: RFQ PS25-007 Professional Consulting Services for 3rd Party Review of
Construction Documents – Thomas Hospital
The Building Official, Erik Cortinas, is requesting the hiring of a professional consulting
firm for RFQ PS25-007 Professional Consulting Services for 3rd Party Review of
Construction Documents for the 25 bed addition at Thomas Hospital.
Per our Procedure for Procuring Professional Services, Erik Cortinas, Building Official,
and I are providing firms for the Mayor to select from for the work.
The proposed scope of work shall include:
1.Disciplines (Floors 1 and 2): Building Review, Mechanical Review, Plumbing
Review, Electrical Review, Accessibility Review
2.Disciplines (Unfinished Floors 3 and 4): Building Review
Please move this procurement of professional services forward to the Mayor for the
selection of a professional service provider.
The short list is:
________________________ International Code Council (ICC)
_______________________ None. Submit another list
Cc: file, Erik Cortinas, Mayor Sherry Sullivan
Page 174 of 302
Memo to choose - 3rd Party Review - Thomas
Hospital
Final Audit Report 2024-10-15
Created:2024-10-15
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAUXdmVQftJTv9bOAPMFfh3m0RIbdNSi9Z
"Memo to choose - 3rd Party Review - Thomas Hospital" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2024-10-15 - 2:59:06 PM GMT
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2024-10-15 - 2:59:23 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2024-10-15 - 4:15:14 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2024-10-15 - 4:15:32 PM GMT - Time Source: server
Agreement completed.
2024-10-15 - 4:15:32 PM GMT
Page 175 of 302
Page 176 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-753
FROM:George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT:The Director of Public Works, George Ladd, and the Public Works
Landscape Department's Horticulture Supervisor, Jamie Rollins,
have requested the procurement of a CMC 72HD+Arbor Pro or
Equivalent manlift.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
To approve the award of Bid No. 25-004 CMC 72HD+Arbor Pro or Equivalent for a not-
to-exceed cost of $120,972.00.
BACKGROUND INFORMATION:
A bid was issued on October 7, 2024 and posted to the City of Fairhope's website. One
(1) responsive bid was received at the bid opening on October 16, 2024 at 2:00 p.m.
The Director of Public Works recommends the award be made to CraneWorks, Inc.
Their bid price was One Hundred Twenty Thousand Nine Hundred Seventy-Two Dollars
($120,972.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No.Account Title Current Budget Cost Available
Budget
001360-
50470
Landscape -
Purchases & Equip
$120,000.00 $120,972.00 ($972.00)
GRANT:
N/A
LEGAL IMPACT:
N/A
Page 177 of 302
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 178 of 302
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 for CMC
72HD+Arbor Pro or Equivalent (Bid No. 25-004) for the Public Works Department 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:
CraneWorks, Inc. $120,972.00
[3] After evaluating the bids with required specifications, CraneWorks, Inc. is now
awarded (Bid No. 25-004) for CMC 72HD+Arbor Pro or Equivalent for the Public
Works Department with a bid proposal not-to-exceed $120,972.00.
DULY ADOPTED THIS 28TH DAY OF OCTOBER, 2024
_____________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 179 of 302
Page 180 of 302
Page 181 of 302
Page 182 of 302
Page 183 of 302
Page 184 of 302
Page 185 of 302
PRF - Manlift - Horticulture
Final Audit Report 2024-10-14
Created:2024-10-03
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAALk6yh_ftG-iivxeQHted62E63sfuvbhs
"PRF - Manlift - Horticulture" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2024-10-03 - 2:15:34 PM GMT
Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature
2024-10-03 - 2:16:26 PM GMT
Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
2024-10-03 - 2:26:17 PM GMT
Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
Signature Date: 2024-10-03 - 2:26:42 PM GMT - Time Source: server
Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature
2024-10-03 - 2:26:43 PM GMT
Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
Signature Date: 2024-10-14 - 5:07:24 PM GMT - Time Source: server
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2024-10-14 - 5:07:25 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2024-10-14 - 6:20:05 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2024-10-14 - 6:20:31 PM GMT - Time Source: server
Agreement completed.
2024-10-14 - 6:20:31 PM GMT
Page 186 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-741
FROM:George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT:The Director of Public Works, George Ladd, and the Public Works
Landscape Department's Horticulture Supervisor, Jamie Rollins,
have requested the procurement of potting soil to be used for various
plantings throughout the City.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
To approve this FY2025 potting soil procurement for the Public Works Department with
an estimated annual cost of $71,068.80. Potting Soil Sungro MM830-F3B RSi is from
Sungro Horticulture Inc. as sole source and manufacturer.
BACKGROUND INFORMATION:
The Director of Public Works, George Ladd, and the Public Works Landscape
Department's Horticulture Supervisor, Jamie Rollins, have requested the procurement of
potting soil to be used for various plantings throughout the City. The Sungro MM830-
F3B potting soil is from Sungro Horticulture Inc., which is the sole source and
manufacturer of this product.
The cost is Thirteen Dollars and Forty-Six Cents ($13.46) per fifty (50) pound bag. In
addition, each load will have a fuel surcharge of One Hundred Twenty-Five Dollars
($125.00). The annual estimated cost for this purchase is Seventy-One Thousand Sixty-
Eight Dollars and Eighty Cents ($71,068.80).
This purchase is exempt from formal bidding on the option allowed by the Code of
Alabama 1975, Section 41-16-51(13): "Contractual services and purchases of
commodities for which there is only one vendor or supplier and contractual services and
purchases of personal property which by their very nature are impossible to award by
competitive bidding."
BUDGET IMPACT/FUNDING SOURCE:
Account No.Account Title Current Budget Cost Available
Budget
Page 187 of 302
001360-
51410
St. Material &
Landscape
$71,068.00 $71,068.80 $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 188 of 302
RESOLUTION NO. _____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that the City of Fairhope approves the procurement for
FY2025 Potting Soil Sungro MM830-F3B RSi from Sungro Horticulture Inc. as sole
source and manufacturer. The annual cost is estimated at $71,068.80.
ADOPTED ON THIS 28TH DAY OF OCTOBER, 2024
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 189 of 302
Quote Date:6/7/2024
770 Silver Street
Agawam, MA, USA 01001
Phone: 1-800-732-8667 (Option 1)
Fax: 1-413-789-3425 (205)234-3224
214244 Customer #:214244
City of Fairhope Ship to:City of Fairhope
PO Box 429 Address:PO Box 429
Address 2:
Fairhope City:Fairhope
AL State/Province:AL
36532 Zip /Postal Code:36532
251-929-0346 Phone:251-929-0346
Randy Wheeler Contact:Randy Wheeler
ap@fairhopeal.gov;Randy.Weaver@Fairhopeal.go
v Email:
6/11/2024
STANDARD
Terms: 2% 10, 1% 30 Days, Net Due 90 Days
Qty Item Number Item Description:UOM # Per
Pallet Bal Y/N Unit Price Total Pallets
1,056 5102.CFL002.8P MM830-F3B RSi CFL002.8 48 $13.46 22
Total Pallets: 22
Fuel Surcharge:$125
Distribution Surcharge:
Date:
Accepted By:
Address 2:
All Prices quoted are subject to change due to availability, surcharges and/or price increases, and expire on:
Email:
Requested Delivery Date:
Customer PO Number:
Phone:
Contact:
6/7/2024
Available to qualified Sun Gro customers only. Orders must ship during the promotional
shipping period and are subject to current production leadtime guidelines.
ap@fairhopeal.gov;Randy.Weaver@Fairhopeal.g
ov
Order by 6/16/25
Requested Delivery Date by 6/30/2025
Terms 2% 10, 1% 30 Days, Net due 90 Days
Products: Professional Mix. Excludes Contract orders. Program:
QUOTATION
Blythe Pitchford
blythe.pitchford@sungro.com
Prepared by:
Thank you for this opportunity!
Customer Pick Up orders must be picked up within 2 weeks of notice of availability,
or the orders will be changed to delivered or cancelled.
orders@sungro.com
Customer #:
Sold to:
City:
State/Province:
Zip /Postal Code:
Address:
Program Details
Comments or Special Instructions
Page 190 of 302
September 17, 2024
Randy Weaver
Purchasing Agent
City of Fairhope
Randy,
This is to confirm that Sun Gro® Horticulture is the manufacturer and sole source of the
51027.CFL002.8P-MM830-F3B FB RSI product used by the City of Fairhope. We are the only
manufacturer producing growing media products with the incorporation of RESILIENCE®, our
tradename for silicon.
Best Regards,
Blythe Pitchford
District Sales Manager AL MS TN KY
Sun Gro Horticulture
(205)234-3224
blythe.pitchford@sungro.com
Page 191 of 302
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Jamie Rollins Date: 10/08/2024
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-$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. Sungro Horticulture $
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? Annual Potting Soil Purchase
2. What is the total cost of the item or service $71,068.8
3. How many do you need? Price includes 5 Shipments of Potting Soil for FY 2025
4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request
5. Vendor Name (Lowest Quote): Sungro Horticulture (Sole Source)
6. Vendor Number: 4914
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?
3. Budget code: 01360-51410
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 192 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-749
FROM: George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The Director of Public Works, George Ladd, is requesting to extend
the contract for Bid No. 039-21 Three Year Pest Control to allow for
time to rebid the new contract.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
To approve a two (2) month extension of the contract for Bid No. 039-21 Three Year
Pest Control to allow for time to rebid the new contract, at the same terms and
conditions as the original contract.
BACKGROUND INFORMATION:
The Director of Public Works, George Ladd, is requesting to extend the contract for Bid
No. 039-21 Three Year Pest Control to allow for time to rebid the new contract.
The Original contract and two one-year extensions for Bid No. 039-21 Three Year Pest
Control ended on October 20, 2024. Due to procedural issues with the bid for the new
contract, we are having to rebid this contract service and need time to complete the bid
process. Extending the current contract for two months, until December 20, 2024, will
allow time to get a new contract in place.
The Vendor agrees to extend at the same terms and conditions.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
Various-
50360
General
Maintenance
$2,061.84 $2,061.84 $0.00
GRANT:
N/A
LEGAL IMPACT:
Page 193 of 302
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 194 of 302
RESOLUTION NO. _______
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that Mayor Sherry Sullivan is hereby authorized to
execute Extension No. 3 of Bid No. 038-21 for Three Year Pest Control with Redd
Pest Solutions with all terms and conditions as original bid award until December 20,
2024 to allow time for a rebid of a new contract.
ADOPTED ON THIS 28TH DAY OF OCTOBER 2024
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 195 of 302
CITY OF FAIRHOPE
Bid No. 039-21
Pest Control 2021
Contract Extension No. 3
This Extension No. 3 of CONTRACT (“Extension”) is made this _____ day of _________________________, 2024,
for the purpose of extending the agreement known as Bid No. 039-21 Pest Control 2021, executed on October 21,
2021 (“Original Contract”) between the City of Fairhope and Redd Pest Solution of the S.E., Inc. (the “Parties”).
1. The Original Agreement, which is attached hereto as a part of this Extension, is described below:
Bid No. 039-21 Pest Control 2021
And was to end on October 20, 2022.
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 period, October 20, 2022 and will end on October 21, 2023.
3. The Parties agreed to extend the Original agreement for an additional period, which will begin immediately
upon the expiration of Extension No. 1 time period October 21, 2023 and will end on October 20, 2024.
4. The Parties agree to extend the Original agreement for an additional period, which will begin immediately upon
the expiration of Extension No. 2 time period October 21, 2024 and will end on December 20, 2024.
3. This Extension binds and benefits both Parties and any successors or assigns. The 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.
Page 196 of 302
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 197 of 302
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 198 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-763
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:
October 28, 2024
RECOMMENDED ACTION:
To approve this procurement of CARUS 8700 Corrosion Inhibitor for the estimated
annual cost of $300,000.00.
BACKGROUND INFORMATION:
The Superintendent of Water/Wastewater, Daryl Morefield, is requesting approval for
the procurement of CARUS 8700 Corrosion Inhibitor for water treatment.
Alberty and Blakeney LLC is the sole source distributor of CARUS 8700 water treatment
chemical for Fairhope. Attached is the quoted pricing from Alberty & Blakeney LLC
reflecting the price per pound of $1.62 until December 31, 2024. The price per pound
will then be updated to $1.7053 and valid until December 31, 2025.
This procurement is a sole source based on the option by the Code of Alabama 1975,
Section 41-16-51(13): "Contractual services and purchases of commodities for which
there is only one vendor or supplier and contractual services and purchases of personal
property which by their very nature are impossible to award by competitive bidding."
The estimated annual spend for FY 2025 is Three Hundred Thousand Dollars
($300,000.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004010-
53011
Water - Treatment
Supplies
$300,000.00 $300,000.00 $0.00
GRANT:
Page 199 of 302
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 200 of 302
RESOLUTION NO. _____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that the City of Fairhope approves the procurement of
CARUS 8700 Corrosion Inhibitor Water Treatment Chemical as the Sole Source
Procurement from distributor Alberty & Blakeney LLC, for an estimated annual
amount of $300,000.00 based on the option by the Code of Alabama 1975, Section
41-16-51(13): “Contractual services and purchases of commodities for which there is
only one vendor or supplier and contractual services and purchases of personal
property which by their very nature are impossible to award by competitive bidding.”
ADOPTED ON THIS 28TH DAY OF OCTOBER, 2024
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 201 of 302
September 12, 2024
CONFIDENTIAL
Mr. Bryan Adams
P.O. Box 429
Fairhope, AL 36533
Dear Bryan:
Since you are working on the 2024 – 2025 budget, we are pleased to provide you with our price quote for the
CARUS 8700 (blended orthophosphate & polyphosphate) chemicals for the City of Fairhope – Water
Department.
Currently, our “Delivered Price” for the CARUS 8700 to The City of Fairhope is $1.62/Pound or
$5,034.96/Tote. We’ve held this price throughout 2024 and will honor this price until December 31, 2024.
As mentioned above, this is a Delivered Price so it includes all freight & fuel surcharges. Unfortunately, the
cost of freight has increased significantly during 2024. Additionally, our chemical price includes the cost of the
corrosion coupons & respective analysis. The cost of the lead corrosion coupons have increased by 20% since
2023. We’ve absorbed both increases during 2024 and held our price to Fairhope. Therefore, beginning
January 1, 2025, we must make a small adjustment to our chemical price to Fairhope.
We will hold this new pricing until December 31, 2025, unless there is a significant change in the market
conditions and CARUS implements a price increase. Currently, there is no forecast for a price increase in 2025.
If there is a need for a price adjustment prior to December 31, 2025, then we will provide 30-days’ written
notice and a pricing adjustment letter from CARUS for justification purposes.
Product 2024 Delivered Price 2025 Delivered Price
CARUS 8700 $1.62/pound
($5,034.96/tote)
$1.7053/pound
($5,300/tote)
Attached please find the letter from CARUS stating that Alberty & Blakeney, LLC is the only
Authorized Distributor of the CARUS 8700 product to the City of Fairhope.
The CARUS 8700 is a specialty chemical composed of 85% orthophosphate & 15% polyphosphate with a total
phosphate content of 33%. The purpose of this product is to provide corrosion inhibition and sequester iron &
manganese throughout the distribution system.
Alberty & Blakeney, LLC will continue to provide corrosion coupons & analytical reports for FAIRHOPE at no
additional cost. The costs for these corrosion coupons and laboratory testing are approximately $6,000/year.
Keep in mind, this was an expense for FAIRHOPE prior to Alberty & Blakeney, LLC providing the CARUS
specialty water treatment chemicals. Additionally, the CARUS Technical Team along with Alberty &
Blakeney, LLC were very helpful in the evaluation of the FAIRHOPE water chemistry and recommendations to
convert from a zinc-orthophosphate product to an ortho/polyphosphate product. The CARUS 8700 product is
providing superior results, and this is critical with the upcoming changes to the US EPA Lead & Copper Rule.
Page 202 of 302
November 14, 2023
Water Department – City of Fairhope
Page 2
Alberty & Blakeney, LLC is an industrial specialty chemical company located in Baton Rouge, LA. Our
primary concern is the management of water treatment chemicals and services for boiler, cooling, process,
potable, and wastewater systems. We have over 75 years of experience in the water treatment industry. This
experience, along with low overhead, has provided our customers with significant improvements in results and
cost savings. Collectively, we save our customers over $2,000,000 per year when compared to previous water
treatment programs from the national companies. Our customers are located in south Louisiana, Mississippi,
Alabama and Texas. A brief summary of our water treatment applications is provided below.
We provide water treatment chemicals & engineering support for Potable Water Systems totaling over
130,000,000 gallons/day. Obviously, this covers many cities and communities. For instance, we have been
providing water treatment chemicals & services to the city of Baton Rouge for the past 25 years. The Baton
Rouge Water Company produces on average 60,000,000 GPD of potable water. The BRWC ground water
(wells) is similar to your water chemistry in that it requires corrosion inhibition and sequestering. We treat
numerous potable water systems that require corrosion control as well as sequestering of iron and manganese.
Alberty & Blakeney, LLC will meet or exceed all of The City of Fairhope’s specifications & requirements. The
CARUS 8700 is manufactured in the U.S.A and meets the required NSF/ANSI Standard 60 Certification for
Drinking Water Treatment Chemicals. All material will conform to all AWWA Specifications and meet
American National Standards Institute and National Sanitation Foundation ANSI/NSF. We are an authorized
distributor for CARUS Corporation; therefore, we have full access to their technical support & laboratory
services. We can provide quarterly water sampling and analysis at no additional charge. CARUS Corporation
is the leading U.S. supplier of phosphate-based corrosion inhibitors & sequestering agent’s programs for
drinking water utilities.
In summary, we will continue to work closely with your Water Department Team to meet their goals for
providing the best potable water to their customers. We appreciate your business and will continue to work
diligently to exceed your expectations.
We appreciate your business and the opportunity to serve you & the CITY OF FAIRHOPE!
Sincerely,
ALBERTY & BLAKENEY, LLC
Fred L. Blakeney, Jr.
President
cc: Mr. Joe Webber
Mr. Daryl Morefield
Mr. Clint Steadham
Page 203 of 302
Page 204 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-765
FROM: Daryl Morefield, WATER SUPERINTENDENT
SUBJECT: The Superintendent of Water/Wastewater Department, Daryl
Morefield, is requesting approval for the procurement of Hydrated
Lime, Chlorine, Hydrofluosilicic Acid (Fluoride), and Azone 15
(Bleach) for Water Treatment.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
To approve the procurement of Hydrated Lime, Chlorine, Hydrofluosilicic Acid
(Fluoride), and Azone 15 (Bleach) for Water Treatment for the estimated annual cost of
$250,000.00.
BACKGROUND INFORMATION:
The Superintendent of Water/Wastewater Department, Daryl Morefield, is requesting
approval for the procurement of Hydrated Lime, Chlorine, Hydrofluosilicic Acid
(Fluoride), and Azone 15 (Bleach) for Water Treatment.
The chemicals are exempt from formal bidding per Code of Alabama 1975, Section 41-
16-51(b)(7) which states:
“The purchase of equipment, supplies, or materials needed, used and consumed in the
normal and routine operation of any waterworks system, sanitary sewer system, gas
system, or electric system, or any two or more thereof, that are owned by municipalities,
counties, or public corporations, boards, or authorities that are agencies, departments,
or instrumentalities of municipalities or counties and no part of the operating expenses
of which system or systems have during the then current fiscal year, been paid from
revenues derived from taxes or from appropriations of the state, a county, or a
municipality.”
The costs for each is quoted at:
• 1 Bag Standard Hydrated Lime: $15.50 per bag
• 1 Chlorine 150# Cylinder: $250.00 per cylinder
• Hydrofluosilicic Acid (Fluoride) (Mini Bulk): $5.30 per gallon
• AZONE 15 (Bleach) (Mini Bulk): $2.70 per gallon
• Fuel/Freight Charge (per delivery): $50.00
Page 205 of 302
•
The Superintendent of Water/Wastewater Department is requesting approval for the
annual purchase from Hawkins, Inc. for an estimated annual total of Two Hundred Fifty
Thousand Dollars ($250,000.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004010-
53011
Water - Treatment
Supplies
$250,000.00 $250,000.00 $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 206 of 302
RESOLUTION NO. _____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that the City of Fairhope approves the procurement of
Hydrated Lime, Chlorine, Hydrofluosilicic Acid (Fluoride), and Azone 15 (Bleach)
from Hawkins, Inc. for the Water Department and authorizes procurement based on
the option allowed by the Code of Alabama 1975, Section 41-16-51(b)(7). The
estimated annual cost for these chemicals is $250,000.00.
ADOPTED ON THIS 28TH DAY OF OCTOBER, 2024
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 207 of 302
1
HAWKINS, INC.
HAWKINS WATER TREATMENT GROUP
September 16, 2024
To: City of Fairhope – Water Treatment Chemicals
Ref. No.: Water Treatment Chemicals
Quotation Expires: 90 days.
Shipment:
Hawkins, Inc. would like to offer the following chemical quotation. We are a full-service
manufacturer and distributor of all Water Treatment Chemicals and Equipment. We take pride in
building a long-term partnership through excellent service.
Chemicals:
• PN 56534 – 1-bag Standard Hydrated Lime - $15.50 per bag
•
• PN 59500 – 1-Chlorine 150# Cylinder $240.00 per cylinder
• PN 43977 – Hydrofluosilicic Acid (Fluoride) (Mini Bulk) $5.30 per gallon
• PN 41245 AZONE 15 (BLEACH) (Mini Bulk) $2.70 per gallon
** Fuel/Freight Charge** $50.00
* All pricing will hold firm for 90 days. After the 90 days we will assess pricing and
if needed we will contact you in writing with the appropriate increase or decrease.
Thank you so much for the opportunity
Hawkins Inc.
Kent Ray (TSR)
251-421-1120 Cell
Kent.ray@hawkinsinc.com
We understand that in the Municipal Industry, flows are seasonal, and emergencies do occur that are
unpreventable. We can ensure that we will handle any emergency as they occur. We are available 24/7 via
1-800-330-1369.
TERMS: Net 30 days from delivery. Our pricing does not include any installation or sales/excise
taxes that may apply.
Page 208 of 302
2
QUOTATION/PROPOSAL
This quotation constitutes an offer to furnish the items listed subject to; terms and conditions stated
hereon; receipt of your purchase order by Hawkins Water Treatment Group, Inc.; and written
acceptance of your order by Hawkins Water Treatment Group, Inc. and/or the manufacturer(s)
involved as follows.
Page 209 of 302
Page 210 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-766
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:
October 28, 2024
RECOMMENDED ACTION:
To approve this procurement of Liquid Lime for water treatment for an estimated annual
cost of $50,000.00.
BACKGROUND INFORMATION:
The Superintendent of Water/Wastewater, Daryl Morefield, is requesting approval for
the procurement of liquid lime for water treatment.
Burnett Lime Company is the sole source distributor of CAL-FLO lime slurry water
treatment chemical for Fairhope. Attached is the quoted pricing from Burnett Lime
Company, Inc. reflecting the $0.095 per liquid pound.
This procurement is a sole source based on the option by the Code of Alabama 1975,
Section 41-16-51(13): "Contractual services and purchases of commodities for which
there is only one vendor or supplier and contractual services and purchases of personal
property which by their very nature are impossible to award by competitive bidding."
The estimated annual spend for FY 2025 is Fifty Thousand Dollars ($50,000.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004010-
53011
Water - Treatment
Supplies
$50,000.00 $50,000.00 $0.00
GRANT:
N/A
Page 211 of 302
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 302
RESOLUTION NO. _____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that the City of Fairhope approves the procurement of
Liquid Lime for water treatment as the Sole Source Procurement from Burnett Lime
Company, Inc. and authorizes procurement based on the option allowed by the Code
of Alabama 1975, Section 41-16-51(13): “Contractual services and purchases of
commodities for which there is only one vendor or supplier and contractual services
and purchases of personal property which by their very nature are impossible to
award by competitive bidding.” The annual estimated cost will be $50,000.00.
ADOPTED ON THIS 28TH DAY OF OCTOBER, 2024
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 213 of 302
BURNETT LIME COMPANY, INC.
7095 HIGHWAY 11 • CAMPOBELLO, SC 29322 • 864-592-1658 • FAX: 864-592-1690 WWW.BURNETT-INC.COM
September 12, 2024,
Mr. Bryan Adams, Chief Operator
Fairhope Utilities
555 South Section Street
Fairhope Alabama 36532
Subject: Sole Source CAL~FLO® Lime Slurry and Pricing
Burnett Lime Company, Inc., is the sole manufacture of its product, CAL~FLO® Lime Slurry.
Burnett Lime Company, Inc. is the sole or exclusive representative for CAL~FLO® Lime Slurry
and CAL~FLO® Lime Slurry Systems within the state of Alabama for the purchase of new
products, OEM repair parts, repairs and maintenance.
is a Burnett Lime Company, Inc. trademark, which is produced and sold with the
patented CAL~FLO® Lime Slurry System. In selecting the CAL~FLO® system and
slurry, your facility will receive our feed system functional guarantee (since the CAL~FLO®
slurry meets the required specifications for proper operation).
No other representative can sell products, repair/replacement parts, maintenance,
repair/replacement services, field services and technical support for Burnett Lime Company, Inc.
Burnett Lime Company, Inc. is the sole authorized repair facilitator for maintenance and
installation in addition to stocking all authorized repair parts.
Pricing: The delivered price to Fairhope AL for CAL~FLO slurry will be $0.095 per liquid
pound for a 30% suspension of calcium hydroxide for the period 1-1-2-25 to 9-30-2025.
Your contact for CAL~FLO® Lime Slurry is:
Name Andrew Cannon or Teresa Johnson
Address 7095 Hwy 11, Campobello, SC 29322
Phone 864-592-1658
Email acannon@burnett-inc.com cc: tjohnson@burnett-inc.com
If you have questions regarding this issue, please contact me at 864-592-1658.
Thank you,
Hugh Burnett, Vice-President
BURNETT LIME COMPANY, INC.
Email: hburnett@burnett-inc.com
Web: www.burnett-inc.com
Page 214 of 302
Page 215 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-744
FROM: Daryl Morefield, WATER SUPERINTENDENT
SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is
requesting the hiring of a professional engineer for RFQ PS25-005
Professional Engineering Services for the Repair and Painting of the
Water Tank at Water Treatment Plant No. 2.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
To approve the negotiated not-to-exceed amount of $55,000.00 for this project and
allow the Mayor to execute a contract with Krebs Engineering.
BACKGROUND INFORMATION:
The Superintendent of Water/Wastewater, Daryl Morefield, is requesting the hiring of a
professional engineer for RFQ PS25-005 Professional Engineering Services for the
Repair and Painting of the Water Tank at Water Treatment Plant No. 2.
The work to be performed is for professional engineering associated with the project,
which will include the following:
A. Preliminary Services (to include field reconnaissance, consultation with the City, and
discussions with the appropriate coating manufacturer)
B. Engineering Design Services
C. Bid Period Services
D. Construction Review Services
The Mayor and The Superintendent of Water and Wastewater Department would like to
establish a not-to-exceed amount for Professional Engineering Services of Fifty-Five
Thousand Dollars ($55,000.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004010-
59501-130
Water - Utility Sys
Improvements
$55,000.00 $55,000.00 $0.00
Page 216 of 302
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 217 of 302
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 with Krebs Engineering for Repair and Painting of the Water Tank
at Water Treatment Plant No. 2 (RFQ PS25-005) with a not-to-exceed amount of
$55,000.00.
ADOPTED ON THIS 28TH DAY OF OCTOBER 2024
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 218 of 302
1040 Stanton Road, Bldg. II, Suite A&B Daphne, AL 36526 P 251.309.9085 KrebsEng.com
BIRMINGHAM DAPHNE HUNTSVILLE MONTGOMERY NEWNAN
October 8, 2024
Mr. Daryl Morefield
City of Fairhope
555 South Section Street
Fairhope, AL 36532
Re: WTP No. 2 - 3 Million Gallon Water Storage Tank Reconditioning – Proposal Letter
Krebs Project No. 24302
Dear Daryl:
Krebs Engineering, Inc. is pleased to present the proposal to the City of Fairhope (City) for
professional engineering services associated with the (Water Treatment Plant No. 2) 3 Million
Gallon Water Storage Tank Reconditioning Project. The project will consist a visual inspection of
the tank exterior and interior (if tank is considered safe for access) to determine the scope of
work required for the reconditioning of the tank. In addition, at a minimum, the water storage
tank reconditioning project will include the complete removal and replacement of the existing
interior and exterior coating systems. The repair or replacement of additional tank
appurtenances will be evaluated during the inspection. These items may include manways,
hatches, ladder repairs, vent replacement, screens, etc. The scope of services is described in
more detail below.
SCOPE OF SERVICES
A. Preliminary Services
1. Field reconnaissance.
2. Consultation with the City.
3. Discussions with the appropriate coating manufacturer.
B. Engineering Design Services
1. Performance of a site inspection of the WTP No. 3 Tank. The City will drain and
clean out the tank as necessary.
2. Review any construction plans and previous inspection reports provided by the
City.
3. Design of improvements and modifications to include:
a. Selection of high-performance coating systems.
b. Miscellaneous modifications to, and/or, repair of existing tank accessories
c. Miscellaneous improvements to site appurtenances such as fencing or
grading.
4. Krebs will use the WTP No. 2 record drawings for the base drawings.
Page 219 of 302
Mr. Daryl Morefield
October 8, 2024
Page 2
5. Preparation of Plans and Specifications.
6. Preparation of estimates of probable construction cost.
7. Review of Plans and Specifications with the City.
8. Furnish deliverables to the City.
C. Bid Period Services
1. Advertise the project as required by the City.
2. Email the "Advertisement for Bids" to those contractors engaged in the type of
construction work contemplated in order to maximize the development of
interest in the project.
3. Issue Plans and Specifications to those contractors requesting such Plans and
Specifications.
4. Furnish a representative for attendance at the pre-bid conference.
5. Furnish a representative for attendance at the opening of bids.
6. Tabulate, evaluate and certify the bids received.
7. Evaluate bid pricing for all installation options and make recommendations to the
City.
8. Prepare construction contract documents for execution by the City and the
Contractor to whom the award is made.
9. Review all sets of executed documents for completeness of forms and required
attachments.
10. Furnish a representative for attendance at the pre-construction conference.
D. Construction Review Services
1. General review of the work by the Engineer, who will make periodic reviews at the
site of the work as construction of the project progresses. Review of the work will
generally occur at the following intervals:
1.1. Surface preparation inspection prior to application of coatings.
1.2. After interior stripe coat, intermediate coat, and final coat and after
exterior intermediate and final coat.
1.3. Holiday testing of interior upon installation of final coating application .
2. General review of the work will be done by Krebs personnel, who will make
periodic reviews at the site of the work as the construction of the project
progresses. No full-time field representative will be provided.
3. Review and forward to the City a copy of each reviewed shop drawing, equipment
drawing, material specification, working, laboratory test report, shop and mill test
report submitted by the Contractor.
Page 220 of 302
Mr. Daryl Morefield
October 8, 2024
Page 3
4. Note and report to the City any observed deviations from the intent of the Plans
and Specifications, and recommend to the City any appropriate action to be taken
by the City.
5. Review and present to the City for payment the Contractor’s periodic and final
estimates of work performed on the project.
6. Upon completion of the work, prepare a "punch list" of items of work, if any, to
be corrected by the Contractor.
7. Coordinate with the Contractor to correct any items of work required to complete
the project in substantial accordance with the intent of the Plans and
Specifications.
8. Coordinate with the Contractor the 1-year warranty inspection and perform an
inspection of the tank.
9. Preparation of Record Drawings.
E. Deliverables
Krebs will provide the following deliverables to the City:
1. Periodic project status reports upon request by the City.
2. Two (2) hard copy full-size sets of plans and specifications.
3. One (1) complete electronic set of plans and specifications in PDF format.
4. One (1) certified bid tabulation.
5. One (1) recommendation letter regarding the award of the construction contract .
6. Three (3) sets of construction contract documents for execution .
7. One (1) “punch list” of items of work, if any, to be corrected by the Contractor.
8. One set of specifications complete with all addenda.
9. One (1) complete electronic set of record documents in PDF format .
F. Services Not Provided
1. Full time onsite Field Representative during the Construction Period.
2. Easement surveys and/or legal descriptions for the necessary easements.
3. Materials Testing services including, but not limited to: Mill, shop and laboratory
testing for metallurgical, chemical, and physical characteristics of materials,
coatings, welds, and manufactured/fabricated articles or equipment.
4. Miscellaneous Surveys/Assessments/Studies services include but are not limited
to, surveys/assessments/studies related to cultural or historical artifacts or
remains, endangered animal or vegetative species, wetland delineation or
Page 221 of 302
Mr. Daryl Morefield
October 8, 2024
Page 4
identification, population or economic status, traffic volumes, environmental
conditions, or preparation of environmental impact statements.
5. Construction materials testing including, but not limited to: concrete compressive
strength, compaction, etc.
6. Litigation services include but are not limited to: Preparation for or appearances
before courts or boards on litigation related to the work, except when related to
negligent errors and/or omissions by Krebs.
COMPENSATION
Time charge-based compensation will be computed using the Krebs Standard Hourly Billing
Rates/Charges (attached) in effect when services are rendered, plus direct job expenses and sub-
consultant expenses. Fees determined based on time charges plus direct job expenses and sub-
consultant expenses will be paid to Krebs as compensation for Items A through E listed above.
.
The total of these time charges plus direct job expenses and sub-consultant expenses will not
exceed Fifty-Five Thousand Dollars and no Cents ($55,000.00).
If you have any questions regarding this proposal, please contact us. We appreciate the
opportunity to work with the City to complete this project.
Sincerely yours,
Krebs Engineering, Inc.
By____________________________
D. Robert Vaughan, P.E.
Associate
cc: Austin Maynard, Caleb Leach; Mark Smith
Krebs File No. 24302
Page 222 of 302
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Daryl Morefield Date: 10/2/2024
Department: Water/Wastewater
Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Resolution
Under $5,000 No restrictions Not Required N/A N/A N/A
Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A
Greater than:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$30,000
Utilities - $10,001 - $30,000
Operational Budgeted Three Treasurer N/A N/A
Over $30,000 Operational Budget* State Bid List or
Buying Group
Treasurer/Mayor N/A N/A
Over $30,000/$100,000 Operational Budgeted Bids Council Required Required
Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required
*Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an
approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution.
**Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of
the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases.
QUOTES
Vendor Name Vendor Quote
1. Krebs Engineering $
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? Prof Engineering – Paint & Refurbish WTP #2 Water Tank
2. What is the total cost of the item or service? Click or tap here to enter text.
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): Krebs Engineering
6. Vendor Number: Click or tap here to enter text.
If you do not have a Vendor Number, please go to the City of Fairhope page: www.FairhopeAL.gov, Departments,
Purchasing, Vendor Registration, and complete the required information.
BUDGET INFORMATION
1. Is it budgeted? ☒ Yes ☐ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? $1,750,000.00
3. Budget code: 004010-59501-130
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 223 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-745
FROM: Daryl Morefield, WATER SUPERINTENDENT
SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, and the
Wastewater Treatment Plant Manager, Dennis Scott, are seeking to
procure a preventative maintenance agreement for the UV Signa
System.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
To approve the procurement of a sole source preventative maintenance agreement for
the UV Signa System with Trojan Technologies ULC, for three (3) years at an annual
cost of $19,649.00.
BACKGROUND INFORMATION:
The Superintendent of Water/Wastewater, Daryl Morefield, and the Wastewater
Treatment Plant Manager, Dennis Scott, are seeking to procure a preventative
maintenance agreement for the UV Signa System at the Wastewater Treatment Plant.
Trojan Technologies is the sole source for preventative maintenance and for
replacement equipment for the UV Signa System.
The annual cost for the Preventative Maintenance Agreement is Nineteen Thousand Six
Hundred Forty-Nine Dollars ($19,649.00). The agreement is for a total of three (3) years
at this annual cost.
The equipment is exempt from formal bidding per Code of Alabama 1975, Section 41-
16-57 (b)(1) which states:"The governmental body can document that the sole source
goods or services are of an indispensable nature, all other viable alternatives have been
explored, and it has been determined that only these goods or services will fulfill the
function for which the product is needed."
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004020-
50367
WasteWater -
WWTP
Maintenance
$19,649.00 $19,649.00 $0.00
Page 224 of 302
GRANT:
N/A
LEGAL IMPACT:
City Attorney provided Vendor proposal on 10/16/2024 for review and
recommendations.
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 225 of 302
RESOLUTION NO. _____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that the City of Fairhope approves the procurement of a
preventative maintenance program annual contract for the UV Signa System from
Trojan Technologies Group ULC as the sole source, and authorizes procurement
based on the option by the Code of Alabama 1975, Section 41-16-51(13). The annual
cost is $19,649.00.
ADOPTED ON THIS 28TH DAY OF OCTOBER, 2024
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 226 of 302
Page 1 of 7
SERVICE365
& STREAM CONNECTION
PROPOSAL
BETWEEN
TROJAN TECHNOLOGIES GROUP ULC
(“Trojan Technologies”)
AND
Project# 810134 – Fairhope, AL (Replacement)
FOR WORK ON
TROJAN UVSIGNA SYSTEM
NOTICE
The attached agreement is proprietary and may not be reproduced or
distributed to parties not directly associated with
the company noted herein without the express written permission of Trojan Technologies.
Page 227 of 302
Page 2 of 7
CONTENTS
1 CONTRACT OVERVIEW ................................................................................................................ 2
2 SERVICE365 INTRODUCTION ...................................................................................................... 3
3 SERVICE365 DETAILS ................................................................................................................... 3
4 ROUTINE MAINTENANCE ............................................................................................................ 4
5 ASSUMPTIONS & CAVEATS ......................................................................................................... 5
6 REVISION INDEX .......................................................................................................................... 5
7 COMMERCIAL BASIS ................................................................................................................... 6
8 CONFIRMATION .......................................................................................................................... 7
9 APPENDIX .................................................................................................................................... 7
9.1 TERMS AND CONDITIONS .................................................................................................... 7
9.2 DIGITAL TERMS AND CONDITIONS ...................................................................................... 7
1 CONTRACT OVERVIEW
1 Pricing Service365 Contract Price is $19,649 per year
For (4) visits per year
5% Discount on Quarterly Contract Price Applied $19,649
3 Contract Term 3 Years
4 Basis of
Pricing
For 3-year contract: Contract Price locked in for 3-year and is
subject to price increase at the time of renewal
5 Contract Start
Date
10-30-2024
6 Contract End
Date (Renewal
date)
10-30-2027
Page 228 of 302
Page 3 of 7
2 SERVICE365 INTRODUCTION
SERVICE365 is a preventive maintenance program offered by Trojan Technologies to
safeguard your TrojanUV system performance year after year. Trojan Technologies provides
full-service support with comprehensive service plans under the SERVICE365 program.
Regular maintenance using TrojanUV replacement parts is key to ensuring your UV system
is operating at peak performance and continuing to meet your treatment requirements.
We have a dedicated team of field-service experts across North America ready to assist with
your TrojanUV system maintenance, resolve operational challenges, and meet your
objectives.
The following are the key benefits of having a SERVICE365 preventive maintenance plan
and STREAM Connection in place:
- Lengthen equipment life.
- Reduce risk of breakdowns.
- Increase equipment efficiency.
- Decrease unplanned downtime.
- Promote health and safety.
- Save time and money.
3 SERVICE365 DETAILS
During the contract term:
- Trojan Technologies shall perform ‘Routine Maintenance’ as described in Section 4
of this contract.
- A service report will be provided including the details of the maintenance performed,
any parts replaced, and an overview of the system performance and recommendations
along with action plan until the next visit.
Following table provides a summary of the service plan for the UVSIGNA System:
No. Project# Project Name System Info Routine
Maintenance
1 810134 Fairhope, AL
Replacement
No. of Channels: 1
No. of Banks/Channel: 3
No. of Modules/Bank: 1
No. of Lamps/Module: 10
Total Lamp Count: 30
4 Visits Per Year
Page 229 of 302
Page 4 of 7
4 ROUTINE MAINTENANCE
Trojan’s certified expert will carry out the following preventive maintenance activities on
your Trojan UVSIGNA system as a part of the routine maintenance during each service visit:
System
Component
Quarterly Visit # 1Semi Annual Visit #2Quarterly Visit #3 Annual Visit #4√ √ √ √
√ √ √ √
√ √ √ √
√ √ √ √
√
√ √ √ √
√ √ √ √
√ √ √ √
√ √ √ √
√ √ √ √
√ √ √ √
√ √ √ √
√ √ √ √
UV Intensity
Sensor √ √ √ √
√ √ √ √
√ √ √ √
√√
√ √ √ √
√ √
√
√
√
Level Control
(Motorized √ √ √ √
√ √ √ √
√ √
√ √ √ √
√ √
√ √ √ √
Hydraulic
System Centre
(HSC)
Maintenance Requirement
Check the hydraulic fluid reservoir level & top up
if required
Initiate a wipe sequence and Check HSC Pressure
is within range
Inspect for hydraulic oil leaks: Hydraulic fittings
and hoses on each bank and inlet / outlet of HSC
Inspect the interior of the HSC cabinet and clean if
required
Replace the hydraulic fluid filter
Automatic
Removal
Mechanism
Conduct the functional test
Inspect hydraulic pivot mechanism for structural
wear or damage. Repair or replace as required
Check for leaks and alignment. Adjust or replace as
required
Water Level
Sensor(s)
Inspect the Low and High Water (if provided)
Level Sensor for debris, algae and damage - clean
or replace as necessary
Listen for unusual noise or vibration in Air
Conditioner. Inspect and clean air filter
Check Bank status, alarm status and alarm history
and record. For best system performance correct
every alarm as they occur
Power
Distribution
Center (PDC)
& System
Control Centre
(SCC)
Inspect all electrical components. Replace if signs
of wear or damage
Inspect & if required remove debris
Inspect Sleeve port o-rings
Inspect and test panel temperature switches
Refresher Training
Replace any failed components as required (If
Customer owned sparts parts are available onsite)
Inspect all lamp drivers are seated and lamp cords
connected. Replace any failed drivers as needed
Inspect the SCC CPU battery indicator light
Documentation - prepare and submit report
Bank
Inspect the UVBank seal for debris, wear, cracks,
and damage.
Inspect the UVI sensor sleeeve is being adequately
cleaned with the auto wiper . Check for moisture
in the sleeve. Dry if required
Grease hydraulic cylinder
Check that sleeves are being properly cleaned.
Remove any debris or algae
Drain, clean out, and refill the wiper collars
Inspect lamp cables, lamp power cords and
hydraulic lines / fittings for damage
Top up the wiper collars with cleaning solution
Perform wiper sequence and confirm wiper
sequence time is adequate
Page 230 of 302
Page 5 of 7
5 ASSUMPTIONS & CAVEATS
This contract assumes the equipment will be operated and maintained in strict accordance
with the instructions specified in the Operation and Maintenance Manual and Product
Bulletins. Operation other than as so specified may void manufacturer’s warranties and
additional service and maintenance required due to such operation is in addition to the
services to be performed pursuant to this contract.
The maintenance requirements for your system can be found in the Operation and
Maintenance (O&M) Manual.
This contract does not cover the repair or replacement of any components which have failed
due to the following:
• Mishandling, misuse, neglect, improper storage, improper operation of the equipment
with other equipment furnished by the Customer or by other third parties, or from defects
in designs or specifications furnished by or on behalf of the Customer by a person other
than Trojan
• Equipment that has been altered or repaired after start-up by anyone except an authorized
representative of Trojan or the Customer acting under specific written instructions from
Trojan
• Use of parts not supplied or approved by Trojan.
6 REVISION INDEX
Rev No. Document Type Date Submitted Submitted By
A1 Service 365 Proposal 24-09-2024 RZ /JJ
A2 Service 365 Contract – Final
Copy
26-09-2024 JJ
A3 Customer Confirmed Copy 10-15-2024 JJ
B1 Service365 Proposal – revised
Rev A1 per client request
DD-MM-YYYY RAM/ISM Initials
B2 Service 365 Contract – Final
Copy
DD-MM-YYYY RAM/ISM Initials
B3 Customer Confirmed Copy DD-MM-YYYY RAM/ISM Initials
Page 231 of 302
Page 6 of 7
7 COMMERCIAL BASIS
1 Additional
Support
Services
During the scheduled service visits, any additional time
(overtime) required outside of what is included in the scope of
this contract will be invoiced separately at USD 315.00 per
hour.
Additional Service visits outside the routine maintenance visits,
if needed, will be quoted and invoiced separately.
2 Taxes Not included; will be applied on the “Service365 Contract
Price” noted above
2 Payment
Terms
Net 30 days
Payable annually in advance on the first day of each 12-month
period during the contract term
4 Terms and
Conditions
Please refer to Trojan’s Terms and Conditions of sale in Section
9.1 of this document
5 Renewal
Terms
Subject to the Terms and Conditions attached to this document,
this contract shall renew automatically on the renewal date
recorded above, and on each anniversary of the renewal date,
unless either party gives written notice to cancel this Agreement
not less than sixty (60) days prior to the renewal date or any
subsequent anniversary thereof.
6 Site Access If access to site is refused to Trojan Technologies, then a
request will be made in writing to the Operations Manager for
the site. If after 30 days of issue of the request letter, access is
still denied then an additional invoice will be issued for this site
visit at the then current rates for the service(s) intended on that
visit.
7 Applicable
Discount % on
list price
For signing a 3-year agreement, a 15% discount will be offered
from list price on all parts until contract termination or renewal.
Page 232 of 302
Page 7 of 7
8 CONFIRMATION
Trojan Technologies and the Customer agree that the terms and conditions attached hereto
as Attachment # 1 attached hereto shall form a part of this Agreement and shall be binding
upon the parties hereto. Trojan Technologies invites the Customer to review the Terms and
Conditions with a representative of Trojan Technologies.
Fairhope, AL (Replacement UV) TROJAN TECHNOLOGIES GROUP ULC
300 N Church St 3020 Gore Rd.
Fairhope, AL 36532 USA London, Ontario, Canada, N5V4T7
By: By:
(sign here) (sign here)
Print Name: Sherry Sullivan Print Name: Jimmy Rousseau
Title: Mayor, City of Fairhope Title: Divisional Sales Manager AMPS
Email: sherry.sullivan@fairhopeal.gov Email:
jimmy.rousseau@trojantechnologies.com
Phone: 251-928-2136 Phone: 514-378-3945
9 APPENDIX
9.1 TERMS AND CONDITIONS
Following is the link to the document that sets forth the Terms & Conditions of Sale for goods manufactured
and/or supplied, and services provided by Trojan Technologies.
https://www.trojantechnologies.com/en/policies/terms-and-conditions-of-sale
Page 233 of 302
Page 234 of 302
Page 235 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-746
FROM:Daryl Morefield, WATER SUPERINTENDENT
SUBJECT:Dispose of the personal property owned by the City of Fairhope,
Alabama, approximately 350 scrap brass water meters, by the
following method: Sold for scrap or recycle at the highest offered
value.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
Approved Resolution to dispose of the personal property owned by the City of Fairhope,
Alabama, approximately 350 scrap brass water meters, by the following method: Sold
for scrap or recycle at the highest offered value.
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 236 of 302
RESOLUTION NO. _____
WHEREAS, the City of Fairhope, Alabama, has certain items of personal property
which are no longer needed for public or municipal purposes; and
WHEREAS, Section 11-43-56 of the Code of Alabama of 1975 authorizes the municipal
governing body to dispose of unneeded personal property;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
FAIRHOPE, ALABAMA, AS FOLLOWS:
SECTION 1. That the following personal property owned by the City of Fairhope,
Alabama, is not needed for public or municipal purposes, and hereby declared surplus:
Approximately 350 Scrap Brass Water Meters
SECTION 2. That the Mayor and City Treasurer are hereby authorized and directed to
dispose of the personal property owned by the City of Fairhope, Alabama, described in
Section 1, above, by the following method:
a. Sold for scrap or recycle at the highest offered value.
ADOPTED AND APPROVED THIS 28TH DAY OF OCTOBER, 2024
___________________________________
Corey Martin, Council President
ATTEST:
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 237 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-764
FROM: Stephanie Hollinghead, Chief
SUBJECT: Resolution - that the City Council authorizes submittal to the ADECA
Edward Byrne Memorial JAG Fund in the amount of $50,000 with no
matching funds required. The funds will be used to purchase
necessary tactical equipment for the Police Department, including
night vision, thermal vision and robot equipment. Fairhope's
application will be similar to the Spanish Fort Police Department's
application (attached).
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
Approval
BACKGROUND INFORMATION:
The goal of this project is to obtain the equipment and implement it into the Baldwin
Area Mutual Special Response Team (BAMSRT). BAMSRT is a multi-jurisdictional
Special Response Team spearheaded by Spanish Fort Police Department and
partnering with the Fairhope Police Department and Coastal Alabama Community
College Police Department. Officers will be trained on use of the equipment.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$ $ $
GRANT:
Edward Byrne Memorial JAG Fund
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Page 238 of 302
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 239 of 302
RESOLUTION NO. _____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that the City Council authorizes submittal to the ADECA
Edward Byrne Memorial JAG Fund in the amount of $50,000.00 with no matching
funds required. The funds will be used to purchase necessary tactical equipment for
the Police Department, including night vision, thermal vision and robot equipment.
DULY ADOPTED THIS 28TH DAY OF OCTOBER, 2024
_______________________________
Corey Martin, Council President
ATTEST:
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 240 of 302
REQUEST FOR APPLICATIONS
Edward Byrne Memorial JAG Fund
Alabama Department of Economic and
Community Affairs
Law Enforcement and Traffic Safety Division
Local Law Enforcement Assistance
Grants for Equipment Purchases
Issue Date: October 15, 2024
Application Due Date: November 15, 2024
Page 241 of 302
2
U.S. Department of Justice-Bureau of Justice Assistance
The Alabama Department of Economic and Community Affairs (ADECA), Law
Enforcement and Traffic Safety (LETS) Division is seeking applications for the Edward
Byrne Memorial Justice Assistance (JAG) Grant. The Alabama Department of Economic
and Community Affairs (ADECA) is making federal Justice Assistance Grant (JAG) funds
available for subgrants in the following areas:
Local Law Enforcement Equipment Purchases of up to $50,000.
Award Period:
The award period will tentatively run from January 1, 2025, until June 30, 2025. The
official start date will be contingent upon a fully executed award. Continued funding
will be contingent upon the availability of funds, continuous compliance with grant
management requirements, project success, and future applications.
Submission Information:
For FY 2025, applicants will complete and submit their Byrne JAG in Alabama Grants at
https://grants.alabama.gov/.
Applicants must submit the full application by 4:00 p.m., November 15, 2024, in Alabama
Grants.
System Registration:
•Navigate to https://grants.alabama.gov/
•Have an Authorized Official (AO) for your organization register as a new user.
•Complete and submit a registration request.
•Wait for an email confirmation granting access to the system.
•After receiving the confirmation, your AO can login to the system and
designate access to your organizational account to other staff members as
appropriate. (See the Grantee Admin Manual or Grantee Admin Training
Video under the Alabama Grants’ Training Materials section.)
Based on the organization type selected under the organization profile, a user will see
any available funding opportunities under the “My Opportunities” panel of the user’s
dashboard.
For previous applicants: All sections of the application, except for Miscellaneous
Attachments, can be copied forward using the copy forward feature. The option to
select this feature is available only when you attempt to initiate an application. The
copy forward feature will save time by allowing you to prefill most of the application
information with the details from your agency’s previous submissions. Please see
page seven of this RFA for instructions on how to use the copy forward feature. You
should, however, still ensure that the information provided is up-to-date and
accurate for the proposed project period.
Page 242 of 302
3
Any application or documentation in support of an application not submitted in
Alabama Grants will not be accepted for review. The Law Enforcement and Traffic
Safety Division reserves the right to reject any incomplete applications without
review.
Contact Information:
For assistance with technical issues, such as forgetting username and/or password,
adding dashboard panels, or navigating the website in Alabama Grants, contact the
Agate Software Helpdesk at helpdesk@agatesoftware.com or at 1 (800) 820-1890. The
Agate Software Helpdesk operates 7:00 a.m. to 7:00 p.m. CST Monday – Friday.
For assistance with the requirements of this request for application, please submit your
questions to:
John Rogers, Justice Programs Supervisor at John.Rogers@adeca.alabama.gov or at (334)
242-5831 or Brian Forster, Justice Programs Supervisor, at
Brian.Forster@adeca.alabama.gov or (334) 353-4265.
If an applicant experiences technical issues with Alabama Grants and is unable to
submit its application by the deadline, the applicant must document the issue and email
the contacts identified above before the application deadline.
Page 243 of 302
4
TABLE OF CONTENTS
PART I – FUNDING OPPORTUNITY DESCRIPTION ..........................................................5-8
A.BACKGROUND ON THE EDWARD BYRNE JAG PROGRAM ............................................................5
B.ELIGIBLE ORGANIZATIONS ................................................................................................5
C.COSTS GENERALLY ALLOWABLE .........................................................................................5
D.COSTS GENERALLY UNALLOWABLE ..................................................................................5-6
E. RISK ASSESSMENT ..........................................................................................................6
F.REVIEW PROCESS ...........................................................................................................6
G.APPLICATION SECTIONS.................................................................................................6-8
PART II - AWARD INFORMATION.................................................................................8-11
A. ESTIMATED FUNDING ..................................................................................................8-9
B.PERIOD OF PERFORMANCE ...............................................................................................9
C. AWARD TERMS CONDITIONS ...........................................................................................9
D. FINANCIAL ACCOUNTING PRACTICES………………………………………………………………………….9-10
E. GRANT REPORTING REQUIREMENTS…………………………………………………………………………….10
F. DISCLAIMER ………………………………………………………………………………………………………….11
Page 244 of 302
5
PART I – FUNDING OPPORTUNITY DESCRIPTION
A. BACKGROUND ON THE EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT
PROGRAM:
Named after Edward “Eddie” R. Byrne, an officer in the New York City Police Department
who was murdered while protecting a witness in a drug case, the Edward Byrne Memorial
Justice Assistance Grant (JAG) Program is the leading federal source of criminal justice
funding to state and local jurisdictions. Administered by the Bureau of Justice Assistance
(BJA), the JAG Program provides states, territories, tribes, and local governments with
critical funding necessary to support a range of program areas.
The JAG Program is authorized by Title I of Public Law 90–351 (generally codified at 34
U.S.C. 10151-10726), including subpart 1 of part E (codified at 34 U.S.C. 10151- 10158);
see also 28 U.S.C. 530C (a).
B. ELIGIBLE ORGANIZATIONS:
Local law enforcement agencies (through their unit of local government) who can
demonstrate a compelling need for equipment upgrades or replacements.
C. COSTS GENERALLY ALLOWABLE:
Any allowable law enforcement equipment that the agency can demonstrate will help
improve or expand its law enforcement mission.
ADECA program staff reserves the right to determine if the equipment request is in fact
law enforcement related and fulfills a demonstrated need of the agency.
D. COSTS GENERALLY UNALLOWABLE:
The following services, activities, and costs, although not exclusive, cannot be
supported with Byrne JAG funds at the subrecipient level. The JAG statute, at 34
U.S.C. § 10152(d), specifically identifies a list of prohibited items. JAG funds provided
under this part may NOT be used, directly or indirectly, to provide any of the
following matters:
1) Any security enhancements or any equipment to any nongovernmental entity that is
not engaged in criminal justice or public safety.
2) Unless the U.S. Attorney General certifies that extraordinary and exigent
Page 245 of 302
6
circumstances exist that make the use of such funds to provide such matters essential to
the maintenance of public safety and good order—
a. vehicles (excluding police cruisers), vessels (excluding police boats), or aircraft
including UAVs or drones (excluding police helicopters);
b. luxury items;
c. real estate;
d. construction projects; or
e. any similar matters.
E. RISK ASSESSMENTS:
Federal regulations require grantees to conduct a risk assessment of each application
before an award can be made. A risk assessment must be based on each applicant
with regard to current or previous funding, unresolved audit issues, delinquent
programmatic and fiscal reporting, and prior performance. Applicants with any
findings may carry special conditions such as increased monitoring and/or
prohibitions on drawing funds until certain requirements are met. Applicants with
substantial/persistent performance, or compliance issues, i.e., long-standing open
audits or open criminal investigations, will possibly not receive an award until all
issues are resolved.
However, all assessments are unique and will be handled on a case-by-case basis.
F. REVIEW PROCESS:
Applications are carefully reviewed for completeness and to ensure that only projects
with a significant chance of success within the period of award are funded. All
applications will be checked by ADECA staff to make sure they are complete.
Complete applications will then continue to the risk assessment stage. After the risk
assessment stage, applications will be reviewed by at least two program staff. Once
an application is reviewed, a recommendation for funding may be made.
G. APPLICATION SECTIONS:
General Instructions for New Applicants:
To complete an application for Byrne JAG funding you must register with Alabama
Grants. Instructions are listed on page 2.
After successfully registering in the system, an Authorized Official can add new
members through the Organizational Members section. Each agency member can be
assigned one of three roles:
Subrecipient Viewer, Subrecipient Staff, and Subrecipient Admin. The role of a
Subrecipient Viewer only allows individuals in those roles to view information within
the system. The role of Subrecipient Staff allows individuals to enter or alter
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7
information but does not have the ability to submit or accept documents. The role of
Subrecipient Admin will receive full access within the system.
In the narrative section, please provide an overall explanation of the services that
your agency provides.
Note: Each agency employee must have an Alabama Grants profile, if their
position will be requested in a grant application. When completing the
application’s Personnel Section, you will select employee names from a
dropdown box that is prefilled with the names of individuals who have a
profile in the system. The selection “TBD” has been programmed in the
dropdown box for vacant or unfilled positions.
After logging in, you will arrive at your personal dashboard. Here you will see the ‘My
Tasks’, ‘My Opportunities’, and ‘Announcements’ panels. The ‘My Opportunities’
panel is where you find links to complete applications for different funding
opportunities. Funding opportunities will only be seen once the period opens for
application and will disappear once the application period closes. After you select the
funding opportunity, you will select whether you agree or decline to begin the
selected application. After you agree to begin the application, you will be directed to
application landing page where you can begin completing the application. On your
dashboard, your application will be found in the ‘My Tasks’ panel, where it can be
accessed until you submit or cancel the application.
General Instructions for Previous Applicants
Navigate to https://grants.alabama.gov
After logging in, you will arrive at your personal dashboard. Here you will see the
‘My Tasks’, ‘My Opportunities’, and ‘Announcements’ panels. The ‘My
Opportunities’ panel is where you find links to complete applications for different
funding opportunities. Funding opportunities will only be seen once the period
opens for application and will disappear once the application period closes. After
you select the funding opportunity, you will select whether you agree or decline to
begin the selected application. This is also where you can elect to copy your
previous application forward.
After you agree to begin the application, you will be directed to application landing
page where you can begin completing the application. On your dashboard, your
application will be found in the ‘My Tasks’ panel, where it can be accessed until you
submit or cancel the application.
As you complete your application it is imperative that the application be clear,
complete, and concise. If the project is not adequately described in the application,
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it will be impossible to conduct a thorough review of the application. Each narrative
should be presented in a manner that is easily understood.
•Match Requirement. There is currently no match requirement for Byrne JAG
funding, however, proposed projects must stand alone. If requested grant funds do
not comprise the entire project budget, other necessary funds to fully complete
project must be described and included in the budget. Documentation of other
funding commitments (resolutions, letters of commitment, etc.) must be included
as an attachment or application may be rejected without consideration.
•Indirect Cost. In accordance with 2 CFR 200.332(a)(4) and 2 CFR 200.414,
subrecipients of federal awards may charge indirect costs to the award unless
statutorily prohibited by the federal program and in accordance with any applicable
administrative caps on federal funding. ADECA will accept a federally negotiated
indirect cost rate. If no approved rate exists, ADECA will collaborate with the
subrecipient to determine an appropriate rate. This rate will be either a negotiated
rate, which can be based on a prior negotiated rate between a different pass-
through entity and the same subrecipient, or the 10% de minimis rate of the
modified total direct cost (MTDC) as defined in 2 CFR 200.1. If basing the rate on a
previously negotiated rate, ADECA is not required to collect information justifying
this rate but may elect to do so. Subrecipients are allowed to allocate and charge
direct costs through cost allocation. However, in accordance with 2 CFR 200.403,
costs must be consistently charged as either indirect or direct costs but not charged
as both or inconsistently charged to the federal award. Once chosen, the method
must be used consistently for all federal awards until such time as a negotiated rate
is approved by the subrecipients’ federal cognizant agency.
•Record Keeping. Subrecipients must maintain records that clearly show the
source, amount, and the allocation date. Backup documentation must be
submitted with claims.
PART II – AWARD INFORMATION
A. ESTIMATED FUNDING:
Applicants may submit only one application for up to $50,000 for allowable equipment
purchases.
This is a competitive solicitation in which each applicant will be competing against other
applicants. Grants may be funded in full or in part, based on the number of qualifying
applications, available funding, and geographical representation. Each submitted grant
application will be rated on its quality and adherence to these guidelines.
The following factors may also be considered in the evaluation of applications:
•Ability to complete project in a timely manner.
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•Project has a plan for self-sufficiency and sustainability beyond possible grant
funding.
•Quality of the Applications – The application is clearly written, supported by facts,
and contains measurable objectives and performance indicators.
•Performance Indicators – The indicators match objectives and are useful
measurements to assess the effectiveness of the project. The project has
additional measures for evaluating project impact.
•Other Relevant Factors and Requirements – Past or current grant performance
maybe considered where appliable. The application must contain all relevant
documentation.
B. PERIOD OF PERFORMANCE:
It is anticipated the project period will start January 1, 2025 and will end June 30, 2025.
C. AWARD TERMS AND CONDITIONS
All terms and conditions of an award shall be set forth in an agreement between selected
applicants and ADECA.
D. FINANCIAL ACCOUNTING PRACTICES:
The following is a list of questions that applicants will need to consider when applying for
Federal funding. Note: All answers should be an affirmative response and applicants must
have documentation supporting each response. ADECA may request a copy of supporting
documentation as to any and/or all responses during the application/award process or as
part of the grant monitoring process.
1. Will all funds awarded under this program be maintained in a manner that
they will be accounted for, separately and distinctly, from other sources of
revenue/funding?
2. Does the applicant have written accounting policies and procedures? How
often are these policies and procedures updated? Please provide a brief list
of the topics covered in the organization’s policies and procedures. ADECA
may request a copy for review during the application/award process or as
part of the grant monitoring process.
3. Is the applicants’ financial management system able to track actual expenditures
and outlays with budgeted amounts for each grant or subgrant?
4. Does the applicant have procedures in place for minimizing the time elapsing
between transfer of funds from the United States Treasury and disbursement
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10
for project activities?
5. Does the applicant have effective internal controls in place to adequately
safeguard grant assets and to ensure that they are used solely for authorized
purposes?
6. Does the applicant have a documented records retention policy?
7. Is the individual primarily responsible for fiscal and administrative oversight of
grant awards familiar with the applicable grants management rules, principles,
and regulations including the new Uniform Administrative Requirements, Cost
Principles, and Audit Requirements for Federal Awards (2 CFR Part 200) issued on
December 26, 2013?
8. Are the officials and governing body of the organization bonded?
E. GRANT REPORTING REQUIREMENTS:
Recipients are required to maintain appropriate programmatic and financial records
that fully disclose the amount and disposition of funds received (i.e., daily time and
attendance records; the total cost of the project; receipts for expenditures); the
portion of the project supplied by other sources; and other records. Progress reports
are to be submitted in a calendar quarter basis, regardless of the start date of the
subgrant project. These reports must provide an update on the project’s objectives.
Failure to submit these reports in a timely manner will delay any reimbursements
submitted within the grant period. See table below for the progress reports due dates:
Report Period Due on or before the following dates
October 1st through
December 31st
January 15th
January 1st through March
31st
April 15th
April 1st through June 30th July 15th
July 1st through September
30th
October 15th
Note: Any subrecipient receiving Byrne JAG funding will be required to enter the
quarterly reporting data into the Bureau of Justice Assistance (BJA) Performance
Measurement Tool (PMT).
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This ‘Request for Application’ does not indicate acceptance or approval of any application in
response to this request. No grant or contract payment can be made until an agreement has
been fully executed. Therefore, no work shall begin on projects selected for funding until an
executed grant agreement or professional services contract has been received. All awards are
contingent upon state receipt of Federal funds awarded.
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CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-742
FROM: Jeff Montgomery
SUBJECT: The Director of IT, Jeff Montgomery, is requesting approval for the
procurement of the Annual Renewal of the VMWARE VSPHERE
FOUNDATION 8 Support.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
To approve this request for the procurement of the Annual Renewal of the VMWARE
VSPHERE FOUNDATION 8 Support for the not-to-exceed cost of $33,860.32.
BACKGROUND INFORMATION:
The Director of IT, Jeff Montgomery, is requesting approval for the procurement of the
Annual Renewal of the VMWARE VSPHERE FOUNDATION 8 Support .
The annual cost is Thirty-Three Thousand Eight Hundred Sixty Dollars and Thirty-Two
Cents ($33,860.32).
This will be purchased through the purchasing cooperative Omnia Partners contract
(Contract #2018011-02) with SHI International Corporation and therefore does not have
to be let out for bid.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001160-
50300
IT - Computer
Expense
$25,200.00 $33,860.32 ($8,660.32)
GRANT:
N/A
LEGAL IMPACT:
N/A
Page 278 of 302
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 279 of 302
RESOLUTION NO. _____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that the City of Fairhope approves the procurement of the
Annual Renewal of the VMWARE VSPHERE FOUNDATION 8 Support that is on
Omnia Partners (Contract #2018011-02) with SHI International Corporation and
therefore does not have to be let out for bid. The total amount not-to-exceed
#33,860.32.
ADOPTED ON THIS 28TH DAY OF OCTOBER, 2024
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 280 of 302
Pricing Proposal
Quotation #: 25413043
Created On: 10/11/2024
Valid Until: 11/1/2024
AL-City of Fairhope Inside Account
Executive
Sean Spratlin
P. O. Drawer 429
Fairhope, AL 36533
United States
Phone: (251) 990-0155
Fax:
Email:sean.spratlin@fairhopeal.gov
Danny Mulligan
300 Davidson Avenue
Somerset, NJ 09973
Phone:
Fax:
Email:Danny_Mulligan@shi.com
All Prices are in US Dollar (USD)
Product Qty Your Price Total
1 VMWARE VSPHERE FOUNDATION 8
VMware - Part#: VCF-VSP-FND-8
Contract Name: Omnia Partners - IT Solutions
Contract #: 2018011-02
Coverage Term: 1/10/2025 – 1/9/2026
Note: ESD - 1 Year Term Length
292 $115.96 $33,860.32
Subtotal $33,860.32
Total $33,860.32
Additional Comments
Keep in mind, VMWare recently changed their approval process for reinstatement fees. A completed waiver form and valid
business case are required in order to be considered for approval. Please make sure to send over all POs prior to you expiration
date to avoid the reinstatement fee.
Please note the following:
1) VMware EULA https://docs.broadcom.com/docs/end-user-agreement-english
2) VMware Does Not offer a standard return policy
3) Service offerings are non-refundable. For these products, orders are non-cancellable and non-returnable from point of order.
4) PSO Credits are only active for 1 Year
Hardware items on this quote may be updated to reflect changes due to industry wide constraints and fluctuations.
Thank you for choosing SHI International Corp! The pricing offered on this quote proposal is valid through the expiration date set
above. To ensure the best level of service, please provide End User Name, Phone Number, Email Address and applicable Contract
Number when submitting a Purchase Order.
SHI International Corp. is 100% Minority Owned, Woman Owned Business.
TAX ID# 22-3009648; DUNS# 61-1429481; CCR# 61-243957G; CAGE 1HTF0
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The products offered under this proposal are resold in accordance with the terms and conditions of the Contract referenced under
that applicable line item.
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PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Jeff Montgomery Date: 10/11/24
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. SHI – Omnia Partners $ 33860.32
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? VMWARE Support Renewal
2. What is the total cost of the item or service? 33860.32
3. How many do you need? 1
4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request
5. Vendor Name (Lowest Quote): SHI
6. Vendor Number: 1024
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? 25,200.00
3. Budget code: 001160- 50300
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
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CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-750
FROM: Paige Crawford, DIRECTOR OF COMMUNITY AFFAIRS
SUBJECT: The Director of the Community Affairs, Paige Crawford, is requesting
approval for the procurement of equipment and services for the
Lighting of the Trees event on November 21, 2024.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
To approve the procurement for the 2024 Lighting of the Trees stage, miscellabeous
equipment and labor cost to Sound Associates, Inc. for $13,000.00.
BACKGROUND INFORMATION:
The Director of the Community Affairs, Paige Crawford, is requesting approval for the
procurement of equipment and services for the Lighting of the Trees event on
November 21, 2024. The services would include:
• 40' x 36' x 5' skirted stage with two (2) stair units and handrails
• 40' x 20' x 4' skirted stage with one (1) stair unit and handrails
• Audio system for main stage
• Eight (8) Snow Machines and Moving Lights
• All necessary technical support and labor
This professional service is exempt from formal bidding per Code of Alabama 1975,
Section 41-16-51 (a)(3) Contracts for which competitive bidding not required, which
states: “Contracts for securing services of attorneys, physicians, architects, teachers,
superintendents of construction, artists, appraisers, engineers, consultants, certified
public accountants, public accountants, or other individuals possessing a high degree of
professional skill where the personality of the individual plays a decisive part.”
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001240-
50490
Community Events $13,000.00 $13,000.00 $0.00
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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
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RESOLUTION NO. _____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that the City of Fairhope approves the procurement of the
2024 Lighting of the Trees stage, miscellaneous equipment, and labor to Sound
Associates, Inc. with a total not-to-exceed cost of $13,000.00 for the City of
Fairhope’s Lighting of the Trees Celebration on November 21, 2024.
ADOPTED ON THIS 28TH DAY OF OCTOBER, 2024
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 286 of 302
Sound Associates, Inc.
5675 Rabbit Creek Dr.
Theodore, AL 36582
(251) 443-5001
chuck.soundassoc@gmail.com
INVOICE
BILL TO
Paige Crawford
City Of Fairhope
TERMS Balance Due Day of
Show
ACTIVITY QTY RATE AMOUNT
Production Services
40' x 36' x 5' skirted stage with 2 stair units and hand rails
40' x 20' x 4' skirted stage with one stair unit and handrails
Audio system for main stage
8 x Snow Machines and Moving lights
All necessary technical support and labor
1 13,000.00 13,000.00
SUBTOTAL 13,000.00
TAX 0.00
TOTAL 13,000.00
BALANCE DUE $13,000.00
INVOICE #2024-9651
DATE 10/15/2024
DUE DATE 11/20/2024
Production services for Lighting of the Trees on November
21, 2024. Includes:
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PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Paige Crawford Date: 10/16/2024
Department: Economic and Community Development
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. Sound Associates $ $13,000
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? Production Services for the Lighting of the Trees
2. What is the total cost of the item or service? $13,000
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): Sound Associates
6. Vendor Number: 20049
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? $13,000
3. Budget code: 0012400-50490
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 288 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-772
FROM: Paige Crawford, DIRECTOR OF COMMUNITY AFFAIRS
SUBJECT: Alyson Jackson requests on behalf of the Nall Foundation to use the
north end of Fairhope Pier Park on November 1, 2024, for Fred Nall
Hollis, a beloved local resident artist in Fairhope small memorial
service with the setup of a tent in the parking lot next to the duck
pond and bridge with access to this area from 12:00 p.m. to 6:00
p.m. (including setup, breakdown, cleanup, and electricity.) The
event will host 100 guests, and we will have three golf carts to
transport guests from the parking area to the tent. Light refreshments
and finger food are provided.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
Council Approval
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:
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Action required (list contact persons/addresses if documents are to be mailed or
emailed):
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CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-771
FROM:Pat White, PARKS & RECREATION DIRECTOR
Corey Martin, Council President
Jack Burrell, Council Member
SUBJECT:W. C. Majors Stadium if available with no rental fee reductions: to
increase the current rental of W. C. Majors Stadium to $4,000.00 per
day for any event being held on a Thursday, Friday or Saturday only;
and this only includes use of the field, paint, and scoreboard. No use
of the jumbotron will be allowed except by Fairhope Middle and High
School.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
That City Council adopts Resolution for the following recommendation from the
Recreation Board for W. C. Majors Stadium if available with no rental fee reductions: to
increase the current rental of W. C. Majors Stadium to $4,000.00 per day for any event
being held on a Thursday, Friday or Saturday only; and this only includes use of the
field, paint, and scoreboard. No use of the jumbotron will be allowed except by Fairhope
Middle and High School.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No.Account Title Current Budget Cost Available
Budget
$___$___($____)
GRANT:
LEGAL IMPACT:
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RESOLUTION NO. ____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, that the City Council adopts the following recommendation from the
Recreation Board for W. C. Majors Stadium if available with no rental fee reductions:
1. To increase the current rental rate of W. C. Majors Stadium to $4000.00 per day for
any event being held on a Thursday, Friday or Saturday only.
2. This only includes use of the field, paint, and scoreboard. No use of the jumbotron
will be allowed except by Fairhope Middle or High School.
Adopted this 28th day of October, 2024
_____________________________
Corey Martin, Council President
Attest:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 296 of 302
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-759
FROM: Pat White, PARKS & RECREATION DIRECTOR
Corey Martin, Council President
SUBJECT: Recommendation from the Recreation Board - The City Council to
approve that Bayshore Tennis Team be allowed to use courts at the
Mike Ford Tennis Center for their fall season only, at a rate of $5.00
per player, per day, for 15 total days, with current Resolution No.
5189-24 to go into effect immediately until June 1, 2025.
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
That the City Council to approve that Bayshore Tennis Team be allowed to use courts
at the Mike Ford Tennis Center for their fall season only, at a rate of $5.00 per player,
per day, for 15 total days, with current Resolution No. 5189-24 to go into effect
immediately until June 1, 2025.
BACKGROUND INFORMATION:
Resolution No. 5189-24 was adopted by the City Council on September 9, 2024
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:
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Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
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Lisa A. Hanks, MMC
From:
Sent:
To:
Lisa Marie Atchley <lisamarie .atchley@gmail.com >
Thursday, October 17 , 2024 9:26 AM
Lisa A. Hanks, MMC
Subject: Fwd: Rec Board Motion
Lisa . Pl ease see be low. Have a great day and as always thanks fo r wh at you do. Li sa Atc hl ey
Begi n fo rw ard ed mess age:
From: Becky Barnard <rebecca .bamard @fai rhop ea l.gov>
Date: Octob er 17, 2024 at 7 :50:48 AM CDT
To: lisamari e.atchl ey @gm ail.co m
Cc: Pat White <pat.white@ fa irhop ea l.gov>
Subject: Rec Board Motion
Good morning, Lisa,
Please see the below motion to recommend that will need to be submitted to the Clerk 's
office, so that it can get placed on the Council agenda.
Mary Lee Matzenger made a motion to recommend to council that Bayshore Tennis team
be allowed to use courts at the Mike Ford Tennis Center for their fall season only, at a rate
of $5/per player, per day, for 15 total days, with the current Resolution to go into effect
starting in January 2025, and 2nd by Debra Flowers, with only Charlie Langham opposing.
Becky Barnard
Parks & Recreation Administrative Assistant
803 North Greeno Road
Fairhope, Alabama 36532
(251) 928-7270 ext. 319
rebecca.barnard@fairhopeal.gov
www .fairhopeal.gay
1
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RESOLUTION NO. 5189-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City Council adopts the following recommendation from the
Recreation Board for Mike Ford Tennis Center and Quail Creek for Tournaments and School
Play ( other than Fairhope Middle and High School) subject to availability and staff approval
with no rental fee reductions:
1. To set a rental fee rate for the use of hard courts only at Mike Ford Tennis Center be
set at $100 .00 per court for a total of 4 hours maximum; and $50.00 per court for
pickleball courts (including the pickleball courts at Quail Creek) for a total of 4 hours
maximum.
Corey Martin, Council President
Attest:
~/4~ D~nks~MMC
City Clerk
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CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-758
FROM: Jenny Wilson, Assistant City Clerk
SUBJECT: Reappointments - Recreation Board
AGENDA
DATE:
October 28, 2024
RECOMMENDED ACTION:
The council reappoint members Cathy Hudson and Charlie Langham to the Recreation
Board with a 5-year term.
BACKGROUND INFORMATION:
The Recreation Board motioned to reappoint Cathy Hudson and Charlie Langham to a
5-year term as Recreation Board members at the meeting on September 18, 2024.
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):
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RECREATION BOARD
NOMINEE (S)
5 – Year Term
REAPPOINTMENTS .
Cathy Hudson
Charlie Langham
The term shall end November 2029.
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