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Home My WebLink About12-19-2024 City Council Agenda Packet CITY OF FAIRHOPE CITY COUNCIL REGULAR AGENDA Thursday, December 19, 2024 - 2:00 PM City Council Chamber Council Members Jack Burrell Corey Martin Jimmy Conyers Jay Robinson Kevin G. Boone Invocation and Pledge of Allegiance 1. Approve minutes of 9 December 2024 Regular City Council Meeting and minutes of 9 December 2024 Work Session 2. Report of the Mayor (1) Girl Scout Troop 8017 regarding Annual Cookie Sale Troop Leader Allison Marlow 3. Public Participation – Agenda Items – (3 minutes maximum) 4. Council Comments 5. Public Hearing – Ordinance – Amend Zoning Ordinance No. 1253 - Request of the Applicant, SCorUSA, LLC, acting on behalf of the Owner, Steven W. Corbett, to rezone property from B-2, General Business District to a PUD, Planned Unit Development, to be known as Legends at Point Clear. The property is approximately 13.80 acres and is located on the west side of Greeno Road South, north of Old Battles Road/CR-34. PPINS #: 39376, 210314. 6. Final Adoption - Ordinance - An Ordinance establishing Impact Fees on New Development in the City of Fairhope; and repealing and replacing Ordinance No. 1625. (Introduced at the December 9, 2024 City Council Meeting.) 7. Ordinance - An Ordinance Repealing and Replacing Ordinance No. 1575 to protect the Public Health, Safety and Welfare by providing Policy and Procedure for Park Usage within the City of Fairhope. 8. Request - To Approve the 2025 Regular City Council Meetings. 9. Resolution - To Repeal and Replace Resolution No. 3039-18 setting forth the Rules and Regulations for the Operation of the Fairhope Municipal Civic Center Complex located at 161 N. Section Street, Fairhope, Alabama as amended. 10. Resolution - That the City Council hereby authorizes Mayor Sherry Sullivan, on behalf of the City of Fairhope, to execute a purchase agreement and all closing documents related to the sale of the “Anna T. Jeanes School” Land Property (PPIN 62123 and PPIN 62124) from Baldwin County Board of Education. 11. Resolution - That the City Council hereby authorizes Mayor Sherry Sullivan to execute a contract for Professional Services for closing costs and title insurance on the Anna T. Jeanes School Land Purchase with Kopesky & Britt, LLC with a cost not-to-exceed $10,000.00. Page 1 of 406 City Council Regular Meeting December 19, 2024 Page - 2 - 12. Resolution - That the City Council adopts the recommendation from the Recreation Board for Founders Track and Field subject to availability with no rental fee reductions. 13. Resolution - To award (Bid No. 25-005-2025-PWI-014) to Apex Contracting Services for Metal Building - 50' x 120' Pre-engineered Metal Building with Foundation Electric Storage Building Addition for the City of Fairhope - Electric Utility with a bid proposal not-to-exceed $178,000.00. 14. Resolution - To award (Bid No. 25-007-2022-PWI-006) to Asphalt Services, Inc. for Project No. STPSU-0220 (256) for Roundabout at North Section Street / Scenic 98 (Veterans Drive) / Main Street with a bid proposal not-to-exceed $1,597,777.50. This is an 80/20 grant with ALDOT. 15. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract amendment with Volkert, Inc. for Professional Engineering Services - Roundabout at North Section Street / Highway 104/ Veterans Drive/ Scenic 98 (ALDOT Project No. STPOA-0220() to add Construction Engineering and Inspection fees for a not- to-exceed cost of $212,654.25. The new contract total will be $350,368.00. This is an 80/20 grant with ALDOT. 16. Resolution - That the Fairhope City Council hereby accepts the $14,334.00 gift to the City of Fairhope from Lucy McVay and earmark these funds for an additional entrance to Knoll Park; and authorize the use of Capital Improvement Funds for the remainder of the cost of Project. 17. Resolution - That the Fairhope City Council hereby accepts the Gift from the Colvin Family for the Christmas Arch in memory of their mother Carolyn Seale Colvin; and the Planter that is to be used at the Flying Creek Nature Preserve valued at $2,900.00. 18. Resolution - That the public water improvements indicated herein for Cottonwood Estates Subdivision 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 P&G Developments, LLC (the “Subdivider”) and Grant Nichols Construction, Inc (the “Contractor”). 19. Resolution - To award (Bid No. 25-006) to W.R. Mitchell, Contractor, Inc. for Force Main Upgrades - Thompson Hall Project for the not-to-exceed amount of $672,165.00. 20. Resolution - That the City Council approves the selection by the Evaluation Team for Professional Engineering Services for (RFQ PS25-004) for the Installation of a New Lift Station on Scenic Hwy 98 and Lift Station Upgrade at the Grand Hotel to CDG, Inc.; and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to- exceed fee to be approved by Council. Page 2 of 406 City Council Regular Meeting December 19, 2024 Page - 3 - 21. Resolution - To award (Bid No. 25-012) to G&L Tank Sandblasting and Coatings, LLC for the Reconditioning of the Water Treatment Plant No. 2 - 3,000,000 Gallon Hydropillar Tank and the Water Treatment Plant No. 3 - 300,000 Gallon Elevated Leg Tank with a bid proposal not-to-exceed $1,882,155.00. 22. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract amendment with Chris Francis Tree Care, LLC for Bid No. 24-056 Citywide Tree Maintenance Annual Contract to increase the total contract amount for Year One by $90,000.00. The new contract total for Year One will be not-to-exceed $186,000.00 and the total contract amount not-to-exceed $378,000.00 for three (3) years, and authorizes the Treasurer to transfer budget of $50,000.00 from 001350- 50360 to 01360-50360 to fund a portion of this increase. 23. Resolution - That the City of Fairhope approves the award of the Request for Quotes for Labor and Materials for the Replacement of Drainage at Fire Station No. 2 to Blade Construction LLC for a project cost of $55,626.00, plus an additional contingency cost of $1,376.00, Total cost not-to-exceed $57,002.00. 24. Resolution - That the City of Fairhope hereby terminates the contract with Global Solutions & Data Services, LLC for RFQ PS24-022 Go-Between Support for the City of Fairhope and Tyler Technologies and other supporting applications as allowed in the Additional Considerations B. Termination Clause of the executed contract. 25. Resolution - That the City of Fairhope authorizes submission of the RAISE Grant Program 2025 for a bridge system to replace a box culvert system over Fly Creek on U. S. Highway 98, Fairhope, Alabama; and authorizes the Mayor to sign all required grant application documents on behalf of the City. If awarded, the money will be passed through to ALDOT who will manage the project. 26. Resolution - That the City Council accepts equipment, installation and training of two (2) complete Vesta Positions for the Fairhope Police Department from Baldwin County 911 District. The total amount of the equipment and services is $70,501.85, all provided free of cost. After the first year, Fairhope Police Department will be responsible for the annual recurring support cost of $6,225.00. 27. Resolution - That the City of Fairhope approved the procurement of the Annual Renewal of Palo Alto Support/Subscriptions for the Firewall that is on NASPO (Contract #AR3229) with Clear Winds Technologies and therefore does not have to be let out to bid. The total amount not-to-exceed $66,568.04. 28. Resolution - That the City of Fairhope hereby temporarily suspends Ordinance No. 1425 from noon on December 31, 2024, to noon on January 1, 2025, for purposes of New Year’s Celebration Activities. 29. Public Participation – (3 minutes maximum) Page 3 of 406 City Council Regular Meeting December 19, 2024 Page - 4 - 30. Adjourn Next City Council Regular Meeting - Monday, January 13, 2025 Page 4 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-192 FROM:Lisa Hanks, CITY CLERK SUBJECT:Minutes of 9 December 2024 Regular City Council Meeting and minutes of 9 December 2024 Work Session AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: Approve minutes of 9 December 2024 Regular City Council Meeting and minutes of 9 December 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 406 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, 9 December 2024. Present were Council President Jack Burrell, Councilmembers: Corey Martin, Jimmy Conyers, Jay Robinson, and Kevin Boone, Mayor Sherry Sullivan, City Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks. There being a quorum present, Council President Burrell called the meeting to order at 5:35 p.m. and announced that Agenda Item No. 5: a Public Hearing for an Ordinance establishing Impact Fees on New Development in the City of Fairhope; and repealing and replacing Ordinance No. 1625 would be held at 6:00 p.m. Pastor Mike Megginson thanked the City Council and the Mayor for their service to Fairhope. The invocation was given by Pastor Megginson of 3 Circle Church and the Pledge of Allegiance was recited. Councilmember Robinson moved to approve minutes of the 21 November 2024, regular meeting. Seconded by Councilmember Boone, motion passed unanimously by voice vote. Mayor Sullivan addressed the City Council and mention the new FBO and terminal building at the Airport. She thanked Paige and her Staff and all who participated and volunteered for the Christmas Parade. Mayor Sullivan mentioned Santa Saturdays; and announced the retirement of Library Director Tamara Dean and her Retirement Reception being held on December 19, 2024. Councilmember Martin thanked everyone for the events in the City and all who serviced them. He told everyone Merry Christmas. Councilmember Robinson thanked everyone for a great Christmas Parade. Councilmember Boone also thanked everyone for a great Christmas Parade. Council President Burrell also mentioned the new FBL and terminal building at the Airport. He thanked everyone for a wonderful Christmas Parade; and mentioned recycling and the new Baldwin County Material Recovery Center (“MRF“) coming soon. Page 6 of 406 9 December 2024 Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to execute an Intergovernmental Funding Agreement between the City of Fairhope and the Baldwin County Commission for the Use of County Voting Machines and the Services of the County Voting Machine Custodian and Employees for Municipal Elections. The use of the County-owned voting machines is at no cost. The City will reimburse the County for the costs associated with Services of the County Voting Machine Custodian and Employees for Municipal Elections. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5278-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, that Mayor Sherry Sullivan is hereby authorized to execute an Intergovernmental Funding Agreement between the City of Fairhope and the Baldwin County Commission for the Use of County Voting Machines and the Services of the County Voting Machine Custodian and Employees for Municipal Elections. The use of the County-owned voting machines is at no cost. The City will reimburse the County for the costs associated with Services of the County Voting Machine Custodian and Employees for Municipal Elections. Adopted on this 9th day of December, 2024 ________________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Councilmember Boone introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to execute an Engagement Letter for Professional Legal Services with Hand Arendall Harrison Sale, LLC for continued representation of the City, the Planning and Zoning Commission, the Board of Adjustment & Appeals, Fairhope Utilities, and all related matters involving planning, zoning, real property, and any other general representation as requested by the City, as well as litigation that may or may not be covered by the City’s insurance carrier. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. Page 7 of 406 9 December 2024 RESOLUTION NO. 5279-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute an Engagement Letter for Professional Legal Services with Hand Arendall Harrison Sale, LLC for continued representation of the City, the Planning and Zoning Commission, the Board of Adjustment & Appeals, Fairhope Utilities, and all related matters involving planning, zoning, real property, and any other general representation as requested by the City, as well as litigation that may or may not be covered by the City’s insurance carrier. DULY ADOPTED THIS 9TH DAY OF DECEMBER, 2024 ________________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council hereby authorizes the Council President to sign bank documents for Fiscal Year 2025. Seconded by Councilmember Martin, motion passed unanimously by voice vote. RESOLUTION NO. 5280-24 WHEREAS, two signatures are required on all monetary transactions of the City of Fairhope; and WHEREAS, travel is sometimes required of the Mayor and of the Treasurer and provisions should be made to cover monetary requirements of the City in the absence of one or both; THEN, THEREFORE, Page 8 of 406 9 December 2024 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, FAIRHOPE, ALABAMA, That all Financial Depositories where monies of the City are deposited, whether in checking, savings, or other type accounts, currently or in the future; be and hereby are advised that any two of the following signees are authorized to sign any monetary transaction between said Depositories and the City of Fairhope, Alabama. Attached is a list of all Depositories for the City of Fairhope; /s/ Sherry Sullivan______________ Sherry Sullivan, Mayor /s/ Jackey O. Burrell Jackey O. Burrell, Council President /s/ Lisa A. Hanks Lisa A. Hanks, City Clerk /s/ Kimberly W. Creech Kimberly W. Creech, City Treasurer BE IT FURTHER RESOLVED, That Mayor Sherry Sullivan is hereby authorized to use computer generated signature for routine checks under Two Thousand Five Hundred Dollars ($10,000.00). All monetary transactions must have at least one true signature. Sample: BE IT FURTHER RESOLVED, That a certified copy of this resolution be sent to all Depositories as authorization of and as a record of above signee signatures. ADOPTED THIS 9TH DAY OF DECEMBER, 2024 _________________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk * Page 9 of 406 * 9 December 2024 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 Grant Administration Services for (RFQ PS25-009) for the FY2024 Community Project Funding (CPF) HUD Grant for the Airport Industrial Park to Volkert, Inc.; and hereby authorizes Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 5281-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City Council approves the selection by Mayor Sherry Sullivan for Professional Grant Administration Services for (RFQ PS25-009) for the FY2024 Community Project Funding (CPF) HUD Grant for the Airport Industrial Park to Volkert, Inc.; and hereby authorizes Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 9TH DAY OF DECEMBER, 2024 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Councilmember Martin 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 between the Baldwin County Commission, the City of Fairhope, and the Fairhope Volunteer Fire Department regarding the shared use of certain communications infrastructure owned by Baldwin County Commission for the purpose of supporting an interoperable P-25 public safety communications system. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. Page 10 of 406 9 December 2024 RESOLUTION NO. 5282-24 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 between the Baldwin County Commission, the City of Fairhope, and the Fairhope Volunteer Fire Department regarding the shared use of certain communications infrastructure owned by Baldwin County Commission for the purpose of supporting an interoperable P-25 public safety communications system. Adopted on this 9th day of December, 2024 ______________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhope approves the award of the Request for Quotes for Labor and Materials for the Roof Replacement for Fire Station #1 to Southern Steel Structures for a not-to-exceed project cost of $41,200.00. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5283-24 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 and Materials for the Roof Replacement for Fire Station #1 to Southern Steel Structures for a not-to-exceed project cost of $41,200.00. DULY ADOPTED ON THIS 9TH DAY OF DECEMBER, 2024 _______________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC Page 11 of 406 City Clerk 9 December 2024 Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to execute a contract with Long's Human Resource Services to supply temporary employees to supplement the existing workforce. These services are exempt pursuant to Code of Alabama 1975, Section 41-16-51. Authorize Treasurer to transfer $52,000.00 from Salaries 001360-50040 to Temp Contract Labor 001360-50245. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5284-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a contract with Long's Human Resource Services to supply temporary employees to supplement the existing workforce. These services are exempt pursuant to Code of Alabama 1975, Section 41-16-51. Authorize Treasurer to transfer $52,000.00 from Salaries 001360-50040 to Temp Contract Labor 001360-50245. Adopted this 9th day of December, 2024 _____________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that certain items are declared surplus and the Mayor and the City Treasurer are hereby authorized and directed to dispose of personal property owned by the City of Fairhope by one of the three methods listed on the resolution. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 5285-24 WHEREAS, the City of Fairhope, Alabama, has certain items of personal property which are no longer needed for public or municipal purposes; and Page 12 of 406 WHEREAS, Section 11-43-56 of the Code of Alabama of 1975 authorizes the municipal governing body to dispose of unneeded personal property; 9 December 2024 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: •Asset #01113 (Recreation) – 2006 Ford F-250 (1FTSX20536EA68574) 103,192 Miles •Asset #03083 (Recreation) – Kubota ZD28 Mower (61378) for parts (bad engine) •Billy Goat Blower – Unknown Asset #, not running •Robinaire R134a Refrigerant Machine (Pecan Building) •Industrial Upright Grinder (Pecan Building) •5 Pallets – Miscellaneous New Equipment Parts from Discontinued Assets (Pecan Building) •Assorted Used Parts including a Brush Guard w/Wench, International Bumper, 2 Rear Hitches, and a Landing Gear Set 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 one of the following methods: a. Receiving bids for such property (“via GovDeals”). All such property shall be sold to the highest bidder, provided, however, that the City Council shall grant the authority to the Mayor to reject all bids when, in her opinion, she deems the bids to be less than adequate consideration for the personal property. b. Sold for scrap or recycle at the highest offered value. c. Disposal via landfill. ADOPTED AND APPROVED THIS 9TH DAY OF DECEMBER, 2024 ______________________________ Jack Burrell, Council President ATTEST: _____________________________ Page 13 of 406 Lisa A. Hanks, MMC City Clerk 9 December 2024 Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to execute Change Order No. 1 for (Bid No. 24-045-2024-PWI-009) Resurfacing of Section Street from Fels Avenue to Bayou Drive with a cost of $5,377.77; and to award Change Order No. 1 to Asphalt Services Inc. The new contract total will be $557,665.24. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5286-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute Change Order No. 1 for (Bid No. 24-045-2024-PWI-009) Resurfacing of Section Street from Fels Avenue to Bayou Drive with a cost of $5,377.77; and to award Change Order No. 1 to Asphalt Services Inc. The new contract total will be $557,665.24. ADOPTED ON THIS 9TH DAY OF DECEMBER, 2024 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution to award (Bid No. 25-008) to Wayne's Pest Control Services, LLC. for Pest Control Annual Contract with an annual contract amount of $10,530.48. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5287-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: Page 14 of 406 [1] That the City of Fairhope did request, receive, and open bids for Pest Control Annual Contract Rebid (Bid Number (25-008) for the City of Fairhope. 9 December 2024 [2] At the appointed time and place, the following bids were opened and tabulated as follows: Please see attached Bid Tabulation for Pest Control Annual Contract [3] After evaluating the bid proposals with the required bid specifications, Wayne’s Pest Control Services, Inc., with a total bid proposal for an annual cost not to exceed $10,530.48, is now awarded the bid for Pest Control Annual Contract Rebid for the City of Fairhope. Adopted on this 9th day of December, 2024 _________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 15 of 406 9 December 2024 Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council approves the selection by Mayor Sherry Sullivan for Professional Surveying and Engineering Design Services for (RFQ PS25-008) for the Bon Secour at Grand Drainage Project to Sawgrass Consulting, LLC; and hereby authorize Mayor Sullivan to negotiate the not- to-exceed fee to be approved by Council. Seconded by Councilmember Boone, motion passed unanimously by voice vote. RESOLUTION NO. 5288-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council approves the selection of Sawgrass Consulting, LLC to perform Professional Surveying and Engineering Services for the Bon Secour at Grand Drainage Project (RFQ PS25-008); and hereby authorizes Mayor Sherry Sullivan to negotiate a fee schedule and establish a not-to-exceed limit with this firm. DULY ADOPTED THIS 9TH DAY OF DECEMBER, 2024 Page 16 of 406 ______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhope approves the award of the Request for Quotes for Labor and Materials for the Public Utilities/Works Complex Recycle Drop Off/PW Administration Building Roof Replacement to Roof Doctor of Alabama, Inc. for a not-to-exceed project cost of $34,475.00. Seconded by Councilmember Martin, motion passed unanimously by voice vote. * * 9 December 2024 RESOLUTION NO. 5289-24 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 and Materials for the Public Utilities/Works Complex Recycle Drop Off/PW Administration Building Roof Replacement to Roof Doctor of Alabama, Inc. for a not-to- exceed project cost of $34,475.00. DULY ADOPTED ON THIS 9TH DAY OF DECEMBER, 2024 _______________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 17 of 406 Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to execute a contract with Krebs Engineering for Professional Engineering Services for (RFQ PS25-002) for the Installation of a 24" Water Line from WTP #2 to CR13 Along Fairhope Ave. with a not-to-exceed contract amount of $305,000.00. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5290-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a contract with Krebs Engineering for Professional Engineering Services for (RFQ PS25-002) for the Installation of a 24" Water Line from WTP #2 to CR13 Along Fairhope Ave. with a not-to- exceed contract amount of $305,000.00. DULY ADOPTED THIS 9TH DAY OF DECEMBER, 2024 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk 9 December 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 a contract with Krebs Engineering for Professional Engineering Services for (RFQ PS25-003) for the Installation of a 16" Water Main from WTP #2 to State Highway 181 with a not-to-exceed contract amount of $320,000.00. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 5291-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That Mayor Sherry Sullivan is hereby authorized to execute a contract with Krebs Engineering for Professional Engineering Services for (RFQ PS25-003) for the Installation of a 16" Water Main from WTP #2 to State Highway 181 with a not-to- exceed contract amount of $320,000.00. Page 18 of 406 DULY ADOPTED THIS 9TH DAY OF DECEMBER, 2024 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to execute a contract for Extension No. 2 (Bid No. 040-22) On Call Contractor Services (Water and Sewer) to W.R. Mitchell Contractor, Inc. for one (1) year extension of the annual contract from January 4, 2025 to January 3, 2026 per the same terms and conditions of the original contract. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. * * 9 December 2024 RESOLUTION NO. 5292-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a contract for Extension No. 2 (Bid No. 040-22) On Call Contractor Services (Water and Sewer) to W.R. Mitchell Contractor, Inc. for one (1) year extension of the annual contract from January 4, 2025 to January 3, 2026 per the same terms and conditions of the original contract. DULY ADOPTED THIS 9TH DAY OF DECEMBER, 2024 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 19 of 406 Councilmember Martin 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 Gonzalez-Strength & Associates, Inc. for Professional Engineering Services for a Feasibility Study for a new 114-Acre Park (RFQ PS24-025) with a not-to-exceed amount of $4,500.00. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. Council President Burrell mentioned that Volanta Park is only 40 acres compared to 114 acres. RESOLUTION NO. 5293-24 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 Gonzalez-Strength & Associates, Inc. for Professional Engineering Services for a Feasibility Study for a new 114-Acre Park (RFQ PS24-025) with a not-to-exceed amount of $4,500.00. The new contract total will be $54,500.00. DULY ADOPTED THIS 9TH DAY OF DECEMBER, 2024 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk 9 December 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 a contract between the City of Fairhope and Music Garden to provide musical entertainment at the Fairhope New Year's Eve 2024 Celebration for a not-to- exceed amount of $9,500.00; and authorize the City Treasurer to pay $9,500.00 payable to Music Garden with execution of contract prior to the performance. Exempt from formal bidding per Code of Alabama 1975, Section 41-16-51 (a)(3). Seconded by Councilmember Martin, motion passed unanimously by voice vote. RESOLUTION NO. 5295-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAM, as follows: [1] That Mayor Sherry Sullivan is hereby authorized to execute a contract between the City of Fairhope and Music Garden to provide musical entertainment at the Page 20 of 406 Fairhope New Year's Eve 2024 Celebration for a not-to-exceed amount of $9,500.00; and authorize the City Treasurer to pay $9,500.00 payable to Music Garden with execution of contract prior to the performance. Exempt from formal bidding per Code of Alabama 1975, Section 41-16-51 (a)(3). ADOPTED ON THIS 9TH DAY OF DECEMBER, 2024 ________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhope approves Mayor Sherry Sullivan selection of Pyro Productions Inc. as Professional Consultant for (RFQ PS25-010) Design and Production of the Fireworks Display for New Year's Eve 2024, pursuant to Code of Alabama, "Pyrotechnic Shooter Law"; and authorizes the Mayor to execute a contract with an amount not-to-exceed $12,000.00. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. 9 December 2024 RESOLUTION NO. 5294-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City of Fairhope approves Mayor Sherry Sullivan selection of Pyro Productions Inc. as Professional Consultant for (RFQ PS25-010) Design and Production of the Fireworks Display for New Year's Eve 2024, pursuant to Code of Alabama, "Pyrotechnic Shooter Law"; and authorizes the Mayor to execute a contract with an amount not-to-exceed $12,000.00. DULY ADOPTED THIS 9TH DAY OF DECEMBER, 2024 _______________________________ Jack Burrell, Council President Attest: Page 21 of 406 _____________________________ Lisa A. Hanks, MMC City Clerk Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council to reject all bids (Bid No. 25-001) to Procure Services for Joint Use Attachment Inventory for the Electric Department pursuant to Code of Alabama 1975, Section 41-16-57(d). Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5296-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council to reject all bids (Bid No. 25-001) to Procure Services for Joint Use Attachment Inventory for the Electric Department pursuant to Code of Alabama 1975, Section 41-16-57(d). ADOPTED ON THIS 9TH DAY OF DECEMBER, 2024 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk 9 December 2024 Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution That the City Council approves to reject all bids (Bid No. 25-003) for 46 KV Transmission Line 2024 Modifications & Additions, and authorize the re-bid under Code of Alabama 1975, Section 41-16-57(d). Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5297-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City Council approves to reject all bids (Bid No. 25-003) for 46 KV Transmission Line 2024 Modifications & Additions, and authorize the re-bid under Code of Alabama 1975, Section 41-16-57(d). ADOPTED ON THIS 9TH DAY OF DECEMBER, 2024 Page 22 of 406 ____________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk City Council reviewed an application for a Restaurant Liquor License by Robert Evans, Little Bird Fairhope LLC, d/b/a Little Bird, 404 Oak Avenue, Fairhope, AL 36532. Councilmember Conyers moved to approve the issuance of the license. Seconded by Councilmember Martin, motion passed unanimously by voice vote. A Public Hearing was held as advertised on a proposed Impact Fees Ordinance. Councilmember Boone introduced in writing an ordinance establishing Impact Fees on New Development in the City of Fairhope; and repealing and replacing Ordinance No. 1625. The Planning Commission gave a favorable recommendation of this ordinance. Council President Burrell read the proposed ordinance. Building Official Erik Cortinas explained in depth the proposed ordinance; and answered any questions. He said the legislation was adopted specifically for Baldwin County. Councilmember Conyers questioned the 1% or Max for fees imposed. 9 December 2024 Mr. Cortinas replied that the Impact Fees imposed are whichever fees are lowest. He said that residential fees are based on the number of bedrooms in a house. Council President Burrell opened the Public Hearing at 6:21 p.m. No one present opposed the proposed ordinance, the Public Hearing closed at 6:21 p.m. Due to lack of a motion for immediate consideration, this ordinance will layover until the December 19, 2024 City Council meeting. The following individuals spoke during Public Participation for Non-Agenda Items: 1) Dr. Mary Wells, 857 Sea Cliff Drive, addressed the City Council regarding a letter of public support for the Parking Authority to allow them parking for their proposed hotel. She said the property is zoned B-2. Dr. Wells said they need a resolution on the parking issue; and said the City gave credits for under utilized parking. Planning Director Hunter Simmons said we cannot give credit for Civic Center parking. Page 23 of 406 Councilmember Boone questioned on-street parking for credits. Mr. Simmons replied credit can only be given for parking in right-of-way. Councilmember Martin stated that all businesses need to collaborate; and commented underground parking is an option. Council President Burrell said parking is not the problem. He said the K-1 Center has a spot for parking; and the developer has agreed to build it. He suggested to pay into a fund for another parking deck. Council President Burrell said this is zoned B-2; and stated he supports their endeavor. 2) Dr. Dusty Smith, 24161 Bay Shore Drive, addressed the City Council regarding the hotel and parking; and said she was in a partnership with Dr. Wells. She said the hotel building is just an alley way from the Parking Garage; and we only need 27 spots. 3) Tamala Prickett, 16321 Scenic Highway 98, addressed the City Council regarding the hotel and parking. She said we need one parking spot per room. Ms. Prickett said an event space could be approved for 400 plus parking. She said we are only asking for 27 spots for our 27 room Boutique Hotel. Councilmember Robinson commented that the Parking Authority owns the Parking Garage. Ms. Prickett said the BOA gave seven credits for the other hotel; but gave us no credits for 27 rooms. She stated that every suggestion has had a roadblock. Councilmember Robinson said the Hampton Inn owners paid for the Parking Garage; and then, deeded it back to the Parking Authority. Council President Burrell said we will look for a solution. 4) Mack McKinney, 18825 Scenic Highway 98, addressed the City Council regarding the hotel and parking; and said he did his own research on parking. Mr. McKinney said the hotel has 27 rooms; and his clients want to invest in Fairhope. He commented that this is a solid project and ready to go. 9 December 2024 5) Lou Siemer, 116 Easton Circle, addressed the City Council regarding the water issues and where the water towers are located. He commented that the City needed to invest in more infrastructure for water and sewer. Mayor Sullivan and the City Council said there are over 4 million dollars’ worth of water projects just approved on the agenda. Mayor Sullivan said there were over 10 million dollars’ worth of water and wastewater projects in this year's budget. 6) Wes Boyett, Gas Superintendent, addressed the City Council regarding the Christmas Parade. He said this was the second time he pulled the Employee Christmas Parade Float; and the Leadership Team was asked to help turn on the lights at the Lighting of the Trees Celebration. He commented that the employees did an outstanding job: Public Works, Electric Department, Community Affairs Department; and the Police Department. Mr. Boyett said he wanted to commend all of the Departments and their employees for all of their hard work. Councilmember Martin moved to adjourn the meeting. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. Page 24 of 406 There being no further business to come before the City Council, the meeting was duly adjourned at 7:08 p.m. Jack Burrell, Council President ________________________________ Lisa A. Hanks, MMC City Clerk Page 25 of 406 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, 9 December 2024. Present were Council President Jack Burrell, Councilmembers: Corey Martin, Jimmy Conyers, Jay Robinson, and Kevin Boone, Mayor Sherry Sullivan, City Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks. Council President Burrell called the meeting to order at 4:30 p.m. The following topics were discussed: •The first item on the Agenda was the Presentation – Additional Park Entrance at Knoll Park Gateway and Possible Foundation Donation presented by City Engineer Richard Johnson and Park Ranger/Urban Forrester Justin Hammers. Mr. Johnson explained the donation of $14,300.00 to help fund construction of an entrance to Knoll Park at the southeast corner; and need to approve before end of the year. Mr. Hammers said the additional funding is in the Capital Improvement Fund; and showed the what this entrance would look like. (See attached handout) The consensus of the City Council was to move forward with this project and to accept the donation. Council President Burrell asked City Clerk Lisa Hanks to place on the next City Council agenda. •Councilmember Martin said the Christmas Parade was great; and this is a great time of the year. He told everyone to the be thankful for the season. •Councilmember Conyers stated the Tree Lighting and Christmas Parade were both great events. He mentioned Library Director Tamara Dean’s retirement. •Councilmember Robinson mentioned the Certified Local Government (“CLG”) Letter of Intent has been prepared and signed. •Council President Burrell said the Airport Authority and the Recreation Board will both meet this week. He mentioned the Ribbon Cutting last week for the new FBO and Terminal. •Building Official Erik Cortinas addressed the City Council regarding Agenda Item No. 5; and answered any questions if needed. He mentioned two new subdivisions permitted. •Community Affairs Director Paige Crawford addressed the City Council regarding Agenda Items No. 22 and No. 23; and answered any questions if needed. •Electric Superintendent Ben Patterson addressed the City Council regarding Agenda Items No. 24 and No. 25; and answered any questions if needed. He said the led lights are being installed on Highway 98 from Sportsman Marine to Highway 104; and installing the lighting for the Pickleball Courts. •Water and Wastewater Superintendent Daryl Morefield addressed the City Council regarding Agenda Items No. 18, No. 19, and No. 20; and answered any questions if needed. He asked everyone, do not put grease down our drains because it causes issues. Page 26 of 406 Monday, 9 December 2024 Page -2- Council President Burrell questioned the capacity of our water. Mayor Sullivan replied the average is 6,000,000 per day; and the new wells will give us 2 MGD more. Mayor Sullivan mentioned the Lead Line Survey is ongoing and interactive on our website. •Public Works Director George Ladd addressed the City Council regarding Agenda Items No. 11, No. 12, No. 13, No. 15, and No. 17; and answered any questions if needed. He said his department has been working on flower beds and the Christmas Parade. •IT Director Jeff Montgomery addressed the City Council regarding Agenda Item No. 10; and answered any questions if needed. •Grants Coordinator Nicole Love addressed the City Council regarding Agenda Item No. 9; and answered any questions if needed. She explained the grant and the need for management of grant funds. •City Engineer Richard Johnson addressed the City Council regarding Agenda Items No. 14 and No. 16; and answered any questions if needed. He gave an update on the roundabout at North Section Street. Councilmember Martin questioned the paving list and what does current mean. •Chief Stephanie Hollinghead addressed the City Council regarding Agenda Item No. 26; and answered any questions if needed. She announced the retirement of Lt. Larry Sledge and his retirement celebration. •City Treasurer Kim Creech addressed the City Council regarding Agenda Item No. 8; and answered any questions if needed. •City Clerk Lisa Hanks addressed the City Council regarding Agenda Item No. 6; and answered any questions if needed. •Council President Burrell addressed the City Council regarding Agenda Item No. 7. Councilmember Robinson explained this agreement. •Mayor Sherry Sullivan addressed the City Council regarding Agenda Item No. 21 and said the additional funds is to hold a “Public Meeting” for input. There being no further business to come before the City Council, the meeting was duly adjourned at 5:25 p.m. ______________________________ Jack Burrell, Council President _______________________________ Lisa A. Hanks, MMC City Clerk Page 27 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-787 FROM:Hunter Simmons SUBJECT:Ordinance – Amend Zoning Ordinance No. 1253 - Request of the Applicant, SCorUSA, LLC, acting on behalf of the Owner, Steven W. Corbett, to rezone property from B-2, General Business District to a PUD, Planned Unit Development, to be known as Legends at Point Clear. The property is approximately 13.80 acres and is located on the west side of Greeno Road South, north of Old Battles Road/CR- 34. PPINS #: 39376, 210314 AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: Council Approval BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No.Account Title Current Budget Cost Available Budget $___$___($____) GRANT: LEGAL IMPACT: Page 28 of 406 ORDINANCE NO. ____ AN ORDINANCE AMENDING ORDINANCE NO. 1253 KNOWN AS THE ZONING ORDINANCE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAIRHOPE, ALABAMA as follows: The ordinance known as the Zoning Ordinance (No. 1253), adopted 27 June 2005, together with the Zoning Map of the City of Fairhope, be and the same hereby is changed and altered in respect to that certain property described below: After the appropriate public notice and hearing, the Planning Commission of the City of Fairhope, Alabama has forwarded a favorable recommendation, The property of Steven W. Corbett (containing 13.80 acres, more or less, and zoned B-2) and located on the west side of Greeno Road South, north of Old Battles Road/CR-34, Fairhope, AL. Legends at Point Clear PUD PPINS # 39376, 210314 Legal Description: (Case number ZC 24.02) PARCEL "A" STATE OF ALABAMA COUNTY OF BALDWIN A PORTION OF THE SOUTH HALF OF THE NORTHEAST QUARTER OF THE SOUTHEAST QUARTER OF SECTION 29, TOWNSHIP 6 SOUTH, RANGE 2 EAST, BALDWIN COUNTY, ALABAMA; MORE PARTICULARLY DESCRIBED AS FOLLOWS: BEGINNING AT A CONCRETE MONUMENT AT THE NORTHEAST CORNER OF RW BATTLES LLC REPLAT, AS RECORDED ON SUDE 2776 B-D OF THE RECORDS IN THE OFFICE OF THE JUDGE OF PROBATE, BALDWIN COUNTY, ALABAMA; THENCE RUN NORTH 89'-16'-58" WEST ALONG THE NORTH LINE OF SAID RW BATTLES LLC REPLAT A DISTANCE OF 295.79 FEET TO A CAPPED REBAR (ILLEGIBLE); THENCE RUN SOUTH 89'-28'-38" WEST ALONG SAID NORTH LINE A DISTANCE OF 241.89 FEET TO A 1-1/4" OPEN TOP PIPE; THENCE RUN SOUTH 89'-39'-31" WEST ALONG SAID NORTH LINE A DISTANCE OF 106.51 FEET TO A CAPPED REBAR (MOORE); THENCE RUN NORTH 00'-26'-47" WEST A DISTANCE OF 325.86 FEET TO A CAPPED REBAR (MOORE); THENCE RUN SOUTH 89'-34'-40" WEST A DISTANCE OF 224.84 FEET TO A CAPPED REBAR (MOORE); THENCE RUN SOUTH 00'-25'-38" EAST A DISTANCE OF 325.57 FEET TO CAPPED REBAR (MOORE); THENCE RUN SOUTH 89'-34'-04" WEST DISTANCE OF 295.63 FEET TO 1" IRON PIPE AT THE SOUTHEAST CORNER OF COMMON AREA 3, OLD BATTLES VILLAGE, PHASE THREE, AS RECORDED ON SLIDE 2632 A-D OF THE RECORDS IN THE OFFICE OF THE JUDGE OF PROBATE, BALDWIN COUNTY, ALABAMA; THENCE RUN NORTH 00'-14'-51" EAST ALONG THE EAST UNE OF SAID COMMON AREA 3 AND A PROJECTION THEREOF A DISTANCE OF 498.20 FEET TO A CAPPED REBAR (WATTIER); THENCE RUN NORTH 89'-47'-03" EAST A DISTANCE OF 1,167.17 FEET TO A CAPPED REBAR (HMR) AT THE SOUTHEAST CORNER OF LOT 1, JEFFREY SMITH SUBDIVISION, AS RECORDED ON SLIDE 2356-F OF THE RECORDS IN THE OFFICE OF THE JUDGE OF PROBATE, BALDWIN COUNTY, ALABAMA, SAID POINT ALSO BEING ON THE WEST RIGHT-OF-WAY LINE OF GREENO ROAD (U.S. HIGHWAY 98, 245' R/W); THENCE RUN SOUTH 00'-31'-40" WEST ALONG SAID WEST RIGHT-OF-WAY LINE A DISTANCE OF 499.87 FEET TO THE POINT OF Page 29 of 406 BEGINNING. THE DESCRIBED PARCEL CONTAINS 11.62 ACRES, MORE OR LESS. Ordinance No. _____ Page -2- PARCEL "B" STATE OF ALABAMA COUNTY OF BALDWIN A PORTION OF THE SOUTH HALF OF THE NORTHEAST QUARTER OF THE SOUTHEAST QUARTER OF SECTION 29, TOWNSHIP 6 SOUTH, RANGE 2 EAST, BALDWIN COUNTY, ALABAMA; MORE PARTICULARLY DESCRIBED AS FOLLOWS: COMMENCING AT A CONCRETE MONUMENT AT THE NORTHEAST CORNER OF RW BATTLES LLC REPLAT, AS RECORDED ON SLIDE 2776 B-D OF THE RECORDS IN THE OFFICE OF THE JUDGE OF PROBATE, BALDWIN COUNTY, ALABAMA; THENCE RUN NORTH 89'-16'-58" WEST ALONG THE NORTH LINE OF SAID RW BATTLES LLC REPLAT A DISTANCE OF 295.79 FEET TO A CAPPED REBAR (ILLEGIBLE); THENCE RUN SOUTH 89'-28'-38" WEST ALONG SAID NORTH LINE A DISTANCE OF 241.89 FEET TO A 1-1/4" OPEN TOP PIPE; THENCE RUN SOUTH 89'-39'-31" WEST ALONG SAID NORTH LINE A DISTANCE OF 106.51 FEET TO A CAPPED REBAR (MOORE) AT THE POINT OF BEGINNING OF THE FOLLOWING DESCRIBED PARCEL; THENCE CONTINUE SOUTH 89'-39'-31" WEST ALONG SAID NORTH LINE A DISTANCE OF 208.73 FEET TO A CAPPED REBAR (MOORE) AT THE NORTHWEST CORNER OF SAID RW BATTLES LLC REPLAT; THENCE RUN SOUTH 89'-34'-04" WEST DISTANCE OF 16.21 FEET TO A CAPPED REBAR (MOORE); THENCE RUNNORTH 00'-25'-38" WEST DISTANCE OF 325.57 FEET TO CAPPED REBAR (MOORE); THENCE RUN NORTH 89'-34'-40" EAST A DISTANCE OF 224.84 FEET TO A CAPPED REBAR (MOORE); THENCE RUN SOUTH 00'-26'-47" EAST A DISTANCE OF 325.86 FEET TO THE POINT OF BEGINNING. THE DESCRIBED PARCEL CONTAINS 1.68 ACRES, MORE OR LESS. 1. That, attached as “Exhibit A” is an approved site plan. The property must develop in substantial conformance with the approved site plan and supporting documents. Any substantial deviation from the attached site plan, as determined by the Director of Planning, will require re-approval by the Planning Commission and the City Council of the City of Fairhope, Alabama, as a PUD amendment. 2. That, attached as “Exhibit B” is an approved Master Development Plan (MDP). The property must develop in substantial conformance with the approved MDP. Any substantial deviation from the attached MDP, as determined by the Director of Planning, will require re-approval by the Planning Commission and the City Council of the City of Fairhope, Alabama, as a PUD amendment. 3. That, the following development regulations shall govern: Uses: Allowed uses listed for B-2 in the City of Fairhope Zoning Ordinance except the uses listed below - Convenience Store - Automobile Service Station - Outdoor Sales Lot - Garden Center - Day Care - Automobile Repair - Recreational Vehicle Park - Kennel or Animal Hospital - Limited Manufacturing - No uses with a Drive Through - Personal Storage - No uses within the Dwelling Category shall be allowed in the commercial spaces - Hotel/Motel - Bed & Breakfast - Boarding House or Dormitory Page 30 of 406 Ordinance No. _____ Page -3- Setbacks: Front – 25’ Rear – 25’ Side/Street Side – 0’ or 20’ when abutting residential Building Height: Maximum building height shall not exceed 35’ The property is hereby rezoned PUD, Planned Unit Development. This property shall hereafter be lawful to construct on such property any structures permitted by Ordinance No. 1253 and to use said premises for any use permitted or building sought to be erected on said property shall be in compliance with the building laws of the City of Fairhope and that any structure shall be approved by the Building Official of the City of Fairhope and that any structure be erected only in compliance with such laws, including the requirements of Ordinance No. 1253. Severability Clause - if any part, section or subdivision of this ordinance shall be held unconstitutional or invalid for any reason, such holding shall not be construed to invalidate or impair the remainder of this ordinance, which shall continue in full force and effect notwithstanding such holding. Effective Date – This ordinance shall take effect immediately upon its due adoption and publication as required by law. ADOPTED THIS 19TH DAY OF DECEMBER, 2024 _________________________________ Jack Burrell, Council President ATTEST: ______________________________ Lisa A. Hanks, MMC City Clerk ADOPTED THIS 19TH DAY OF DECEMBER, 2024 _________________________________ Sherry Sullivan, Mayor Page 31 of 406 Page 32 of 406 Application For: PUD Rezoning Request For Legends at Point Clear A Planned Unit Development October 3, 2024 Applicant: SCorUSA, LLC PO Box 1609 Phenix City, AL 36868 Prepared by: 208 Greeno Road North, Suite C Post Office Box 1929 Fairhope, Alabama 36533 Telephone: 251-928-3443 ● Fax: 251-928.3665 Page 33 of 406 PUD Request Legends at Point Clear Page 1 10/3/2024 Table of Contents Table of Contents ........................................................................................................................................... 1 List of Appendices .......................................................................................................................................... 1 Project Team and Contact Information .......................................................................................................... 2 Tax Parcel ID ................................................................................................................................................. 3 Project Narrative ............................................................................................................................................ 3 Architectural Narrative ................................................................................................................................... 3 List of Appendices Appendix A PUD Zoning Application 1. Legal Description Appendix B Warranty Deed A. Owner Authorization B. Articles of Incorporation Appendix C List of Adjacent Property Owner 1. Map Appendix D EcoSolutions Stream Assessment Letter Appendix E 1. Zoning Table 2. Boardwalk Detail 3. Vicinity Map & Underlying Zoning 4. Tree Survey 5. Boundary Survey 6. Conceptual Site Plan 7. Conceptual Greenspace Plan 8. Architectural Building Elevation, Floor Plan & Rendering 9. Conceptual Site Lighting Plan 10. Conceptual Landscape Plan Page 34 of 406 PUD Request Legends at Point Clear Page 2 10/3/2024 Project Team and Contact Information Developer/Owner: SCorUSA PO Box 1609 Phenix City, AL 36868 (706) 445-9103 Dan Nibblett dan@scorusa.com Civil Engineer: JADE Consulting, LLC 208 N. Greeno Rd., Ste. C Fairhope, AL 36532 (251) 928-3443 Perry C. “Trey” Jinright III, P.E., LEED AP Paul Marcinko, P.E. tjinright@jadengineers.com pmarcinko@jadengineers.com Sherry Ruth, Project Coordinator sruth@jadengineers.com Surveyor: Wattier Surveying, Inc. 4321 Downtowner Loop North, Suite 201 Mobile, AL 36609 (251) 342-2640 Mark A. Wattier, PLS wattiermark@gmail.com Landscape Architect. Espalier Landscape Architecture 218 N. 8390 Gayfer Rd Ext Fairhope, AL 36532 (251) 454-3500 Joe Comer IV, ASLA joe@espalierdesign.com Architect. Walcott Adams Verneuille Architects 1 S School St Fairhope, AL 36532 (251) 928-6041 Melissa Note melissa@wavarchitects.com Page 35 of 406 PUD Request Legends at Point Clear Page 3 10/3/2024 Tax Parcel ID 05-46-09-29-0-000-068.000 05-46-09-29-0-000-068.001 Project Narrative The proposed project is located on two parcels that total 13.27 acres. The property is within City of Fairhope limits and is currently zoned B-2 is a mixed-use development consisting of 131 residential units, 22,500 SF of commercial units, and future commercial outparcels as shown on the PUD concept plan. The intent of this project is to utilize a single access to Highway 98 and connect ion to the interlocal driveway to the Publix anchored shopping center development to the South. This project will utilize water and sewer which are immediately adjacent to the site. Full Design for this development shall be completed during the City of Fairhope typical MOP and site plan approval process. Architectural Narrative The concept is based on self-contained, walkable communities, surrounded by green belts, and a careful balance of residential, commercial and natural landscapes. In keeping with similar planned communities, the architectural style should be relevant to the area and cohesive throughout the village. Given the village concept and its proximity to other local architecture in the area the proposed design style is Craftsman in nature. A Craftsman-style building emphasizes the use of natural materials and hand-worked goods. This architectural style, developed in the early 20th century, relies on well-constructed architecture highlighted with decorative details. It lends itself well to a natural surroundings and green spaces Buildings include natural materials like brick, stone, lap siding and shingle siding. Shingle roofs and multi - pane windows are consistent with this style; as are brackets, ironwork, exposed rafter tails and quality in design. Colors are typically earth-toned and muted with wood, brick, or stone accents. The mixed use and commercial buildings form the pedestrian-oriented core of the Village where “transparent” street-front buildings with a first-level storefront design create an active streetscape environment supporting the Village character. These buildings are designed to create a pleasant neighborhood center with an eclectic mix of small businesses, small scale, pedestrian nature, and a blend of outdoor to indoor integrated into the topography and natural landscapes. The commercial outparcel design guidelines will reflect the style and pedestrian oriented core of the Village. Including “transparent” street-front buildings with a storefront design and an active streetscape. These buildings will be one story and should engage the outdoor and public spaces. Restaurants should provide outdoor seating and site walls of similar materials should be used to continue the facade and enclose the spaces. Buildings are to be designed to create a pleasant neighborhood center with an eclectic mix of small businesses, small scale, pedestrian nature, and a blend of outdoor to indoor integrated into the topography and natural landscapes. Flat roof buildings may be allowed upon approval provided the design is in keeping with the architectural style of the village and the roof area is limited in area. The size and shape of these buildings may vary, elevations shown within this package are conceptual and intended as a design guide. This effort represents a significant investment in materials, building character, drives and parking, sidewalk improvements, decorative street lighting and other streetscape beautification projects. Page 36 of 406 PUD Request Legends at Point Clear 10/3/2024 Appendix A PUD Zoning Application 1. Legal Description Page 37 of 406 PUD Request Legends at Point Clear 10/3/2024 Appendix B Warranty Deed 1. Owner AuthorizationArticles of Incorporation Page 38 of 406 PUD Request Legends at Point Clear 10/3/2024 Appendix C List of Property Owner Withing 300’ and map Page 39 of 406 PUD Request Legends at Point Clear 10/3/2024 Appendix D EcoSolutions Stream Assessment Letter Page 40 of 406 PUD Request Legends at Point Clear 10/3/2024 Appendix F Plan Sheets 11. Zoning Table 12. Boardwalk Detail 13. Vicinity Map & Underlying Zoning 14. Tree Survey 15. Boundary Survey 16. Conceptual Site Plan 17. Conceptual Greenspace Plan 18. Architectural Building Elevation, Floor Plan & Rendering 19. Conceptual Site Lighting Plan 20. Conceptual Landscape Plan Page 41 of 406 ZC 24.02 - Legends at Point Clear SOUTHLAND BLVD CRAFTSMAN AVE GREENO RDMCCLELLAN BLVDSHARPSBURG AVE BURNSIDE AVE OLD BATTLES RD FLOURNOY WAY MANLEY RDDUNKER AVE GARRISON BLVDKEMPER LNGREENO RDPALE MOON CT MUSKET AVE BARTLETT AVE VIVIAN LOOP GUARISCO LN MCARTHUR LNWRIGHT BLVDCOUNTY RD 34 WRIGHT BLVD PALE MOON CT Road Corporate Limit Parcel Zoning District B-2 HTD PUD R-1 µ µ Project Name: Legends at Point Clear Site Data: 13.80 acres Project Type: Rezone from B-2 to PUD Jurisdiction: Fairhope Planning Jurisdiction Zoning District: B-2 PPIN Number: 39376, 210314 General Location: West side of Greeno Road South, North of Old Battles Road/CR-34 Surveyor of Record: SCorUSA Engineer of Record: SCorUSA Owner / Developer: Steven W. Corbett School District: Fairhope Elementary School Fairhope Middle and High Schools Recommendation: Denial Prepared by: HS and MM City of Fairhope City Council November 21, 2024 Planning Commission (4 Ayes, 1 Nay) voted to recommend approval of ZC 24.07 Page 42 of 406 Page 43 of 406 Page 44 of 406 1 ZC 24.02 Legends at Point Clear Rezoning B-2 to PUD Summary of Request: Applicant, SCorUSA, LLC requests to rezone two (2) parcels of approximately 13.3 acres from B-2 “General Business District” to Planned Unit Development (“PUD”). The development is to be known as Legends at Point Clear and is located at 18323 Greeno Road (South). It is north adjacent to the Publix Shopping Center at Point Clear (B-2) and directly east of Old Battles Village (PUD). Baldwin County residential zoned parcels (RSF-E, RSF-1, and High Density Residential “HDR”) also border the subject property. JADE Consulting, LLC “JADE” is the authorized agent. MOP and Site Plan Review to follow. Page 45 of 406 2 ZC 24.02 Legends at Point Clear Rezoning B-2 to PUD There are eight (8) buildings proposed. There are two (2) commercial buildings facing Greeno Road with a total of 12,400sf. Access is by way of Greeno Road, which is a public paved road and Wright Blvd to the south from the Publix Shopping Center, which is private. A plaza is proposed facing Greeno Road. Buildings 1 and 2 are two-story mixed-use with 23 residential units, ~16,000sf of commercial space, and ~5,000 sf of residential clubhouse. Buildings 3-6 are multi-family residential ranging from 24 to 30 units each and are three stories high. There are 108 residential units proposed in Buildings 3-6. In total there are 131 residential units proposed with 28,579 sf of commercial space. Conceptual Site Plan There is also a multi-use trail proposed that will link Old Battles Village to the Publix. The private trail is proposed to connect to the Burnside Avenue public right-of-way. Much of the trail will be a boardwalk that transects the low area, but will be designed to accommodate pedestrian, bicycle, and low-speed vehicular traffic. As drawn, the proposed trail transects over private property. Applicant stated that there will have to be easements granted at the Site Plan/MOP review phase. Page 46 of 406 3 ZC 24.02 Legends at Point Clear Rezoning B-2 to PUD Additional Comments Phasing Applicant should take measures during the initial phase of development to make sure there is diversity among the residential and commercial components, i.e., the residential units built without any commercial units. Uses Since the development is to be zoned PUD the allowed uses are determined by the Ordinance and Master Development Plan. Applicant is comfortable limiting the uses allowed within the mixed-use and commercial units in the Legends at Point Clear PUD. For example, there is a plaza on the conceptual site plan between the commercial outparcels that is an open public (civic) space that should be an enjoyable gathering place not beside an automotive repair/service garage at a commercial lot. If approved, Staff would recommend alterations to the proposed uses as stated below. Greenspace Greenspace is provided by way of a plaza between the strictly commercial buildings, courtyards in front of Buildings 3 and 4 (including around a pool in front of Building 3), and a park type of greenspace in the rear. The Applicant states 3.3 acres are required to achieve the minimum 25% greenspace requirements. The Applicant’s Greenspace plan illustrates 3.95 Acres of Greenspace, Staff calculated eligible items to equate to 3.4 acres IF the courtyards front public rights-of-way. It is important to note the street frontage types shown on the plan are requirements of the Village Districts or Table 4-2 and are not Greenspace types. Greenspace may be further impacted by the results of the third-party environmental review. Eligible Greenspace Connectivity and Buffers With Publix to the south this project is a logical extension and should emphasize connectivity and walkability. Property to the north is currently zoned residential and buffers are required and accommodated. Old Battles Village lies to the west. A major drainageway lies on the westernmost side of the subject property. While roadway connectivity is always an important goal in Page 47 of 406 4 ZC 24.02 Legends at Point Clear Rezoning B-2 to PUD Fairhope, and there is a stub-street available at Burnside Avenue, considerations of natural areas are an exception to the rule. Preliminary plans illustrated the westernmost area as wetlands; however, a further study stated there are no wetlands on the property. Staff has contracted a third-party review to be certain. In any case, pedestrian, bicycle, and even connectivity for low-speed vehicles should be provided at a minimum. The Applicant proposes to accommodate this access by way of wooden boardwalks that span the low areas. Staff received concerns from several residents of Old Battles Village regarding proximity to existing homes. While minimum buffers can be as little as 10’, no building is proposed within 275’ of the western property line. Combined with the common areas in Old Battles Village, no private lot would be within 300’ of a proposed building. Burnside Avenue ‘Stub Street’ Location The current Comprehensive Plan does not prescribe more intense development near this property. However, with the development of the Publix shopping center to the south, the intersection of Greeno Rd and Old Battles Rd is contemplated as a new node, or Suburban Mixed-Use node, within the currently proposed Comprehensive Plan. The new Comprehensive Plan builds on the historic concept of a “Village Node”, but introduces concepts to create places, otherwise known as Place Types. A draft copy of the Suburban Mixed-Use Center is included below. Developments within these identified Centers emphasis walkability, mixed of housing types, blended with commercial uses. Page 48 of 406 5 ZC 24.02 Legends at Point Clear Rezoning B-2 to PUD It is important to note that design guidelines, i.e., “Regulations”, are critical to achieve the desired results from a visionary document like a Comprehensive Plan. Policy must be created to support desired results, which is not yet in place. For example, the summary below illustrates buildings that may be 1-3 stories tall. Current regulations limit buildings to 2 Stories/35’. It is not the intent of the new Comprehensive Plan to allow three stories on all developments for the sole purpose of increasing density, but instead to provide clear guidelines to enhance architectural details. Excerpt of the Suburban Mixed-Use Place Type from the Draft Comprehensive Plan: Parking Per the Parking Schedule (Table 4-3), a mixed-use dwelling unit requires one space per dwelling unit. All other dwelling units require 2 spaces per dwelling unit. Per the Applicant’s Site Data Table, they provided 1 space for each of the residential units. Staff feels this is an incorrect interpretation. While the development itself is a mixed-use development, four (4) of the buildings are solely apartment buildings. Staff recommends each of the 108 units in Buildings 3-6 would require two spaces per dwelling unit. However, because this is a mixed-use development, Staff would support the parking as proposed based on a shared parking agreement where there are no reserved parking spaces for any use. Page 49 of 406 6 ZC 24.02 Legends at Point Clear Rezoning B-2 to PUD Street Frontages The proposed project uses the street frontage guidelines of Table 4-2 of the Zoning Ordinance. Streets must be publicly accessible and future plats must define accessibility and maintenance responsibility. Access to the south is challenging because Wright Blvd is a private road. Architecture Applicant provided an Architectural Narrative that should be implemented throughout the complete build out of the village concept creating active streetscapes and “buildings are designed to create an eclectic mix of small businesses, small scale, pedestrian nature, and a blend of outdoor to indoor integrated into the topography and natural landscapes.” Commercial Buildings Elevations Page 50 of 406 7 ZC 24.02 Legends at Point Clear Rezoning B-2 to PUD Proposed Plaza with Commercial Mixed-Use Buildings Page 51 of 406 8 ZC 24.02 Legends at Point Clear Rezoning B-2 to PUD Elevation Floor Plans Page 52 of 406 9 ZC 24.02 Legends at Point Clear Rezoning B-2 to PUD Multi-Family Residential Buildings Example Elevation Example Floor Plan Current regulations limit buildings to two-stories and 35’. Since height is measured to the mean point of the roof, the roof peak is oftentimes higher than 35’. Staff estimates ridgelines could commonly be approximately 39’. The commercial buildings and mixed-use buildings fall within this range, but the request for 48’ max roof height AND three-stories does not align with current regulations. The Applicant supplied the following cross-section to illustrate the elevation difference throughout the site. Page 53 of 406 10 ZC 24.02 Legends at Point Clear Rezoning B-2 to PUD Staff has concerns about creating a precedent for three-story buildings over the prescribed height limits and does not feel that is the only available option. Additional height might be supported in some unique cases, such as increasing greenspace or preserving natural areas above and beyond required minimums. While this project, as currently proposed, meets minimum requirements it does not significantly go above those requirements. Alternatively, Staff questions whether a change in unit types, i.e., replacing 3-bedroom units with 2- or 1-bedrooms units, would allow the Applicant to maintain the same unit counts within a two-story footprint that falls within the height limit. The Applicant may have other options. Article II Section C.1.e Criteria Fairhope’s Zoning Ordinance contains nine (9) criteria by which an application for re-zoning shall be reviewed: (1) Compliance with the Comprehensive Plan; (2) Compliance with the standards, goals, and intent of this ordinance; (3) The character of the surrounding property, including any pending development activity; (4) Adequacy of public infrastructure to support the proposed development; (5) Impacts on natural resources, including existing conditions and ongoing post-development conditions; (6) Compliance with other laws and regulations of the City; (7) Compliance with other applicable laws and regulations of other jurisdictions; (8) Impacts on adjacent property including noise, traffic, visible intrusions, potential physical impacts, and property values; and, (9) Impacts on the surrounding neighborhood including noise, traffic, visible intrusions, potential physical impacts, and property values. The review comments for each criterion are discussed in detail below. (1) Compliance with the Comprehensive Plan; Response: The development was designed with components of the village districts. This intersection was not called out as a potential village opportunity in the 2015-1016 Comprehensive Plan; however, the Publix Shopping Center and later phases of Old Battles Village have created a Suburban Mixed-Use Center opportunity with the city zoned parcels. The City is in the process of adopting a new Comprehensive Plan that points out the Greeno Road and Old Battles Road (County Road 34) intersection (all corners) as a Suburban Mixed-Use Center. The primary land uses for a Suburban Mixed-Use Center are retail, dining, personal and professional services, offices, and a mix of housing types. The different use types are connected by pedestrian friendly streets/sidewalks with usable spaces like the proposed plaza and greenspace(s). This area is largely county zoned. (2) Compliance with the standards, goals, and intent of this ordinance; Response: PUD Planned Unit Development: This district is intended to encourage innovative development that meets comprehensive plan goals and is tailored to the unique constraints and conditions of a particular site. This district allows flexibility in uses, designs, and building layouts as opposed to other zoning districts to better serve community needs. This development appears to meet the definition of a PUD and the intent of this ordinance. Page 54 of 406 11 ZC 24.02 Legends at Point Clear Rezoning B-2 to PUD (3) The character of the surrounding property, including any pending development activity; Response: The surrounding properties are mostly county zoned residential including High Density Residential; thus, a mix of retail/commercial and more residential units with city mandated green and civic spaces and connectivity should complement the surrounding property. (4) Adequacy of public infrastructure to support the proposed development; Response: Public infrastructure is readily available at the Publix development, but final details and associated development costs will be determined during future phases. (5) Impacts on natural resources, including existing conditions and ongoing post-development conditions; Response: Wetlands may be present on the subject property although Applicant has a June 12, 2024, EcoSolutions opinion stating that the potential wetland is a dry drain. See below. Nonetheless, Staff requested an independent 3rd party to assess and delineate the subject property. If wetlands are determined to be present, then appropriate buffers will be required during the development process. A 100’ drainage easement is currently proposed. The City’s 3rd party review may guide more restrictions of this easement/buffer. (6) Compliance with other laws and regulations of the City; Response: At the time of development all applicable laws of the City will be applied. (7) Compliance with other applicable laws and regulations of other jurisdictions; Response: At the time of development all applicable laws will be applied. (8) Impacts on adjacent property including noise, traffic, visible intrusions, potential physical impacts, and property values; Response: This is a growing Suburban Mixed-Use Center and as such there will be impacts. Details such as traffic will be fleshed out as development begins with a traffic study. The City requires landscaping and screening when incompatible land uses are adjacent. The project has amenities that are available to adjacent properties. (9) Impacts on the surrounding neighborhood including noise, traffic, visible intrusions, potential physical impacts, and property values.; Response: Staff do not anticipate any significant issues relating to these criteria. A traffic study will be required. All required buffers and setbacks will apply to address any concerns. The project will be thoroughly reviewed as development takes place. There will be a MOP and Site Plan Review following this initial rezoning case that will take a deeper dive into all impacts on the surrounding neighborhood. Page 55 of 406 12 ZC 24.02 Legends at Point Clear Rezoning B-2 to PUD Conclusion and Recommendation The ‘new’ comprehensive plan is still a draft and currently under review. If approved, design guidelines that are incorporated into the Zoning Ordinance will be critical. In this case, the buildings have been designed and the architecture can be reviewed. Staff feels this can be evaluated, but current regulations, even within the Village Centers would limit buildings to two stories 35’. Without design guidelines, we hesitate to make a positive recommendation for this project fearing a precedent for future projects but do acknowledge there are many positives found within this proposed plan. Baring unforeseen results of the third-party environmental review, Staff would recommend approval of the project as proposed if all buildings were two-stories 35’. However, there seems to be no gain from the additional height/story of the four buildings other than additional/larger units. Due to the height, in particular, we must recommend denial. Recommendation: Staff recommends Denial of ZC 24.02 to rezone PPINS: 39376 and 210314 from B-2 “General Business District” to Planned Unit Development (“PUD”) and to be known as Legends at Point Clear with the following condition(s): 1. Building Heights of Buildings 3-6 Page 56 of 406 Page 57 of 406 Page 58 of 406 Page 59 of 406 Page 60 of 406 Page 61 of 406 Page 62 of 406 Page 63 of 406 Page 64 of 406 Page 65 of 406 Page 66 of 406 Page 67 of 406 Page 68 of 406 Page 69 of 406 Page 70 of 406 Page 71 of 406 Page 72 of 406 Page 73 of 406 Page 74 of 406 Page 75 of 406 Page 76 of 406 Page 77 of 406 Page 78 of 406 Page 79 of 406 Page 80 of 406 Page 81 of 406 Page 82 of 406 Page 83 of 406 Page 84 of 406 Page 85 of 406 Page 86 of 406 Page 87 of 406 Page 88 of 406 Page 89 of 406 Page 90 of 406 Page 91 of 406 Page 92 of 406 Page 93 of 406 Page 94 of 406 Page 95 of 406 Page 96 of 406 Page 97 of 406 Page 98 of 406 Page 99 of 406 Page 100 of 406 From:Mary Pat Gallagher To:planning Subject:ZC 24.02 Rezone of 18323 Greeno Road Date:Sunday, August 25, 2024 1:41:58 PM Good Afternoon Ms. Beaudreau and team, I understand that there is a request to re-zone 18323 Greeno Road to allow building of a multi family, or apartment, complex there. I live in Old Battles Village, the neighborhood behind this lot, and I have a few concerns that I hope you could address? If approved, how would the new multi family complex effect the traffic, water infrastructure (especially considering recent years of water restrictions), sewers; and what plans and budgets are in place to mitigate these effects? Also, how do all of these recent multi-family projects affect our schools, their budgets and their ability to continue providing a quality education? What plans are in place to increase the police and fire departments to better serve a more dense population and how is that to be budgeted? Our prior town experienced very fast growth (with a significant increase in apartments over single family homes) that had a negative effect on the community as a whole. Crime increased, traffic (congestion and safety) became a problem, our schools experienced overcrowding, water was restricted every summer, infrastructure (bridges and roads) wore out and were costly to repair. But more than all of that, our community became just another suburb and most of the locals moved away. I know from experience that overbuilding apartments has a negative impact on a community and I am concerned that we have smart growth plans in place so that Fairhope grows in a healthy, planned manner that can be maintained long term. Thank you so much for your help. Kind regards, Mary Pat Gallagher 617 Sharpsburg Ave. Fairhope Sent from my iPhone Page 101 of 406 From:Brad Illingworth To:planning Cc:Jessica Illingworth; Brad Illingworth Subject:Case ZC24.02: Rezone 18323 Greeno Road from B-2 to PUD Date:Tuesday, August 27, 2024 4:11:51 PM August 27, 2024 Regarding Case ZC24.02 Request: Rezone 18323 Greeno Road from B-2 to PUD To whom it may concern: At a minimum, we urgently request you do not connect the proposed apartment complex with the Old Battles neighborhood! Connecting will negatively impact our property values! In addition, I request you leave as large of tree buffer as possible between the houses on McArthur Lane and the proposed apartment complex! We respectfully challenge this development! wequestion the following: A- The capability of Fairhope’s infrastructure (utilities, etc) to support the impact of this development B- The proposed development is a lack of alignment with Fairhope’s long standing pride and draw to single family homes (and not ‘apartments’) C- The data demand for more apartments with existing volume already in development (note the large apartments being constructed at 104 and 181) D- The workforce and labor demand within Fairhope does not support the demand for such a development Sincerely, Brad and Jessica Illingworth 662 McArthur Lane Sent from my iPhone Page 102 of 406 From:2516435085@mms.att.net To:planning Date:Tuesday, September 3, 2024 10:13:37 AM We were planning on attending the meeting on the 5th, but now will be unable to. We would like to voice our opposition to the proposed development known as Legends at Point Clear and especially our opposition to Burnside becoming a thru street. Dale and Julie Roark 667 McArthur Lane Page 103 of 406 From:greg_marx@comcast.net To:planning Cc:"mary marx" Subject:Rezoning 18323 Greeno Rd Date:Tuesday, August 27, 2024 10:44:12 AM Dear Cindy, We have concerns about the new zoning for an additional 133 apartment units. We are a small community that also has an HOA and if this new development should be developed Burnside street could become an access for residents for the apartment complex. This could possibly be an additional 200 vehicles going through our neighborhood. Since we are an HOA and pay monthly fees, this gives us skin in the game. The vehicles using our neighborhood for access have no skin in the game. Our speed limit is 20 mph, and I am in fear that the speed limit will not be obeyed. We have many children who ride their bikes and will be in danger of possibly getting injured. I am currently researching the possibilities of having HOA making OBV a gated community. Please reconsider what is best for our community and children. Thanks Greg Marx 901-361-0807 655 McArthur Lane Page 104 of 406 From:PETER OLESKY To:planning Subject:Opposition to 18323 Greeno Rd PUD Date:Sunday, August 25, 2024 4:11:45 PM I am writing in reference to 18323 Greeno Rd request for rezoning B2 to PUD. I live in Old Battles Village (OBV) and I suspect they may connect into our streets. The grid that we live in, Old Battles to Twin Beech and Greeno to Section St, already has Old Battles Place apartments and Shellbrooke Pointe apartments. This would be another 133 apartment units on 13.3 acres, already listed on the developers website as “coming soon”, they are pretty confident. Our friends at the county approved more high density residential on that little strip between Publix and Bridgette Mitchell on Old Battles Rd. When the county was making the future land use map they listed the farm fields next to OBV as potential high density residential. I called Matt McKenzie’s office and was told that “we know these folks and they will never sell”. I asked what legal standing that gave me, silence. I can’t find the current future land use map so I don’t know what it says now. Hunter may remember a man who presented more high density residential on Section just south of the Dragonfly going east, turning north to Twin Beech near the Shellebrooke Apts. I think that the man said it was going to emulate an alpine village, little cottages built on top of each other. Call it what you like, it’s just more high density residential. I didn’t want that Publix and most of the neighbors didn’t either but I think that it was unzoned county and there were no options. The once or twice I go to Publix in a week I can drive up to the O.G. Publix. Everything that has been built or approved since OBV was approved is commercial or high density. This is not the fruit and nut or the CBD but people are trying. I understand that land values are making it difficult for developers. That’s not our problem, it’s a problem for the land owners and the developers. Negotiate a different deal that considers the density at under 10 units per acre. The county gave more density to the developer on the land across from the Newton School on 32, Matt was the only no vote. I thought that the initial density was generous to a fault. More density can’t be the answer to every zoning issue but, that’s what the developers think. OBV used to be what the city wanted future development to look like but now we are being surrounded by things that look nothing like OBV. I also have some thoughts on B2 that includes RV parks. That’s not good either, people are buying these RV’s, bringing them to the RV park on a drive out tag and living in them. RV parks should be in R6 or provide proof on length of stay under 90 days. Peter Olesky 929 Charleston Loop Fairhope 470-351-7102 Page 105 of 406 From:ChristineWeeks To:planning Subject:Case ZC 24.02, rezone 18323 Greeno Road from B-2 to PUD Date:Sunday, August 25, 2024 3:25:55 PM Fairhope Planning Commission, My husband and I live in the Old Battles Village neighborhood and received a letter regarding the rezoning of 18323 Greeno Road from B-2 to PUD. While we do not necessarily object to the rezoning of the property known as 18323 Greeno Road, we would like to express our concerns about how this development could impact our neighborhood. We would strongly urge you to have the developer keep as many trees as possible as a buffer from the new development and our neighborhood. We would also ask that no through street be constructed into our neighborhood to attach the development to our neighborhood. Also, there is a portion of the dry creek, Point Clear Creek, that runs behind our neighborhood but is also part of the parcel in question. Will the developers be granted permission to build on the dry creek or is that protected property? Thank you for your consideration to our concerns. As new residents to Fairhope and to the State of Alabama, we are hopeful to continue to enjoy our new home and community in the way we purchased it. Guy and Christine Weeks 651 McArthur Ln. Fairhope, AL 36532 Page 106 of 406 Page 107 of 406 Page 108 of 406 Page 109 of 406 Page 110 of 406 Page 111 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-882 FROM: Erik Cortinas, BUILDING OFFICIAL SUBJECT: An Ordinance establishing Impact Fees on New Development in the City of Fairhope; and repealing and replacing Ordinance No. 1625. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: That the City Council adopts an Ordinance establishing Impact Fees on New Development in the City of Fairhope; and repealing and replacing Ordinance No. 1625. BACKGROUND INFORMATION: In accordance with Alabama Code § 45-2-243.86, a public meeting during a Work Session of the City Council was held on October 14, 2024 at City Hall with a representative of TischlerBise to present the Study to the Council and the public and to address the City’s governmental infrastructure needs as a result of new development. A public hearing was held on December 9, 2024 to give the public the opportunity to provide additional comments. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget GRANT: LEGAL IMPACT: FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: Individual(s) responsible for follow up: Page 112 of 406 Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 113 of 406 1 ORDINANCE NO. ______ AN ORDINANCE REPEALING AND REPLACING ORDINANCE NO. 1625 AN ORDINANCE ESTABLISHNG IMPACT FEES ON NEW DEVELOPMENT IN THE CITY OF FAIRHOPE, ALABAMA Be it ordained by the City Council (the “Council”) of the City of Fairhope, Alabama (the “City”) as follows: Section 1. Findings. In accordance with the Act, the City has been authorized by the Legislature of the State of Alabama to adopt and impose impact fees on new development within the City’s corporate limits. In support of the adoption and imposition of such impact fees, the Council makes the following findings: (A) The City is a municipal corporation vested with a portion of the state’s sovereign power to protect and provide for the public health, safety, and welfare. The City is authorized to adopt and implement comprehensive plans, zoning ordinances and other land use regulations to assure its orderly development. (B) The City is a fast-growing community of over 24,000 full time residents. In calendar years 2022 - 2023, approximately 1,322 new building permits and renovation permits were issued. (C) The City encourages development that will make the City a vital, attractive community to serve both residents of the City and the substantial and significant number of visitors who visit the City on a yearly basis. (D) New residential and nonresidential development, however, imposes increased and excessive demands upon public facilities. As demand for public facilities has increased, funding sources for those facilities have decreased at both the state and federal level. In addition, demand for new facilities necessitated by new development impairs the ability of the City to maintain existing facilities because funds must be diverted to construction or expansion of new facilities. (E) The City’s current Comprehensive Plan projects that new development will continue and will place ever-increasing demands on the City to provide public facilities to serve new development. (F) Following the adoption of the Act by the Legislature of the State of Alabama, the City engaged the consulting firm TischlerBise for purposes of preparing an impact fee study. With input from the City, TischlerBise prepared an “Impact Fee Study” for the City dated September 9, 2024 (the “Study”). (G) The Study demonstrates the monetary needs of the City in adding the additional governmental infrastructure necessary to keep pace with the City’s growth. (H) In accordance with Alabama Code § 45-2-243.86, a public meeting during a Work Session of the City Council was held on October 14, 2024 at City Hall with a representative of TischlerBise to present the Study to the Council and the public and to address the City’s governmental infrastructure needs as a result of new development. A public hearing, was held on December 9, 2024 to give the public the opportunity to provide additional comments. (I) To the extent that new development places demands upon public facilities, those demands should be satisfied by shifting the responsibility for financing the provision of such facilities from the public to the development creating the demands. Page 114 of 406 2 (J) An impact fee, established in accordance with this Ordinance, will benefit new development. Section 2. Authorization. This Ordinance is enacted pursuant to the Act and the City’s general police power and land use authority. Section 3. Purpose and Intent. The purpose of this Ordinance is to establish procedures to: (A) determine what local capital improvements are reasonably necessary to serve New Development and the cost thereof; (B) determine the portion of the demand for local capital improvements created by particular types of New Development; and (C) assess against New Development an Impact Fee to finance the cost of local capital improvements proportional to the New Development’s demand for said capital improvements. Section 4. Definitions. Whenever used in this Ordinance, the following capitalized words, terms, and phrases, and their derivations, shall have the meanings ascribed to them below except where the context clearly indicates a different meaning: “Act” shall mean the enabling legislation for Impact Fees applicable to Baldwin County, Alabama as established by the Alabama Legislature and set forth in Alabama Code §§ 45- 2-243.80 through 45-2-243.87 (Act 2006-300), as the same may hereafter be altered or amended from time to time. “All Other Housing” means residential housing units and/or structures other than single- family residential structures, and includes, without limitation, duplexes, triplexes, apartments, condominiums and other multi-family developments. “Applicant” shall mean any person or entity making an application for a Building Permit with the City. “Benefit Area” means one or more areas as defined herein which are used to calculate the costs and expenses relative to the Governmental Infrastructure needs created by a particular type of New Development. “Building Department” means the City’s Building and Inspection Department. “Building Permit” means a document issued by the City authorizing construction of new buildings and/or improvements within the City’s corporate limits. “Business Park” means a cluster of associated businesses, usually in a campus setting, typically consisting of the use of buildings for the administration of business, professional firms and other organizations. “Calculate” means to determine the amount of the Impact Fees assessed against a particular New Development in accordance with the terms and conditions of this Ordinance and the Act. “City” means the City of Fairhope, Alabama. “Com/Shop Ctr” means a building or series of buildings in which retail and/or wholesale sales and services will be delivered to the public. “Estimated Fair and Reasonable Market Value” shall have the meaning ascribed to such term in Alabama Code § 45-2-243.84. Page 115 of 406 3 “Fire” means a Benefit Area for (i) the construction, development and/or improvement of fire stations, (ii) the acquisition of fire fighting vehicles, and (iii) the acquisition of firefighting apparatus, and (iv) the fire component of the Study and/or any other impact fee study obtained by the City in connection with the imposition of Impact Fees. “Governmental Infrastructure” shall have the meaning ascribed to such term in the Act. “Impact Fee” shall have the meaning ascribed to such term in the Act. “Impact Fee Account” means a special interest-bearing account of the City established by the City at a banking institution whose deposits are insured by the Federal Deposit Insurance Corporation. “Impact Fee Committee” means a committee chaired by the Mayor and comprised of the Mayor, the City Treasurer, the City Building Official, the City Public Works Director, the Chief of the Fairhope Volunteer Fire Department, the Chief of the Fairhope Police Department, and the City’s Director of Parks and Recreation. “Impact Fee Schedule” means the schedule of fees adopted by the Council setting the base fee amount for each Benefit Area and the total Impact Fee for each type of New Development, which schedule is attached hereto as Exhibit “A” and which is incorporated herein by reference. “Light Industrial” means facilities used for the manufacturing or assembly of products to their final form. These uses could be enclosed or could have outside storage of equipment, materials or merchandise. In addition to the actual production of goods, industrial facilities generally also have incidental office, warehouse and associated functions. “Lodging” means a building or group of buildings having five (5) or more guest rooms under a common or individual ownership and single management. These buildings are designed to give, for a fee, transient guests sleeping accommodations and may include as incidental uses, restaurants, cafes, lounges or other guest services. These buildings typically, but do not necessarily have to, have an inner lobby and furnish a room cleaning service for their paying customers. “Manufacturing” means a building or series of buildings for businesses engaged in economic activity involving construction, production, processing, transformation, warehousing, wholesale, and disposal of goods, products and component parts of goods and products, including related services. “New Development” shall mean the subdivision of land, the construction, reconstruction, redevelopment, conversion, structural alteration, relocation, or enlargement of any structure; any use of the extension of the use of land; any of which increases the demand on governmental infrastructure. “Nonresidential Development Project” means all New Development in the City other than Residential Development Projects, and shall include, without limitation, any New Development project consisting of one or any combination of Comm/Shop Ctr, Office/Inst, Business Park, Light Industrial, Warehousing, Manufacturing and Lodging. “Occupancy classification” means the intended use of a structure or tenant spaces within a structure as defined by the International Building Code. “Office/Inst” means a building used for professional, administrative, financial, clerical and similar uses. This definition includes, without limitation, institutional uses such as churches, schools, hospitals, libraries, clubs, police and fire stations and other public buildings. “Parks and Recreation” means a Benefit Area for (i) the acquisition of new public park lands, (ii) the construction, development and/or improvement of public recreational facilities, (iii) the construction, development and/or improvement of public park amenities, (iv) the acquisition of new park vehicles, and (v) the parks and recreation component of the Study and/or any other impact fee study obtained by the City in connection with the imposition of Impact Fees. Page 116 of 406 4 “Police” means a Benefit Area for (i) the cost recovery of the City’s cost and expense related to the construction, development and improvement of its justice center, (ii) the cost recovery of the City’s cost and expense related to the construction, development and improvement of its animal shelter, (iii) the acquisition of police vehicles, and (iv) the acquisition of police-related apparatus and equipment, and (iv) the police component of the Study and/or any other impact fee study obtained by the City in connection with the imposition of Impact Fees. “Residential Development Project” means any New Development in the City undertaken with respect to a Single-Family development and/or an All Other Housing development. “Single Family” means a detached residential dwelling unit designed for and occupied by one family as a home. “Transportation” means a Benefit Area for the cost of intersection improvements made to address additional demand generated by New Development. “Warehousing” means the storage of materials, but may also include incidental office and maintenance areas. Section 5. Imposition of Impact Fees. The City hereby imposes an Impact Fee in accordance with the Impact Fee Schedule against all New Development and renovation or expansion of existing structures within the City’s corporate limits subject to any limitations on the amount of the Impact Fee set forth in the Act. In the event any appraisal process is commenced in accordance with the Act, the City shall be responsible for the cost of any appraisal required by the City, and the City and the Applicant shall share equally in the cost of any appraisal obtained at the request of both the City and the Applicant. This Ordinance and/or the Impact Fee Schedule may be amended at any time hereafter and from time to time by the Council in accordance with the procedure set forth in the Act for the adoption of an Impact Fee. The Impact Fee shall be collected and administered as hereinafter provided. Section 6. Calculation and Collection of Impact Fees. Impact Fees may be imposed on New Development or renovation or expansion of existing structures as defined in Section 8 hereof, and subject to any limitations on the imposition and collection thereof in the Act. Impact Fees shall be Calculated using either 1% of the combined construction and land cost, or per the fees listed in Exhibit A, and the lesser of the two calculations will apply. Land cost will not be assessed or added to renovation, expansion, or change in occupancy classification of existing structures. Fees shall be collected by the Building Department prior to the issuance of a Building Permit for New Development and in accordance with the Impact Fee Schedule. Except as is hereafter provided in Section 14 hereof, all Impact Fees shall be paid by an Applicant to the City in cash or other immediately available funds. Section 7. No Additional Capacity. No Impact Fee may be assessed for or expended upon the construction, improvement, operation or maintenance of any Governmental Infrastructure that does not create additional capacity for use by the general public. The following shall be exempt from the payment of impact fees: A. Alteration or expansion of an existing dwelling unit which does not result in any additional dwelling units or increase in the number of families for which such dwelling unit is arranged, designed or intended to accommodate for the purposes of living quarters. B. The replacement of a building or dwelling unit where no additional square footage or dwelling units are created and when the existing and replacement or dwelling unit are located on the same lot. To be eligible for this exemption, official evidence such as, but not limited to, aerial photos, property surveys, Revenue Commission property appraiser data, or building permit data must be provided that confirms a building of equivalent use existed within the parcel boundaries in which the replacement structure is to be located. Page 117 of 406 5 Section 8. Change in Size and Use. An impact fee shall be imposed and calculated for alteration, expansion or replacement of a building if the alteration, expansion or replacement of a building results in a use that it is determined to generate greater impact than the present under the applicable fee rate schedule. Impact fee shall be calculated as follows: A. If the impact fee is based on a per dwelling unit method, the impact fee shall be the amount due under the applicable impact fee rate schedule, less the calculated impact fee applicable prior to the alteration, expansion or replacement. B. If the impact fee is based on the square footage method, the impact fee due for the increased square footage shall be calculated by determining the impact fee due according to the square footage resulting from the alteration, expansion or replacement, less the impact fee that would have been imposed for the original square footage prior to the alteration, expansion or replacement. C. All single family residential fees in the fee schedule are based on an assumed 3-bedroom home. If the replacement structure has an increase in the number of bedrooms or sleeping rooms as defined by the City of Fairhope Building Code Supplement, any partial impact fee will be calculated on a percentage basis based on the increased number of sleeping rooms within the structure. D. If a building is demolished in preparation of a new structure, a pre-demolition inspection will be performed to determine the number of sleeping rooms in the existing structure to establish the baseline for the calculation of any partial impact fee imposed. E. All changes in use or Occupancy classification as defined by the International Building Code will be subject to full impact fees calculated at the new construction fee based of Occupancy classification. A credit will be given for the calculation of the new construction fee of the previous building based on Occupancy Classification. Section 9. Nature of Impact Fee. An Impact Fee is both a personal liability of the Applicant and a lien upon the real property upon which the New Development is to be constructed and/or improved. Said lien may be foreclosed upon in accordance with the procedure for the foreclosure of real estate mortgages in the State of Alabama. Section 10. Refund of Impact Fee. Except as is specifically required by the Act, Impact Fees are not refundable, unless the applicable Building Permit is voided in writing by the Applicant and no construction or construction-related activities have taken place. In the event a refund is made pursuant to the foregoing sentence, a processing fee of five hundred and no/100 dollars ($500.00) shall be withheld by the City from any such refund. Section 11. Impact Fee Accounts. The funds collected pursuant to this Ordinance shall be deposited into the Impact Fee Account. The funds of the Impact Fee Account shall not be commingled with other funds of the City. The City shall separately account for fees collected for the Benefit Areas of Parks and Recreation, Fire, Police and Transportation. In the event that less than the full Impact Fee is assessed for any reason, including, without limitation, any cap on such fee contained in the Act, said partial Impact Fee shall be allocated to the applicable Benefit Areas in the same proportion as the full Impact Fee would be allocated to and among the applicable Benefit Areas. Section 12. Use of Impact Fees. Impact Fees may be expended only for the Benefit Area for which they were imposed, calculated, and collected and according to the time limits and procedures established in this Ordinance and the Act, if any. All impact fees collected for a Benefit Area must be spent in that Benefit Area. Impact Fees generated by this Ordinance may be used for any purpose permitted by the Act. Section 13. Time Limitations on Use of Impact Fees. The City shall expend or contract for the expenditure of all Impact Fees collected in accordance with this Ordinance within any time periods set forth in the Act; provided, however, that in the event the Act does not impose any limitation on the timing of the expenditure of Impact Fees, then the City shall have no obligation to expend any Impact Fees within any specific period of time. In the event it becomes necessary for the City to refund any Impact Fees due to the failure to expend or contract for the expenditure of such Impact Fees within a given period of time as required by the Act, the City shall refund such Impact Fees to the Applicant who paid such Impact Fees. Page 118 of 406 6 Notwithstanding anything contained herein to the contrary, no party entitled to a refund of any Impact Fee hereunder shall be entitled to any interest on said refunded Impact Fee. Section 14. Appeals. In the event the Building Department and an Applicant are unable to agree upon the Estimated Fair and Reasonable Value following the appraisal process set forth in Alabama Code § 45-2-243.84, the Applicant against which an Impact Fee has been assessed may pay the Impact Fee as Calculated by the Building Department and preserve the right to appeal the amount of the Impact Fee by submitting with payment a written statement that payment is made “under protest” or that includes other language that would notify a reasonable person that the Applicant intends to preserve its right of appeal. Any Applicant intending to appeal the Calculation of an Impact Fee must file said appeal in writing with the City Clerk of the City within thirty (30) days of the last to occur of the Calculation of the Impact Fee by the Building Department and the payment of the Impact Fee by the Applicant to the City. In the written appeal provided to the City Clerk by the Applicant, the Applicant shall set forth enough detail to allow the City to reasonably determine the basis for the Applicant’s appeal. All appeals of Impact Fee assessments shall be heard by the Council at a regularly held meeting of the Council within thirty (30) days of the date of the filing of the notice of appeal by the Applicant with the City Clerk. At such appeal hearing, the Applicant and the City shall have the right to present evidence relative to the establishment of the Estimated Fair and Reasonable Market Value of a New Development. In making such presentations, each of the Applicant and the City shall be limited to fifteen (15) minutes for the presentation of such evidence. Thereafter, a majority decision by the Council shall be required to overturn the decision of the Building Department with regard to the Calculation of the applicable Impact Fee. Section 15. Review of Impact Fee Structure. The Impact Fee Committee shall report at least once every three (3) years to the Council with: (A) recommendations, if any, for amendments to this Ordinance; (B) proposals identifying capital improvements to be funded in whole or in part by the Impact Fees collected pursuant to this Ordinance; (C) proposals for changes to the Impact Fee Schedule. In connection with the foregoing, the Impact Fee Committee is hereby authorized to engage such consultants as it deems reasonably necessary to prepare additional impact fee studies for purposes of arriving at an appropriate and reasonable impact fee rate structure. Section 16. Credits. An Applicant who offers to dedicate land or otherwise provide for the funding of Governmental Infrastructure may be eligible for a credit for such contribution against the Impact Fee otherwise due for that Benefit Area. In the event an Applicant desires to obtain a credit in accordance with the foregoing, the Applicant shall submit its proposal for a credit in writing to the Building Department. To the extent the City prepares forms for the credit process, the Applicant shall make its submittal on said City provided forms. Thereafter, the Building Department shall transmit said proposal to the Impact Fee Committee. The Impact Fee Committee shall make written findings with regard to (a) the value of the Applicant’s proposed contribution; (b) whether the proposed contribution meets capital improvement needs for which the particular Impact Fee has been imposed; and (c) whether the proposed contribution will substitute or otherwise reduce the need for Governmental Infrastructure anticipated to be provided with Impact Fees otherwise assessable against the Applicant. The Impact Fee Committee shall transmit said written findings to the Council along with a recommendation for whether to accept or decline the Applicant’s offer. The Council shall make the final determination as to whether to accept the Applicant’s proposed contribution; provided, however, that in no event shall the credit given to any such Applicant exceed the amount of the otherwise applicable Impact Fee. Page 119 of 406 7 Section 17. Recovery of Public Hearing Costs. Any costs incurred by the City (a) in preparing for and conducting any public hearing required by the Act and (b) in connection with the Study or any similar study hereafter conducted may be recovered as a part of the Impact Fees assessed and collected in accordance with this Ordinance. Section 18. Severability. Should any section, paragraph, sentence, clause or phrase of this Ordinance, or its application to any person or circumstance, be declared unconstitutional or otherwise invalid for any reason, or should any portion of this ordinance be pre-empted by state or federal law or regulation, such decision or pre-exemption shall not affect the validity of the remaining portions of this Ordinance or its application to other persons or circumstances. Section 19. Effective Date. This Ordinance shall be effective from and after its adoption by the Council. ADOPTED THIS THE 19TH DAY OF DECEMBER, 2024 __________________________________ Jack Burrell, Council President Attest: _________________________________ Lisa A. Hanks, MMC City Clerk ADOPTED THIS THE 19TH DAY OF DECEMBER, 2024 __________________________________ Sherry Sullivan, Mayor Page 120 of 406 8 EXHIBIT “A” Impact Fee Schedule Residential - Per Housing Unit (Occupancy classifications R-2, R-3, and R-4) Fire Police Parks and Rec Transportation Total Single Family (R-3)$895 $1,353 $3,228 $3,761 $9,237 Percentage allocation 9.6%14.6%35.0%40.8%1% max Multi Family (R-2, R-4)$374 $565 $1,349 $1,023 $3,311 Percentage allocation 11.4%17.1%40.7%30.8%1% max Non-Residential - Per 1,000 square feet of floor area (Occupancy classifications A, B, E, F, H, I, M, S, U) Fire Police Parks and Rec Transportation Total Commercial / retail (A, M)$1,865 $2,538 $0 $7,783 $12,786 Percentage allocation 14.6%19.8%0%60.9%1% max Industrial (F, H, S, U)$373 $507 $0 $1,552 $2,432 Percentage allocation 15.3%20.9%0%63.8%1% max Office / Institutional (B, I, E)$828 1,127 $0 $3,454 $5,904 Percentage allocation 14.0%19.1%0%58.5%1% max Non-Residential - Per room (Occupancy classification R-1) Fire Police Parks and Rec Transportation Total Lodging (R-1)$257 $349 $1,891 $1,067 $3,564 Percentage allocation 7.2%9.8%53.0%30.0%1% max Page 121 of 406 ORDINANCE NO. AN ORDINANCE REPEALING AND REPLACING ORDINANCE NO. AN ORDINANCE ESTABLISHNG IMPACT FEES ON NEW DEVELOPMENT IN THE CITY OF FAIRHOPE, ALABAMA Be it ordained by the City Council (the "Council") of the City of Fairhope, Alabama (the "City") as follows: Section 1. Findings. In accordance with the Act, the City has been authorized by the Legislature of the State of Alabama to adopt and impose impact fees on new development within the City's corporate limits. In support the adoption and imposition of such impact fees, the Council makes the following fi ndings: (A) The City is a municipal corporation vested with a portion of the state's sovereign power to protect and provide for the public health, safety, and welfare. The City is authorized to adopt and implement comprehensive plans, zoning ordinances and other land use regulations to assure its orderly development. (B) The City is a fast-growing community of over 15,000 full time residents. In calendar year 2005, approximately 490 new building permits were issued, and in calendar year 2006, approximately 504 new building permits were issued. (C) The City encourages development that will make the City a vital, attractive community to serve both residents of the City and the substantial and significant number of visitors who visit the City on a yearly basis. (D) New residential and nonresidential development, however, imposes increased and excessive demands upon public facilities. As demand for public facilities has increased, funding sources for those facilities have decreased at both the state and federal level. In addition, demand for new facilities necessitated by new development impairs the ability of the City to maintain existing facilities because funds must be diverted to construction or expansion of new facilities. (E) The City's current Comprehensive Plan projects that new development will continue and will place ever-increasing demands on the City to provide public facilities to serve new development. (F) Following the adoption of the Act by the Legislature of the State of Alabama, the City engaged the consulting firm TischlerBise for purposes of preparing an impact fee study. With input from the City, TischlerBise prepared an "Impact Fee Study" for the City dated March 8, 2007 (the "Study"). (G) The Study demonstrates the monetary needs of the City in adding the additional governmental infrastructure necessary to keep pace with the City's growth. (H) In accordance with Section 7 of the Act, a public hearing was held on April 10, 2007 at City Hall to address the City's governmental infrastructure needs as a result of new development. At this public hearing, a representative of TischlerBise presented the Study to the Council and the public, and the public was given the opportunity to provide comments. (I) To the extent that new development places demands upon public facilities, those demands should be satisfied by shifting the responsibility for financing the provision of such facilities from the public to the development creating the demands. Page 122 of 406 Page 123 of 406 Page 124 of 406 "'Police" means a Benefit Area for (i) the cost recovery of the City's cost and expense related to the construction, development and improvement of its justice center, (ii) the cost recovery of the City's cost and expense related to the construction, development and improvement of its animal shelter, (iii) the acquisition of police vehicles, and (iv) the acquisition of police-related apparatus and equipment. and (iv) the police component of the Study and/or any other impact fee study obtained by the City in connection with the imposition of Impact Fees. "'Residential Development Project" means any New Development in the City undertaken with respect to a Single-Family development and/or an All Other Housing development. "'Single Family" means a detached residential dwelling unit designed for and occupied by one family as a home. ··Transportation" means a Benefit Area for the cost of intersection improvements made toaddress additional demand generated by New Development."'Warehousing" means the storage of materials, but may also include incidental office and maintenance areas. Section 5. Imposition of Impact Fees. The City hereby imposes an Impact Fee in accordance with the Impact Fee Schedule against all New Development constructed within the City's corporate limits, subject to any limitations on the amount of the Impact Fee set forth in the Act. In the event any appraisal process is commenced in accordance with the Act, the City shall be responsible for the cost of any appraisal required by the City, and the City and the Applicant shall share equally in the cost of any appraisal obtained at the request of both the City and the Applicant. This Ordinance and/or the Impact Fee Schedule may be amended at any time hereafter and from time to time by the Council in accordance with the procedure set forth in the Act for the adoption of an Impact Fee. The Impact Fee shall be collected and administered as hereinafter provided. Section 6. Calculation and Collection of Impact Fees. Impact Fees may be imposed only on New Development and subject to any limitations on the imposition and collection thereof in the Act. Impact Fees shall be Calculated and collected by the Building Department prior to the issuance of a Building Permit for New Development and in accordance with the Impact Fee Schedule. Except as is hereafter provided in Section 15 hereof, all Impact Fees shall be paid by an Applicant to the City in cash or other immediately available funds. Section 7.No Additional Capacity. No Impact Fee may be assessed for or expended upon the construction, improvement, operation or maintenance of any Governmental Infrastructure that does not create additional capacity for use by the general public. The following shall be exempt from the payment of impact fees: A.Alteration or expansion of an existing dwelling unit which does not result in anyadditional dwelling units or increase in the number of families for which suchdwelling unit is arranged. designed or intended to accommodate for the purposesof living quarters.B.The replacement of a building or dwelling unit where no additional square footageor dwelling units are created and when the existing and replacement or dwellingunit are located on the same lot. To be eligible for this exemption, officialevidence such as, but not limited to, aerial photos, Revenue Commission propertyappraiser data, or building permit data must be provided that confirms a building ofequivalent use existed within the parcel boundaries in which the replacementstructure is to be located.Section 8. Change in Size and Use. An impact fee shall be imposed and calculated for alteration, expansion or replacement of a building if the alteration, expansion or replacement of a building results in a use that it is determined to generate greater impact than the present under the applicable fee rate schedule. Impact fee shall be calculated as follows: 4 Page 125 of 406 Page 126 of 406 Page 127 of 406 Page 128 of 406 Page 129 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-886 FROM: Paige Crawford, DIRECTOR OF COMMUNITY AFFAIRS SUBJECT: To protect the Public Health, Safety and Welfare by providing Policy and Procedure for Park Usage within the City of Fairhope. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: That the City Council adopts an Ordinance Repealing and Replacing Ordinance No. 1575 to protect the Public Health, Safety and Welfare by providing Policy and Procedure for Park Usage within the City of Fairhope. 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 130 of 406 ORDINANCE NO. ______ AN ORDINANCE REPEALING AND REPLACING ORDINANCE NO. 1575 TO PROTECT THE PUBLIC HEALTH, SAFETY AND WELFARE BY PROVIDING POLICY AND PROCEDURE FOR PARK USAGE WITHIN THE CITY OF FAIRHOPE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAIRHOPE, ALABAMA, as follows: POLICY AND PROCEDURE FOR PARK USAGE ORDINANCE It is expressly declared that the purpose of these regulations, policies and procedures is to provide a guideline for those people wishing to reserve outdoor facilities at Fairhope’s bay front parks and bluffs and to establish a fee structure for such use to partially defray the cost of administering these services and the additional costs and expenses to maintain these parks. A user is responsible for adhering to and complying with all rules and regulations pertaining to the use of city parks. Any violation may result in additional fees. This policy is applicable to all public parks listed below: Fairhope Beach Pavilion (North Beach Road) Henry George Park (Bluff above fire hall) Park on South End of Pier (South Park) PERMITTED USE Only one event per day will be scheduled in each park. Organizations/Individuals may only request a park rental two times per calendar year. Only the following uses and activities are permitted in City parks: 1. Performing Arts events, when sponsored by a non-profit organization for the benefit of the non-profit organization or the public. 2. Weddings, catered receptions, banquets, and memorial services. Receptions or banquets will only be allowed in the pavilion. 3. Festivals. A “festival” shall be an event with the primary theme being subject of a national, ethnic, artistic, biographical or seasonal theme. Food may be offered in conjunction with a festival when sponsored by a non-profit organization or public agency in compliance with permits and regulations of the City of Fairhope revenue office and the Baldwin County Health Department. SUBLETTING The Renter shall not assign, sublease, underlet, part with the possession of or transfer the Premises or any part thereof or any interest therein or permit or suffer any arrangement or transaction whereby any person, entity or vendor who is not a party to this Rental Agreement obtains the use, possession, occupation or enjoyment of the Premises or any part thereof irrespective of whether any rental or other consideration is given therefor. The Rental Agreement created hereby shall be personal to the individual or entity named in this lease only. RESERVATIONS Reservations are on a first come, first served basis. All fees, Application, Cancellation Policy, and Indemnity/Hold Harmless Agreement are required prior to booking. The dates requested cannot be guaranteed until all of these are received. Once received, your reservation will be placed on the calendar and all necessary City Personnel will be notified. Page 131 of 406 Ordinance No. _____ Page -2- Final event details and/or special requests must be submitted in writing at least 8 weeks before the scheduled event. Details are to include all components of the event such as type of event, expected attendance, staging, tent usage, name of rental companies, entertainment, electricity needs, etc. (SEE ATTACHED RESERVATION FORM). All cancellations and/or date changes must be in writing and signed by the same person who signed the application and paid the rental fees and must be given to the City Personnel and/or his/her designee not less than 60 days prior to the event. Fee refunds will be made, by check, 20% handling charge. No fee refunds will be made for cancellations made within 60 days of the event or due to inclement weather. PERMIT FEES The permit fee is $200.00 for residents (who live inside the City Limits) and $300.00 for non- residents for the first 4 hours and $100.00 for each additional hour. The permit fee must be paid in advance and is non-refundable. This includes set-up, event, and take-down. If a representative of the electrical department or water department is called out after hours or on the weekend, the user will be charged a fee for the service rate. All electrical/water needs should be taken care of with your City of Fairhope Site Coordinator prior to the event. Other fees may apply for personnel and damage to property. ALCOHOLIC BEVERAGES Alcoholic beverages are not permitted in public parks. INSURANCE REQUIREMENTS Any group or individual using a public park must sign an indemnity and hold harmless agreement and obtain a Special Event Insurance Policy naming the City of Fairhope as additional insured for any event open to the public or tickets/money/donations exchanged, and/or alcohol on the premises. A certificate of insurance evidencing the minimum requirements must be provided to and accepted by the City of Fairhope, not less than thirty days before the date of the requested event on the application. Commercial General Liability Coverage on an Occurrence from with a combined single limit of (Bodily Injury and Property Damage) combined as follows: Each occurrence $1,000,000 Personal and Advertising Injury $1,000,000 Products/Completed Operation Aggregate $2,000,000 General Aggregate $2,000,000 Coverage to include: Premises and operations Personal injury and Advertising Injury Products/completed operations Independent Contractors Blanket Contractual Liability Broad Form Property Damage Page 132 of 406 Ordinance No. _____ Page -3- SECURITY FEES The City of Fairhope Police Chief and/or his/her designee will determine if Law Enforcement Personnel must be provided for each event. The fee and the number of required officers will be determined by the Chief of Police or by his/her designee. The fee will be based on the number of people expected to attend and traffic diversion required. Law Enforcement Personnel are responsible for ensuring all city policies are adhered to by the user, which includes monitoring sound levels, crowd control, preventing vehicular traffic in the parks, and any alcohol related issues. VEHICULAR TRAFFIC Absolutely no vehicular traffic is permitted on the lawn or sidewalks of our parks. This includes unloading and reloading supplies. It is the responsibility of the event organizer and security to ensure this policy is followed through. Any damage to lawns or sidewalks may result in a fine to cover the cost of repairs. Vehicles loading or unloading cannot block any entry way or sidewalks. Foods Trucks are prohibited in park areas that are designated under this Ordinance. SOUND The City has a noise ordinance that prohibits excessive noise. We ask that you please be considerate at all times. The noise ordinance will be enforced by Law Enforcement Personnel and/or the City of Fairhope Police Department. Please refer to Ordinance No. 1401 and 1424 (or Sections 12-3 through 12-5.3 of the City of Fairhope Code of Ordinances) regarding additional questions about noise. SET-UP/CLEAN-UP (DEPOSIT REQUIRED) A refundable clean-up deposit of $500.00 is required for events. Deposits and all permit fees must be paid in advance. Set-up for events cannot begin before 7:00 a.m. Events involving entertainment or sound equipment must end by 9:00 p.m. Breakdown and clean-up must end by 10:00 p.m. Clean-up must be done during the events as needed and litter picked up. All trash accumulated during the event must be placed in receptacles for City and/or contractor pick-up. Recycling is encouraged. Additional garbage and recycling containers may be requested prior to the event. All grease and charcoal must be disposed of properly. At the conclusion of the event, the area will be inspected by a representative of the City. If the user has not cleaned up the park and restored it to its original condition, the City will clean up the park and charge the user for the services. The clean-up deposit will be refunded less the charges for these City services as assessed by the appropriate City staff. TENTS/STAGING All tent and staging placement must be approved by City Personnel. Tents must be sandbagged or secured with water barrels; no stakes will be allowed due to underground utility lines. Inflatables are prohibited. Tents and other decorations and equipment must be placed on the day of the event and not before. They must be taken down immediately following the event. Page 133 of 406 Ordinance No. _____ Page -4- RESTROOMS Restroom facilities are not located in all of our parks. If portable toilets are to be used, please indicate this on your reservation form. Portable restroom facilities must be placed and removed within 24 hours of the event. Location will have to be coordinated with the City of Fairhope Personnel. SEVERABILITY The sections, paragraphs, sentences, clauses and phrases of this ordinance are severable, and if any phrase, clause, sentence, paragraph or section of this ordinance shall be declared unconstitutional by a court of competent jurisdiction, then such ruling shall not affect any other paragraphs and sections, since the same would have been enacted by the municipality council without the incorporation of any such unconstitutional phrase, clause, sentence, paragraph or section. All rentals and events shall not violate any Federal, State or Local law, including but not limited to the Code of Alabama, Section 13A-6-68 and Section 13A-12-130. EFFECTIVE DATE This ordinance shall take effect immediately upon its due adoption and publication as required by law. ADOPTED THIS THE 19TH DAY OF DECEMBER, 2024 ____________________________________ Jack Burrell, Council President Attest: ___________________________________ Lisa A. Hanks, MMC City Clerk. ADOPTED THIS THE 19TH DAY OF DECEMBER, 2024 ____________________________________ Sherry Sullivan, Mayor Page 134 of 406 ORDINANCE NO. AN ORDINANCE REPEALING AND REPLACING ORDINANCE NO. AND ORDINANCE NO. 1488 TO PROTECT THE PUBLIC HEALTH, SAFETY AND WELFARE BY PROVIDING POLICY AND PROCEDURE FOR PARK USAGE WITHIN THE CITY OF FAIRHOPE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAIRHOPE, ALABAMA, as follows: POLICY AND PROCEDURE FOR PARK USAGE ORDINANCE It is expressly declared that the purpose of these regulations, policies and procedures is to provide a guideline for those people wishing to reserve outdoor facilities at Fairhope's bay front parks and bluffs and to establish a fee structure for such use to partially defray the cost of administering these services and the additional costs and expenses to maintain these parks. A user is responsible for adhering to and complying with all rules and regulations pertaining to the use of city parks. Any violation may result in additional fees. This policy is applicable to all public parks listed below: Fairhope Beach Pavilion Henry George Park (park on bluff above fire hall) Park on South End of Pier PERMITTED USE Only one event per day will be scheduled in each park. Only the following uses and activities are permitted in City parks: 1. Performing Arts events, when sponsored by a non-profit organization for the benefit of the non-profit organization or the public. 2. Weddings, catered receptions, banquets, and memorial services. Receptions or banquets will only be allowed in the pavilion. 3. Festivals. A "festival" shall be an event with the primary theme being subject of a national, ethnical, artistic, biographical or seasonal theme. Food may be offered in conjunction with a festival when sponsored by a non-profit organization or public agency in compliance with permits and regulations of the City of Fairhope revenue office and the Baldwin County Health Department. RESERVATIONS Reservations are on a first come, first served basis. All fees. Application, Cancellation Policy, and Indemnity/Hold Harmless Agreement are required prior to booking. The dates requested can not be guaranteed until all of these are received. Once received, your reservation will be placed on the calendar and all necessary City Personnel will be notified. Final event details and/or special requests must be submitted in writing at least 8 weeks before the scheduled event. Details are to include all components of the event such as type of event, expected attendance, staging, tent usage, name of rental companies, entertainment, electricity needs, etc. (SEE ATTACHED RESERVATION FORM). Any and all cancellations and/or date changes must be in writing and signed by the same person who signed the application and paid the rental fees and must be given to the Event Coordinator and/or his/her designee not less than 30 days prior to the event. Fee refunds will be made, by check, less a $10 or 20% handling charge, whichever is greater and will be delivered by mail. No fee refunds will be made for cancellations made within 30 days of the event or due to inclement weather. Page 135 of 406 Page 136 of 406 Page 137 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-861 FROM: Lisa Hanks, CITY CLERK SUBJECT: 2025 Regular City Council Meetings AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: That the City Council approves the 2025 Regular City Council Meetings. BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $___ $___ ($____) GRANT: LEGAL IMPACT: FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: Individual(s) responsible for follow up: Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 138 of 406 Fairhope Municipal Complex Council Chamber located at 161 North Section Street 6:00 p.m. on Second and Fourth Mondays or Noted below! Months Regular Date Rescheduled Reason January 1/13/2025 January 1/27/2025 February 2/10/2025 February 2/24/2025 2/20/2024 Electric Cities of Ala. Feb 24 - Feb 26 March 3/10/2025 March 3/24/2025 April 4/14/2025 April 4/28/2025 May 5/12/2025 5/8/2025 Alabama League May 13-16 May 5/26/2025 5/27/2025 Memorial Day - 26 June 6/9/2025 June 6/23/2025 July 7/14/2025 July 7/28/2025 August 8/11/2025 August 8/25/2025 September 9/8/2025 September 9/22/2025 October 10/13/2025 October 10/27/2025 November 11/3/2025 Organizational Meeting November 11/10/2025 November 11/24/2025 Thanksgiving Week December 12/8/2025 December 12/22/2025 12/18/2025 at 2:00 p.m.Christmas Holidays - 24-25 2025 Regular City Council Meetings City of Fairhope Page 139 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-887 FROM: Paige Crawford, DIRECTOR OF COMMUNITY AFFAIRS SUBJECT: Setting forth the Rules and Regulations for the Operation of the Fairhope Municipal Civic Center Complex located at 161 N. Section Street, Fairhope, Alabama as amended. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: That the City Council adopts Resolution to Repeal and Replace Resolution No. 3039-18 setting forth the Rules and Regulations for the Operation of the Fairhope Municipal Civic Center. 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 140 of 406 RESOLUTION NO. ____ A RESOLUTION REPEALING AND REPLACING RESOLUTION NO. 3039-18 SETTING FORTH THE RULES AND REGULATIONS FOR THE OPERATION OF THE FAIRHOPE MUNICIPAL CIVIC CENTER COMPLEX LOCATED AT 161 N. SECTION STREET, FAIRHOPE, ALABAMA BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: I. The facilities located in the Municipal Civic Center Complex, namely the Main Auditorium, the Lobby, the Council Chambers (Municipal Court), Delchamps Suites, and the Kitchen will be regulated as outlined herein. II. RESERVATIONS a. Reservations shall be on a first come, first served basis, except for Governmental functions which shall take precedence over all other functions and may necessitate the cancellation or postponement of an event. b. Persons or groups wishing to reserve one or more of the facilities must complete, date, and sign an Application for Use of Fairhope Civic Center form, Cancellation Policy, Indemnity/Hold Harmless Agreement, agree to Resolution No . 3039-18, and pay the required rental deposit in order for the reservation to be entered on the Activities Calendar located at the Fairhope Civic Center. No reservations will be confirmed or booked until the deposit is paid. c. Persons or groups using one or more of the facilities must also obtain a Special Event Insurance Policy naming the City of Fairhope as additional insured for any event open to the public, where tickets are sold, and/or alcohol is on the premises. 1. A mandatory Certificate of Liability Insurance policy showing the minimum requirements must be provided to and accepted by the City, at least seven days prior to the submitted rental date. The insurance policy naming the City of Fairhope as additional insured for any event open to the public or where tickets/money/donations are exchanged. 2. Special Event Insurance Policy coverage and minimums: Commercial General Liability Coverage on an Occurrence from with a combined single limit of (Bodily Injury and Property Damage combined as follows: Each occurrence $1,000,000 Personal and Advertising Injury $1,000,000 Products/Completed Operation Aggregate $2,000,000 General Aggregate $2,000,000 Page 141 of 406 Resolution No. ______ Page -2- 3. Coverages to include: Premises and operations Personal injury and Advertising Injury Products/completed operations. Independent Contractors Blanket Contractual Liability Broad Form Property Damage d. Cancellations or date changes must be in writing and signed by the application holder and must be given to and accepted by the Facilities Management office at the Fairhope Civic Center not less than sixty (60) days prior to the event for any refund to be given. Fee refunds will be made by check, less a 20% handling charge. No refunds will be made for cancellations made within (60) days of the event. e. Groups that have events that occur annually and have rented the auditorium for at least five consecutive years shall have the right for advance booking provided that the City receives a completed application(s) and deposit(s) paid at least four months prior to the requested dates. 4.. Groups may use the complex facilities for meetings, conventions, dinners, etc., but will not be permitted use the facility on a regular weekly basis. 5. Rental and hourly rates shall be charged consecutively, per day, as follows: Auditorium $585.00 for residents (who live inside the City Limits) and $700.00 for non-residents Monday - Friday 8:00a.m. - 5:00p.m. $585.00 (residents) and $700.00 (non-residents) + $50.00 per hour after 5:00p.m. and anytime during the weekend. Lobby $175.00 Council Chambers $150.00 Delchamps Room 1 $150.00 Delchamps Room 2 $100.00 a.An hourly rate of $50.00 per hour will be charged for each consecutive hour of use after 5:00 p.m. on weekdays and anytime on the weekends from the time the first person arrives until the last person leaves. This hourly charge will be $125.00 per hour on recognized City holidays. b. Rentals at the Fairhope Municipal Complex will not be permitted after 12:00 a.m. Event breakdown and clean-up (at minimum) should start at least one hour prior to the 12:00 a.m. closing time. Cleanup and equipment/decoration removal should be properly estimated and planned before renting the facility. Mardi Gras and City sponsored events are excluded from this policy. Page 142 of 406 Resolution No. _______ Page -3- 6. The Main Auditorium rental fee includes tables, chairs, and a one-time set-up. An extra setup fee of $150.00 will be applied for any changes to the event set up, before or during an event. Only Civic Center employees are allowed to move or reset Civic Center property. 7. Other Equipment and Incidental Fees a. Commercial Kitchen $150.00 Stage Runway with lights and stairs $200.00 Dressing Rooms – Stage L/R $75.00 per room Projector and Screen (stage broadcast) $75.00 Scissor Lift $100.00 per hour Portable Bar $75.00 Mandatory Cleaning Fee $200.00 min. fee/$50.00 per hour in excess of 4 hours Stanchions and Coat Racks $50.00 per (5) units Parking Lot Tent Permit Fee $125.00 per tent A/V Package – Set-/test sound lights $200.00 of podium/microphone, sound mixer, clear-com headsets, CD player, stage lights and light board, stage monitors, up to five microphones. 8. The Fairhope Public Schools and Thomas Hospital may use the Fairhope Civic Center provided it has not been booked. See Resolution No. 4871-23 or Resolution adopted for the present fiscal year and Ordinance No. 1486. 9. The City of Fairhope, its departments and agencies, and City sponsored functions shall be exempt from rental fees provided the functions will improve the skills, finances, or betterment of the sponsoring department or portray the City of Fairhope in the best light for the good and benefit of the citizens of Fairhope. This does not relieve the said departments from clean-up and security responsibilities. III. RULES AND REGULATIONS 1. The number of Auditorium seats is to be given at the time of booking. Maximum seating and/or crowd capacity will be as per the Fire Code. Fire and exit lanes will always be open. Chairs will not be disconnected and moved into aisles. 2. Access to the building must be arranged with Facilities Management. 3. Persons or groups renting the Fairhope Civic Center shall have priority of the parking spaces during normal operating hours with exception of the spaces required by City Hall and the University of South Alabama College of Nursing. Page 143 of 406 Resolution No. _______ Page -4- 4. Law Enforcement Personnel must be scheduled through the Fairhope Police Department and be present during the entire event. Events requiring Law Enforcement Personnel include any event where alcohol is present or any function at which security is deemed necessary by the City of Fairhope. 5. Facilities Management will be the final authority regarding decorations: a. Decorations must be placed on the day of the event. No equipment or materials will be allowed to be placed prior to the day and time of use unless approved by Facilities Management. b. No painting will be permitted inside or outside the facility. c. All decorations are to be free-standing or approved by Facilities Management. No nails, tacks, brackets, or self-adhesive tape will be allowed on or in the walls, ceilings, floors, windows, or any material that will deface, mark, or cause damage. d. No shaving cream, toilet paper, silly string, rice, birdseed, sparklers, glitter, confetti (including decorative jewels), or the like will be thrown or used for decoration inside or outside the facility. Wedding sendoff items/throws must be approved by Facilities Management. All candles must be self-contained, battery candles preferred. If any of these are found on the floor, there will be additional clean-up/damage fees. e. All decorations, personal equipment, supplies, and other materials must be removed following an event before the renter leaves the premises. Decorations that are to be shared with other groups may be left in place, ONLY if prior arrangements are made with and APPROVED by Facilities Management. 6. In order to maintain health standards as required by state and county regulations, all users of the kitchen must comply with Alabama Department of Health guidelines. a. The kitchen, along with its appliances and equipment, will be used only in conjunction with the rental of the Auditorium or by City Personnel. b. Alcohol must be served by a bartender or caterer. If a cash bar is used, alcohol is sold, renter/caterer must show proof of proper ABC licensure. c. The renter must use a licensed catering service, with a current business license and health permit, for the event. The renter and/or caterer serving food/drink will furnish pots, pans, trays, plates, saucers, cups serving dishes, glasses, and silverware all of which will be washed before use. d. All equipment, including utility carts, coffee, and tea urns, will be cleaned after use. Page 144 of 406 Resolution No. ________ Page -5- e. All appliances including stoves, ovens, microwaves, refrigerators, sinks, work areas, utility carts, and slicing equipment will be cleaned after use. f. Grease shall be disposed of properly by the renter or caterer. g. It is the responsibility of the renter to inform the caterer and other vendors of the rules and regulations. The caterer and/or renter are responsible for ensuring that the kitchen is clean and sanitized. Facilities Management can provide a detailed list of responsibilities. 7. No food or drink will be allowed in the Sound Room or the Council Chambers. 8. Garbage and Debris: a. All loose debris, including cups, plates, and napkins must be removed from tables and the floor swept of debris. b. All garbage and debris will be removed from the building by the renter as needed during and at the close of the function. c. All garbage bags must be tied and placed in the garbage containers provided, behind the kitchen area, outside of the facility. d. The city will not clean up debris left by a decorating group. All debris is to be hauled off by the renter. 9. Permission from Facilities Management will be required for any person or group to bring into the building and use an appliance with special power requirements or cooking apparatus other than that provided by the Civic Center. 10. Stage light settings will be accomplished by auditorium users, and, when function is over, stage lights must be reset for general use. All step ladders will be returned to the original storage place after use, or the renter will be assessed extra fees. 11. The only persons allowed in the sound equipment room upstairs will be the persons in charge of the activity and persons required to operate sound and light systems. 12. The piano will remain on stage at all times. Nothing will be placed or stored in or on this instrument. 13. If children are present during the function, they must be supervised at all times. Any damaged or broken items will be the renter’s financial responsibility as determined by the City of Fairhope. 14. All personal equipment, supplies, decorations, and other materials will be removed at the close of the activity. Page 145 of 406 Resolution No. _______ Page -6- 15. No City property or inventory items, such as chairs, tables, podiums, movie projectors, screens, kitchen utensils, pots, pans, silverware, dishes, etc. will be loaned or permitted to be removed from the premises under any condition. 16. All groups and organizations are responsible for their own clean-up of the kitchen, decorations, garbage, and debris. Anything brought in by the renter and/or caterer must be removed by the renter and/or caterer. It is the responsibility of the renter to ensure that the Rules and Regulations are adhered to. Facilities Management will review the clean-up schedule prior to the function and will conduct an inspection after the function to assess whether additional clean-up fees will be charged. An additional clean-up fee at the rate of $50.00 per hour will be charged for any time and/or required personnel necessary to complete the responsibilities of the renter. 17. Additional fees will be charged for any damaged or missing items which include, but are not limited to, any broken or missing items from the facility, and carpet and/or tile restoration (e.g., dragging coolers and other heavy equipment across the floors. 18. The Fairhope Municipal Civic Center Complex is a smoke-free facility. In compliance with City Ordinance No. 1311, “smoking is prohibited within a reasonable distance often (10) feet outside an enclosed area where smoking is prohibited, so as to ensure that tobacco smoke does not enter the area through entrances, windows, ventilation systems or other means.” No smoking, use of other tobacco products, e-cigarettes, vaping, or other forms of smokeless tobacco are permitted in City facilities. It is the renter’s responsibility to ensure that all of those present at the function are made aware of and adhere to this Ordinance. 19. All rentals and events shall not violate any Federal, State or Local law, including but not limited to the Code of Alabama, Section 13A-6-68 and Section 13A-12-130. The City Council reserves the right to amend, delete, adjust, or waive any and all stipulations set out herein. ADOPTED THIS 19TH DAY OF DECEMBER, 2024 ________________________________ Jack Burrell, Council President Attest: _________________________________ Lisa A. Hanks, MMC City Clerk Page 146 of 406 RESOLUTION NO. 3039-18 A RESOLUTION REPEALING AND REPLACING RESOLUTION NO. 1408-07 SETTING FORTH THE RULES AND REGULATIONS FOR THE OPERATION OF THE FAIRHOPE MUNICIPAL CIVIC CENTER COMPLEX LOCATED AT 161 N. SECTION STREET, FAIRHOPE, ALABAMA BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: I. The facilities located in the Municipal Civic Center Complex, namely the Main Auditorium, the Lobby, the Council Chambers (Municipal Court), the Storeroom, and the Delchamps Suites will be regulated as outlined herein. II. RESERVATIONS 1. Reservations shall be on a first come, first served basis, except for Governmental functions which shall take precedence over all other functions and may necessitate the cancellation or postponement of an event. 2. Persons or groups wishing to reserve one or more of the facilities must complete, date, and sign an Application for Use of Fairhope Civic Center form, Cancellation Policy, Indemnity/Hold Harmless Agreement, and pay the required rental deposit in order for the reservation to be entered on the Activities Calendar located at the Fairhope Civic Center. No reservations will be confirmed until the deposit is paid. 3. Persons or groups using one or more of the facilities must also obtain a Special Event Insurance Policy naming the City of Fairhope as additional insured for any event open to the public, tickets are sold, and/or alcohol is on the premises. 4. Cancellations or date changes must be in writing and signed by the same person who signed the application and paid the rental fees and must be given to the Banquet Manager at the Fairhope Civic Center not less than thirty (30) days prior to the event for any refund to be given. Fee refunds will be made by check, less a $10.00 or 20% handling charge, whichever is greater. No refunds will be made for cancellations made within 30 days of the event. 5. Groups that have events that occur annually and have rented the auditorium for at least five consecutive years shall have the right for advance booking provided that the City receives a completed application(s) and deposit(s) paid prior to the requested dates. 6. Religious groups may use the complex facilities for meetings, conventions, dinners, etc., but will not be permitted use of any part of the facility as a permanent sanctuary on a regular Sunday or weekday basis. Page 147 of 406 Resolution No. 3039-18 Page 2 7. Rental rates shall be per day as follows: a. Main Auditorium $585.00 - (8:00 a.m. – 5:00 p.m.) $50.00 per hour after 5:00 p.m. Lobby $150.00 Storeroom: $150.00 Council Chambers $125.00 Delchamps Room 1 $125.00 Delchamps Room 2 $75.00 b. An hourly rate of $50.00 per hour will be charged for each consecutive hour of use after 5:00 p.m. on weekdays and all day on weekends from the time the first person arrives until the last person leaves. This hourly charge will be $100.00 per hour on recognized City holidays. 8. The rental fee includes tables, chairs, and a one-time set-up. The Main Auditorium rental fee also includes stage and two dressing rooms. An extra setup fee of $150.00 will be applied for any changes to the event set up, before or during an event. Only Civic Center employees are allowed to move or reset Civic Center property. 9. Other Rental Rates and Fees: a. Commercial Kitchen $125.00 Stage Runway with lights and stairs $125.00 Projector and Screen (stage broadcast) $50.00 32” TV/VCR/DVD Combo $25.00 Scissor Lift $50.00 per hour Portable Bar $50.00 Mandatory Cleaning Fee $50.00 per hour Stanchions, Easels, Coat Racks $10.00 each Piano $100.00 A/V Tech Fee $35.00 per hour Tent Permit for CC Parking Lot $100.00 per tent A/V Package – Set-up/Breakdown $200.00 of podium/microphone, sound mixer, clear-com headsets, CD player, stage lights and light board, stage monitors, up to five microphones. Page 148 of 406 Resolution No. 3039-18 Page 3 10. From 8:00 a.m. until 5:00 p.m. on regular working days of the City of Fairhope, when it is not being used by a paying group, the Fairhope Civic Center may be used by: a. the Fairhope Public Schools, when the principal requests, in writing, such use and rental fee waiver and the Banquet Manager approves such use as one that will not interfere with the regular operations of the Fairhope Civic Center. b. Thomas Hospital, as long as it remains a not for profit community hospital, and the Administrator of the Hospital requests, in writing, such use and rental fee waiver, and the Banquet Manager approves such use as one that will not interfere with the regular operations of the Fairhope Civic Center. c. any Fairhope community organization, whether civic or otherwise, which is not a commercial venture for private gain, and pays a membership fee of $100.00 a year which will allow said member organization use of the facility for free (except for the auditorium) as long as their use will, at the Fairhope Civic Center Banquet Manager’s opinion, not interfere with the regular operations of the Fairhope Civic Center. This includes civic groups, churches, or clubs such as coffee clubs, investment groups, interest clubs, etc. d. After 5:00 p.m., the Fairhope Public Schools, Thomas Hospital, or the Baldwin Pops (one weekday evening each week) may use the Fairhope Civic Center with a waiver of rental fees provided it has not been booked by a paying customer. 11. The City of Fairhope, its departments and agencies, and city sponsored functions shall be exempt from rental fees provided the functions will improve the skills, finances, or betterment of the sponsoring department or portray the City of Fairhope in the best light for the good and benefit of the citizens of Fairhope. This does not relieve the said departments from clean-up, and security responsibilities. III. RULES AND REGULATIONS 1. The number of Auditorium seating is to be given at the time of booking. Maximum seating and/or crowd capacity will be as per the Fire Code. Fire and exit lanes will be open at all times. Chairs will not be disconnected and moved into aisles. 2. Access to the building must be arranged with the Banquet Manager. Page 149 of 406 Resolution No. 3039-18 Page 4 3. Persons or groups renting the Main Auditorium, Council Chamber, and/or Delchamps Suites shall have exclusive use of the Civic Center parking lot with exception of the spaces required by City Hall and the University of South Alabama College of Nursing. 4. Law Enforcement Personnel and/or chaperons must be approved by the Fairhope Chief of Police and will be present during entire event. Events requiring Law Enforcement Personnel and/or chaperons include any event open to the public where alcohol is being served, any school function, or any function at which security is deemed necessary by the Banquet Manager. 5. The Banquet Manager will be the final authority regarding decorations: a. Decorations must be placed on the day of the event. No equipment or materials will be allowed to be placed prior to the day and time of use unless approved by the Banquet Manager. b. No painting of any type will be permitted inside the facility. c. All decorations are to be free-standing or approved by the Banquet Manager. No nails, tacks, brackets or self-adhesive tape will be allowed on or in the walls, ceilings, floors, windows or any material that will deface, mar, or damage a finished surface. d. No shaving cream, toilet paper, silly string, rice, birdseed, sparklers, glitter, confetti (including decorative jewels), or the like will be thrown or used for decoration inside or outside the facility. All candles must be self-contained. If any of these is found on the floor there will be additional clean-up/damage fees. e. Only rose petals, lavender, or bells are permitted at the Fairhope Civic Center when the bride and groom are leaving after a reception. f. All decorations must be removed following an event before the renter leaves the premises. Decorations that are to be shared with other groups may be left in place if prior arrangements are made with and approved by the Banquet Manager. 6. In order to maintain health standards as required by state and county regulations, all users of the kitchen must comply with the following: a. All pots, pans, trays, plates, saucers, cups, serving dishes, glasses, and silverware will be washed before use. Page 150 of 406 Resolution No. 3039-18 Page 5 b. After food serving has been completed, and before leaving the complex, all items listed in 5.a. will be washed and separated (all spoons together, etc.) and stored in proper locations as found prior to use. c. The kitchen, along with its appliances and equipment, will be used only in conjunction with the rental of the Auditorium or by City Personnel. d. Alcohol must be served by a licensed bartender or caterer. If a cash bar is used or alcohol is sold, renter/caterer must show proof of proper ABC licensure. e. The renter and/or caterer serving food/drink will furnish own pots, pans, trays, plates, saucers, cups, serving dishes, glasses, and silverware all of which will be washed before use. f. All equipment, including utility carts, coffee and tea urns, will be cleaned after use. g. All appliances including stoves, ovens, microwaves, refrigerators, sinks, work areas, utility carts, and slicing equipment will be cleaned after use. h. Grease shall be disposed of properly by renter or caterer. i. It is the responsibility of the renter to inform the caterer and other vendors of the rules and regulations. The caterer and/or renter are responsible for ensuring that the kitchen is clean and returned back to us as delivered. The Banquet Manager can provide a detailed list of responsibilities. 7. No food or drink will be allowed in the Council Chambers. 8. Garbage and Debris: a. All loose debris, including cups, plates, and napkins must be removed from tables and the floor swept of debris. b. All garbage and debris will be removed from the building by the renter as needed during and at the close of the function. c. All garbage bags must be tied and placed in the garbage containers provided outside the facility. d. The City will not clean up debris left by a decorating group. All debris is to be hauled off by the renter. Page 151 of 406 Resolution No. 3039-18 Page 6 9. Permission from the Banquet Manager will be required for any person or group to bring into the building and use an appliance with special power requirements. 10. Stage light settings will be accomplished by auditorium users, and, when function is over, light must be reset for general use. Step ladders will be returned to storage place after use. 11. The only persons allowed in the sound equipment room upstairs will be the persons in charge of the activity and persons required to operate sound and light systems. A $30.00 per hour charge will be required for the use of stage lights and operator. 12. A fee will be charged for use of the piano. The piano will remain on stage at all times. Nothing will be placed or stored in or on this instrument. 13. If children are present during your function, they must be supervised at all times. Any damaged or broken items caused from lack of supervision will be the renter’s responsibility. 14. All personal equipment, supplies, decorations, and other materials will be removed at the close of the activity. 15. No inventory items, such as chairs, tables, podiums, movie projectors, screens, kitchen utensils, pots, pans, silverware, dishes, etc. will be loaned or permitted to be removed from the premises under any condition. 16. All groups and organizations are responsible for their own clean-up of the kitchen, decorations, garbage, and debris. Anything brought in by the renter and/or caterer must be removed by the renter and/or caterer. It is the responsibility of the renter to ensure that the Rules and Regulations are adhered to. The Banquet Manager will review the clean-up schedule prior to the function and will conduct an inspection after the function to assess whether or not additional clean-up fees will be charged. An additional clean-up fee at the rate of $50.00 per hour will be charged for any time and/or required personnel necessary to complete the responsibilities of the renter. 17. Additional fees will be charged for any damaged or missing items which include, but are not limited to, any broken or missing items from the facility, and carpet and/or tile restoration (coolers and other heavy equipment may not be dragged across the floors at the Fairhope Civic Center. Page 152 of 406 Resolution No. 3039-18 Page 7 18. The Fairhope Municipal Civic Center Complex is a smoke-free facility. In compliance with City Ordinance No. 1311, “smoking is prohibited within a reasonable distance often (10) feet outside an enclosed area where smoking is prohibited, so as to ensure that tobacco smoke does not enter the area through entrances, windows, ventilation systems or other means.” It is the renter’s responsibility to ensure that all personnel at their function are made aware of this Ordinance. The City Council reserves the right to amend, delete, adjust, or waive any and all stipulations set out herein. ADOPTED this 9th day of April, 2018 ________________________________ Karin Wilson, Mayor Attest: _________________________________ Lisa A. Hanks, MMC City Clerk Page 153 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-852 FROM: Sherry Sullivan, Mayor SUBJECT: A purchase agreement and all closing documents related to the sale of the “Anna T. Jeanes School” Land Property (PPIN 62123 and PPIN 62124) from Baldwin County Board of Education in exchange for the City’s payment of one-hundred dollars ($100.00) and the past and future contributions of approximately $3.5 million dollars in capital improvements by the City in its recreational and athletic facilities used by the Fairhope feeder pattern schools and students, including but not limited to the construction of the City’s track and improvements to the City’s Football and Baseball stadium and facilities. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: That the City Council adopts Resolution to authorize Mayor Sherry Sullivan, on behalf of the City of Fairhope, to execute a purchase agreement and all closing documents related to the sale of the “Anna T. Jeanes School” Land Property (PPIN 62123 and PPIN 62124) from Baldwin County Board of Education. BACKGROUND INFORMATION: On October 14, 2024, the City Council adopted Resolution No. 5227-24 to authorize 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. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $___ $___ ($____) GRANT: Page 154 of 406 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 155 of 406 RESOLUTION NO. ______ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sherry Sullivan, on behalf of the City of Fairhope, to execute a purchase agreement and all closing documents related to the sale of the “Anna T. Jeanes School” Land Property (PPIN 62123 and PPIN 62124) from Baldwin County Board of Education in exchange for the City’s payment of one-hundred dollars ($100.00) and the past and future contributions of approximately $3.5 million dollars in capital improvements by the City in its recreational and athletic facilities used by the Fairhope feeder pattern schools and students, including but not limited to the construction of the City’s track and improvements to the City’s Football and Baseball stadium and facilities. ADOPTED ON THIS 19TH DAY OF DECEMBER, 2024 _____________________________ Jack Burrell, Council President Attest: ___________________________ Lisa A. Hanks, MMC City Clerk Page 156 of 406 ST A TE OF ALABAMA ) COUNTY OF BALDWIN ) AGREEMENT WHEREAS, the Baldwin County Board of Education (hereinafter referred to as "BOARD OF EDUCATION "), an agency of the State of Alabama, owns certain real property known as the ANNA T. JEANES SCHOOL (hereinafter referred to as "ANNA T . JEANES SCHOOL") located at 705 Twin Beech Road, Fairhope, in Baldwin County, Alabama, as identified on Exhibit A and more particularly described as: Parcel Number 05-46-04-19-4-000-012.000 and Parcel Number 05 -46-04 -19-4-000-041.000. WHEREAS , the City of Fairhope (hereinafter referred to as the "CITY") remains a municipal corporation and honorable governing body located in Baldwin County , Alabama; and WHEREAS, the BOARD OF EDUCATION no longer has use for the ANNA T . JEANES SCHOOL as the school has been closed to students since approximately 2015; and WHEREAS, the BOARD OF EDUCATION no longer has an educational need for the ANNA T. JEANES SCHOOL ; and WHEREAS , the CITY has indicated a desire to use the ANNA T. JEANES SCHOOL to serve the needs of the local community and to be used for public purposes, including but not limited to recreational and educational benefit to the local community; and WHEREAS, the BOARD OF EDUCATION desires to transfer ownership of the ANNA T . JEANES SCHOOL to the CITY in exchange for the CITY's payment of one-hundred and no/I 00 dollars ($100) and the past and future contributions of approximately 3 .5 million dollars in capital improvements by the CITY in its recreational and athletic facilities used by the Fairhope feeder pattern schools and students, including but not limited to the construction of the CITY's track and improvements to the CITY's Football and Baseball stadium and facilities; and WHEREAS , the BOARD OF EDUCATION and the CITY agree that the ANNA T. JEANES SCHOOL will continue to serve a public purpose , including but not limited to community educational and recreational use and enjoyment. NOW, THEREFORE, for and in consideration of the premises and other good and valuable consideration, the receipt and sufficiency whereof are hereby acknowledged, the parties hereby , do AGREE as follows : 1. The Board of Education shall transfer to the CITY the ANNA T. JEANES SCHOOL by statutory warranty deed conveying fee simple title to the Property in recordable fonn ("the Deed ."). The Deed shall contain a covenant to run with the land that the ANNA T . JEANES SCHOOL property shall not be used for a purpose that does not serve a public and/or educational purpose without the express written consent of the Grantor Page I of 4 Page 157 of 406 ("Transfer"). The CITY shall also be responsible for all taxes levied, imposed or assessed after the Transfer and shall be responsible for any real property taxes or assessments resulting from any change or proposed change in the use, classification, or zoning of the ANNA T. JEANES SCHOOL, regardless of when levied or assessed. The provisions of this Section shall survive the Transfer. 2. The CITY acknowledges and accepts that, except as expressly stated herein, the CITY is acquiring the ANNA T. JEANES SCHOOL in the transfer "as is," "where is ," "with all faults" condition without any representation or warranty of THE BOARD OF EDUCATION, express, implied, or statutory as to the nature or condition of the ANNA T . JEANES SCHOOL or its fitness for the CITY's intended use of same. The CITY acknowledges that it is familiar with the ANNA T. JEANES SCHOOL and has inspected the ANNA T. JEANES SCHOOL to its satisfaction . The CITY is relying solely on its own, independent inspection, investigation, and analysis of the ANNA T . JEANES SCHOOL as it deems necessary or appropriate in so acquiring the ANNA T . JEANES SCHOOL from the BOARD OF EDUCATION, including, without limitation, an analysis of any and all matters concerning the condition of the ANNA T. JEANES SCHOOL and its suitability for the CITY's intended purposes, and a review of all applicable laws , ordinances, rules, and governmental regulations affecting the development, use, occupancy or enjoyment of the ANNA T. JEANES SCHOOL. 3 . The BOARD OF EDUCATION has no notice or knowledge of any threatened, taking or condemnation of the ANNA T. JEANES SCHOOL or any portion thereof, or of any action, litigation, or proceeding by any organization, person or governmental agency affecting the ANNA T. JEANES SCHOOL. Additionally , the BOARD OF EDUCATION has no notice or knowledge of any underground storage tanks, environmental hazard , threatened or endangered species, objects of archaeological significance, or cemeteries or burial sites located on the site that may impact the use by the CITY . 4. Prior to the Transfer, the CITY will obtain a commitment from a title insurer (the •Title Company") for a standard AL TA owner's form title policy insuring good and marketable fee simple title to the ANNA T . JEANES SCHOOL. Closing costs shall be borne by the BOARD OF EDUCATION and the closing of the Transfer should be held no later than February l, 2025 . 5. This Agreement represents the entire terms and conditions of the Agreement between the CITY and the BOARD OF EDUCATION, either express or implied . This Agreement can be amended only by written amendment executed by the CITY and the BOARD OF EDUCATION. 6 . This Agreement and the relationship created hereby does not in any manner create, imply, or otherwise vest , any authority in the BOARD OF EDUCATION on behalf of the CITY. Furthermore, this Agreement hereby expressly forbids the creation of an agency relationship or any action that would create or imply that the BOARD OF EDUCATION is an agent of the CITY. Page 2 of 4 Page 158 of 406 7. The failure of either party to enforce any provision of this Agreement shall not be construed as a waiver or limitation of that party's right to enforce every provision of this Agreement. 8 . The parties hereto acknowledge that each party and its counsel have reviewed and revised this Agreement and that the normal rule of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement or any amendments hereto. 9. Nothing in this Agreement may be construed to limit in any way the immunity afforded to the CITY, the BOARD OF EDUCATION, or their officers, employees, agents. or servants pursuant to federal or state constitutional, statutory, or common law. Nothing in this Agreement may be construed to limit any defense available at law or in equity to the CITY, the BOARD OF EDUCATION, or their officers, employees, agents, or servants . 10 . In the event that any of the provisions, or portions thereof, of this Agreement shall be held void or unenforceable or invalid by any court of competent jurisdiction, the validity and enforceability of the remaining provisions, or portions thereof, shall not be affected thereby. 11. This Agreement shall be enforced and interpreted in accordance with the laws of the State of Alabama. IN WITNESS WHEREOF, the parties, by and through their duly authorized representatives, have affixed their hands and seals this date, as follows: ATTEST City Clerk Administrator STATE OF ALABAMA COUNTY OF BALDWIN ) ) CITY OF FAIRHOPE Sherry Sullivan As Its: Mayor Date: ------------- I, the undersigned authority, a Notary Public, in and for Baldwin County, Alabama, and the State of Alabama, hereby certify that SHERRY SULLIVAN as Mayor of the City of Fairhope, whose name is signed to the foregoing instrument and who is known by me, acknowledged before me and on this day that, being informed of the contents of said instrument, she , as such Mayor of the City of Fairhope, and with full authority, executed the same voluntarily on the day the same bears date for and as an act of said City of Fairhope . Given under my hand and seal this the __ day of __________ , 2024 . NOTARY PUBLIC Page 3 of4 Page 159 of 406 My Commission expires : _ OF EDUCATION EDDIE TYLE As Its: Superintende Date: ______ /_2._-_/c_-l____,_'f ___ _ STATE OF ALABAMA ) COUNTY OF BALDWIN ) I, the undersigned authority, a Notary Public , in and for Baldwin County, Alabama, and the State of Alabama, hereby certify that EDDIE TYLER, as Superintendent of the Baldwin County Board of Education, whose name is signed to the foregoing instrument and who is known by me, acknowledged before me and on this day that, being informed of the contents of said instrument , he, as such Superintendent of the Baldwin County Board of Education, and with full authority, executed the same voluntarily on the day the same bears date for and as an act of said Baldwin County Board of Education . Page 4 of4 Page 160 of 406 Baldwin County Parcel Viewer Exhibit A 1'1/ 2 ,/ 4 ~ ', I .-M Payt-) o ' Page 161 of 406 Page 162 of 406 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 know 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 Fairho pe is willing to take on the responsibility, the removal of liability and obligations by BCBE; and other financial in vestments 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" loc ated at Twin Beech and Section Street, Fairhope , Alabama . Adopted on this 14th day of October, 2024 Attest: Page 163 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-853 FROM:Sherry Sullivan, Mayor SUBJECT:A contract for Professional Services for closing costs and title insurance on the Anna T. Jeanes School Land Purchase with Kopesky & Britt, LLC with a cost not-to-exceed $10,000.00. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: That the City Council adopts Resolution to authorize Mayor Sherry Sullivan to execute a contract for Professional Services for closing costs and title insurance on the Anna T. Jeanes School Land Purchase with Kopesky & Britt, LLC with a cost not-to-exceed $10,000.00. 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: Page 164 of 406 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sherry Sullivan to execute a contract for Professional Services for closing costs and title insurance on the Anna T. Jeanes School Land Purchase with Kopesky & Britt, LLC with a cost not-to-exceed $10,000.00. DULY ADOPTED THIS 19TH DAY OF DECEMBER, 2024 ________________________________ Jack Burrell, Council President Attest: ________________________________ Lisa A. Hanks, MMC City Clerk Page 165 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-854 FROM:Jack Burrell, Council Member Corey Martin, Council President Pat White, PARKS & RECREATION DIRECTOR SUBJECT:A recommendation from the Recreation Board for Founders Track and Field subject to availability with no rental fee reductions: (1) That the rates and daily practice fees for Founders Track and Field be set as $100.00 per hour for up to 5 lanes on the track; and (2) $100.00 per hour for the use of the infield of track, and an additional $40.00 per hour for lighting; and (3) A rate of $2,500.00 set for closure of the track and field for track meets (other than Fairhope Middle and High School); and (4) This rental rate does not include the use of equipment. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: That the City Council adopts resolution to approve the recommendation from the Recreation Board for Founders Track and Field subject to availability with no rental fee reductions. BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No.Account Title Current Budget Cost Available Budget $___$___($____) GRANT: Page 166 of 406 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 Founders Track and Field subject to availability with no rental fee reductions: 1. That the rates and daily practice fees for Founders Track and Field be set as $100.00 per hour for up to 5 lanes on the track; and 2. $100.00 per hour for the use of the infield of track, and an additional $40.00 per hour for lighting; and 3. A rate of $2,500.00 set for closure of the track and field for track meets (other than Fairhope Middle and High School); and 4. This rental rate does not include the use of equipment. Adopted this 19th day of December, 2024 _____________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 167 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-855 FROM: Richard Johnson, CITY ENGINEER Ben Patterson, ELECTRIC SUPERINTENDENT SUBJECT: The City Engineer, Richard Johnson, and Superintendent of Electric Department, Ben Patterson, have requested to procure a qualified contractor to provide all labor, materials, and equipment to design, furnish, deliver, and erect a 50' x 120' x 18+' Pre-engineered Metal Building, including foundation system per the applicable Building Code. This will be an addition (extension) of the 50' x 100' x 18+' Electric Utility Truck Shed constructed circa 2023 (Project No. 2023- PWI 007). AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: To approve the award of Bid No. 25-005-2025-PWI-014 Metal Building - 50' x 120' Pre- engineered Metal Building with Foundation Electric Storage Building Addition for the City of Fairhope - Electric Utility for a not-to-exceed amount of $178,000.00. BACKGROUND INFORMATION: A service bid was issued on October 25, 2024, posted to the City of Fairhope's website, and published in the Gulf Coast Media newspaper. Six (6) responsive bids were received at the bid opening on November 25, 2024 at 3:00 p.m. The City Engineer recommends the award be made to Apex Contracting Services. Their low price bid was One Hundred Seventy-Eight Thousand Dollars ($178,000.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 003-50475 Line 10 Electric - Capital Improvements $180,000.00 $178,000.00 $2,000.00 GRANT: N/A Page 168 of 406 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 169 of 406 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 the Metal Building 50’ x 120’ Pre-engineered Metal Building with Foundation Electric Storage Building Addition for the City of Fairhope Electric Utility (Bid Number 25-005- 2025-PWI-014). [2] At the appointed time and place, the following bids were opened and tabulated as follows: Please see attached Bid Tabulation for (Bid Number 25-005-2025-PWI-014) Metal Building 50’ x 120’ Pre-engineered Metal Building with Foundation Electric Storage Building Addition for the City of Fairhope Electric Utility [3] After evaluating the bid proposals with the required bid specifications, APEX Contracting Services is now awarded the bid for the Metal Building 50’ x 120’ Pre- engineered Metal Building with Foundation Electric Storage Building Addition for the City of Fairhope Electric Utility for bid proposal not-to-exceed of $178,000.00. Adopted on this 19th day of December, 2024 _________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 170 of 406 Page 171 of 406 Page 172 of 406 Page 173 of 406 Page 174 of 406 Page 175 of 406 Page 176 of 406 Page 177 of 406 Page 178 of 406 Page 179 of 406 Page 180 of 406 Page 181 of 406 PRF Metal Bldg Expansion - Electric Storage Final Audit Report 2024-10-16 Created:2024-10-15 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAAclaMZlu-L5pmLnIdYJPabS4ZhZot-T_G "PRF Metal Bldg Expansion - Electric Storage" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2024-10-15 - 2:42:28 PM GMT Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature 2024-10-15 - 2:42:53 PM GMT Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2024-10-16 - 1:14:07 PM GMT Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) Signature Date: 2024-10-16 - 1:15:40 PM GMT - Time Source: server Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2024-10-16 - 1:15:42 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2024-10-16 - 2:52:22 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2024-10-16 - 2:52:55 PM GMT - Time Source: server Agreement completed. 2024-10-16 - 2:52:55 PM GMT Page 182 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-856 FROM: Richard Johnson, CITY ENGINEER SUBJECT: The City Engineer, Richard Johnson, has requested to procure a qualified contractor to provide all materials, equipment, labor and incidentals to construct a Roundabout at North Section St/Scenic 98 (Veterans Dr)/Main St - Grade, Drain, Base, Pave and Lighting. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: To approve the award of Bid No. 25-007-2022-PWI-006 Project No. STPSU-0220 (256) Roundabout at North Section St/Scenic 98 (Veterans Dr)/Main St - Grade, Drain, Base, Pave and Lighting for a not-to-exceed amount of $1,597,777.50. BACKGROUND INFORMATION: A service bid was issued on October 23, 2024, posted to the City of Fairhope's website, and published in three (3) statewide newspapers and Gulf Coast Media. Four (4) responsive bids were received at the bid opening on November 25, 2024 at 2:00 p.m. The City Engineer and the Engineer on Record, Volkert, Inc. recommends the award be made to Asphalt Services, Inc. Their low bid price for the project is One Million Five Hundred Ninety-Seven Thousand Seven Hundred Seventy-Seven Dollars and Fifty Cents ($1,597,777.50). Alabama Department of Transportation (ALDOT) to provide reimbursement of 80% of total with contract approval prior to execution; City of Fairhope agrees to match 20% of total. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 103-55881 Capital Project - Roundabout 104 & Section $1,682,967.00 $1,597,777.50 $85,189.50 Engineering CE&I contract should be approved at a later meeting. Estimated budget left $212,654.00 for Engineering CE&I. MPO Grant with 20% match. Page 183 of 406 GRANT: MPO Grant STPSU-0220 (256). Grant 80/20 split 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 184 of 406 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 Project No. STPSU-0220 (256) Roundabout at North Section St./Scenic 98 (Veterans Dr.)/Main St. – Grade, Drain, Base, Pave and Lighting (Bid Number 25-007-2022-PWI-006). [2] At the appointed time and place, the following bids were opened and tabulated as follows: Please see attached Bid Tabulation for (Bid Number 25-007-2022-PWI-006) Project No. STPSU-0220 (256) Roundabout at North Section St./Scenic 98 (Veterans Dr.)/Main St. - Grade, Drain, Base, Pave and Lighting [3] After evaluating the bid proposals with the required bid specifications, Asphalt Services, Inc. is now awarded the bid for Project No. STPSU-0220 (256) Roundabout at North Section St./Scenic 98 (Veterans Dr.)/Main St. – Grade, Drain, Base, Pave and Lighting for bid proposal not-to-exceed of $1,597,777.50. [4] Alabama Department of Transportation (ALDOT) to provide reimbursement of 80% of total with contract approval prior to execution; City of Fairhope agrees to match 20% of total. This is an 80/20 grant with ALDOT. Adopted on this 19th day of December, 2024 _________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 185 of 406 Page 186 of 406 Volkert, Inc. 1110 Montlimar Drive Suite 1050 Mobile, AL 36609 251-342-1070 www.volkert.com A Century of Integrity in Infrastructure December 9, 2024 Mr. Richard Johnson, P.E. City of Fairhope 555 S Section Street Fairhope, AL 36532 Subject: Project No. STPSU-0220(256) Roundabout at N Section/Scenic 98/ Main Street City of Fairhope Volkert Contract No. 1177600 Attention: Mrs. Erin Wolfe Enclosed is the following information from the November 25, 2024, bid opening on the above referenced project: 1. One (1) copy of the Tabulation of Bids of the November 25, 2024 bid opening for the above referenced project 2. One (1) copy of the Proposal Evaluation Summary 3. One (1) copy of the Low Bidder’s updated HR-DBE Form and DBE Utilization Plan Use this link to download the scanned original proposals from the four (4) bidding contractors: 2024.12.05 - STPSU-0220(256) SCANNED BID PROPOSALS We have reviewed all submitted proposals. The low bid price of $1,597,777.50 submitted by Asphalt Services, Inc. appears to be reasonable for the work required. The engineer’s estimate was $1,665,069.37 which is a 4.2% difference. The bid was also checked for unbalanced bidding and appears to be in order. Therefore, we recommend Asphalt Services, Inc. be awarded the contract to perform the work. We plan to proceed with executing the contract documents upon notification of the contract award by the City of Fairhope. Should you have any questions or require additional information, please call. Sincerely, VOLKERT, INC. Jordan Stringfellow, P.E. Assistant Vice President LRM/ Enclosures Page 187 of 406 Volkert, Inc. 1110 Montlimar Drive Suite 1050 Mobile, Alabama 36609 (251) 342-1070 www.volkert.com A Century of Integrity in Infrastructure Bid Tabulation Page 188 of 406 1 2 3 4 Item Unit Total Unit Total Unit Total Unit Total Unit Total No. Cost Cost Cost Cost Cost Cost Cost Cost Cost Cost 201A002 CLEARING AND GRUBBING (MAXIMUM ALLOWABLE BID $8000/ACRE) (APPROX. 1 ACRE)1 LUMP SUM $8,000.00 $8,000.00 $8,000.00 $8,000.00 $8,000.00 $8,000.00 $6,705.76 $6,705.76 $8,000.00 $8,000.00 206C000 REMOVING CONCRETE SIDEWALK 347 SQUARE YARD $12.00 $4,164.00 $15.17 $5,263.99 $13.38 $4,642.86 $20.12 $6,981.64 $50.00 $17,350.00 206C002 REMOVING CONCRETE SLOPE PAVING 41 SQUARE YARD $15.00 $615.00 $18.97 $777.77 $30.10 $1,234.10 $24.14 $989.74 $25.00 $1,025.00 206C026 REMOVING TEMPORARY ASPHALT PAVEMENT (UNCLASSIFIED)282 SQUARE YARD $5.00 $1,410.00 $24.42 $6,886.44 $20.07 $5,659.74 $17.24 $4,861.68 $20.00 $5,640.00 206D000 REMOVING PIPE 18 LINEAR FOOT $20.00 $360.00 $42.15 $758.70 $25.08 $451.44 $24.14 $434.52 $35.00 $630.00 206D002 REMOVING CURB 184 LINEAR FOOT $12.00 $2,208.00 $12.64 $2,325.76 $18.06 $3,323.04 $15.09 $2,776.56 $20.00 $3,680.00 206E000 REMOVING HEADWALLS 1 EACH $1,000.00 $1,000.00 $189.66 $189.66 $541.77 $541.77 $302.92 $302.92 $550.00 $550.00 206E001 REMOVING INLETS 2 EACH $500.00 $1,000.00 $631.74 $1,263.48 $677.21 $1,354.42 $402.34 $804.68 $2,000.00 $4,000.00 210A000 UNCLASSIFIED EXCAVATION 2292 CUBIC YARD $13.00 $29,796.00 $38.80 $88,929.60 $25.28 $57,941.76 $30.97 $70,983.24 $30.00 $68,760.00 210D020 BORROW EXCAVATION (LOOSE TRUCKBED MEASUREMENT)(A2 OR BETTER)2403 CUBIC YARD $18.00 $43,254.00 $28.04 $67,380.12 $26.04 $62,574.12 $30.05 $72,210.15 $30.00 $72,090.00 214A000 STRUCTURE EXCAVATION 132 CUBIC YARD $39.75 $5,247.00 $23.38 $3,086.16 $31.45 $4,151.40 $23.01 $3,037.32 $20.00 $2,640.00 214B001 FOUNDATION BACKFILL, COMMERCIAL 152 CUBIC YARD $72.00 $10,944.00 $123.19 $18,724.88 $101.56 $15,437.12 $154.81 $23,531.12 $35.00 $5,320.00 230A000 ROADBED PROCESSING 15 ROADBED STATION $425.00 $6,375.00 $1,195.35 $17,930.25 $846.46 $12,696.90 $615.33 $9,229.95 $600.00 $9,000.00 301A012 CRUSHED AGGREGATE BASE COURSE, TYPE B, PLANT MIXED, 6" COMPACTED THICKNESS 3905 SQUARE YARD $21.70 $84,738.50 $32.98 $128,786.90 $32.07 $125,233.35 $35.68 $139,330.40 $20.00 $78,100.00 305B078 CRUSHED AGGREGATE, SECTION 825, TYPE B, FOR MISCELLANEOUS USE 141 TON $68.00 $9,588.00 $85.95 $12,118.95 $87.36 $12,317.76 $88.63 $12,496.83 $0.00 $0.00 401A000 BITUMINOUS TREATMENT A 1420 SQUARE YARD $1.25 $1,775.00 $1.87 $2,655.40 $1.16 $1,647.20 $0.01 $14.20 $2.00 $2,840.00 405A000 TACK COAT 200 GALLON $8.00 $1,600.00 $4.50 $900.00 $6.96 $1,392.00 $6.68 $1,336.00 $10.00 $2,000.00 408A052 PLANING EXISTING PAVEMENT (APPROXIMATELY 1.10" THRU 2.0" THICK)2166 SQUARE YARD $2.00 $4,332.00 $9.99 $21,638.34 $6.24 $13,515.84 $8.91 $19,299.06 $3.00 $6,498.00 424A360 SUPERPAVE BITUMINOUS CONCRETE WEARING SURFACE LAYER, 1/2" MAXIMUM AGGREGATE SIZE MIX, ESAL RANGE C/D 437 TON $145.00 $63,365.00 $142.96 $62,473.52 $141.17 $61,691.29 $161.51 $70,579.87 $130.00 $56,810.00 424A369 SUPERPAVE BITUMINOUS CONCRETE WEARING SURFACE LAYER, WIDENING, 1/2" MAXIMUM AGGREGATE SIZE MIX, ESAL RANGE C/D 52 TON $175.00 $9,100.00 $207.54 $10,792.08 $258.61 $13,447.72 $161.51 $8,398.52 $300.00 $15,600.00 424B651 SUPERPAVE BITUMINOUS CONCRETE UPPER BINDER LAYER, 1" MAXIMUM AGGREGATE SIZE MIX, ESAL RANGE C/D 215 TON $140.00 $30,100.00 $188.75 $40,581.25 $150.96 $32,456.40 $158.17 $34,006.55 $150.00 $32,250.00 424B657 SUPERPAVE BITUMINOUS CONCRETE UPPER BINDER LAYER, LEVELING, 1/2" MAXIMUM AGGREGATE SIZE MIX, ESAL RANGE C/D 100 TON $140.00 $14,000.00 $141.84 $14,184.00 $150.96 $15,096.00 $158.17 $15,817.00 $105.55 $10,555.00 424B681 SUPERPAVE BITUMINOUS CONCRETE LOWER BINDER LAYER, 1" MAXIMUM AGGREGATE SIZE MIX, ESAL RANGE C/D 207 TON $140.00 $28,980.00 $192.67 $39,882.69 $150.96 $31,248.72 $158.17 $32,741.19 $130.00 $26,910.00 430B040 AGGREGATE SURFACING (CRUSHED AGGREGATE BASE, TYPE B)100 TON $75.00 $7,500.00 $93.81 $9,381.00 $76.22 $7,622.00 $86.55 $8,655.00 $75.00 $7,500.00 502A000 STEEL REINFORCEMENT 11199 POUND $2.25 $25,197.75 $2.96 $33,149.04 $2.90 $32,477.10 $2.24 $25,085.76 $2.50 $27,997.50 517D000 SIDEWALK HANDRAIL 100 LINEAR FOOT $221.00 $22,100.00 $418.09 $41,809.00 $172.75 $17,275.00 $194.93 $19,493.00 $200.00 $20,000.00 524B010 CULVERT CONCRETE EXTENSION 52 CUBIC YARD $1,962.00 $102,024.00 $1,809.30 $94,083.60 $1,681.14 $87,419.28 $1,454.98 $75,658.96 $2,000.00 $104,000.00 533A098 18" STORM SEWER PIPE (CLASS 3 R.C.)65 LINEAR FOOT $80.00 $5,200.00 $184.59 $11,998.35 $82.52 $5,363.80 $77.48 $5,036.20 $150.00 $9,750.00 600A000 MOBILIZATION 1 LUMP SUM $95,553.25 $95,553.25 $197,562.14 $197,562.14 $178,647.96 $178,647.96 $125,268.30 $125,268.30 $92,255.91 $92,255.91 602A000 RIGHT OF WAY MARKERS 7 EACH $275.00 $1,925.00 $511.08 $3,577.56 $848.85 $5,941.95 $408.05 $2,856.35 $800.00 $5,600.00 606A009 6" UNDERDRAIN PIPE, TYPE 10 335 LINEAR FOOT $28.00 $9,380.00 $48.35 $16,197.25 $32.05 $10,736.75 $41.02 $13,741.70 $50.00 $20,000.00 606A012 6" UNDERDRAIN PIPE,TYPE 8 400 LINEAR FOOT $28.00 $11,200.00 $51.18 $20,472.00 $31.62 $12,648.00 $41.02 $16,408.00 $100.00 $5,000.00 610C001 LOOSE RIPRAP, CLASS 2 50 TON $100.00 $5,000.00 $113.58 $5,679.00 $114.12 $5,706.00 $111.08 $5,554.00 $25.00 $12,175.00 610D003 FILTER BLANKET, GEOTEXTILE 487 SQUARE YARD $3.00 $1,461.00 $5.80 $2,824.60 $4.97 $2,420.39 $4.37 $2,128.19 $25.00 $91,900.00 613F000 BRICK PAVING 3676 SQUARE FOOT $12.50 $45,950.00 $10.35 $38,046.60 $18.87 $69,366.12 $10.69 $39,296.44 $585.00 $57,330.00 614A000 SLOPE PAVING 98 CUBIC YARD $625.00 $61,250.00 $494.66 $48,476.68 $869.55 $85,215.90 $443.88 $43,500.24 $85.00 $38,080.00 618A000 CONCRETE SIDEWALK, 4" THICK 448 SQUARE YARD $62.00 $27,776.00 $69.11 $30,961.28 $63.77 $28,568.96 $76.53 $34,285.44 $150.00 $5,850.00 618B003 CONCRETE DRIVEWAY, 6" THICK (INCLUDES WIRE MESH)39 SQUARE YARD $93.50 $3,646.50 $134.25 $5,235.75 $139.13 $5,426.07 $84.68 $3,302.52 $110.00 $7,920.00 618C001 DETECTABLE WARNING SURFACE 72 SQUARE FOOT $45.00 $3,240.00 $32.51 $2,340.72 $75.36 $5,425.92 $55.37 $3,986.64 $400.00 $11,200.00 618D000 CURB RAMP 28 SQUARE YARD $105.00 $2,940.00 $174.88 $4,896.64 $521.73 $14,608.44 $183.99 $5,151.72 $1,500.00 $3,000.00 619A002 18" ROADWAY PIPE END TREATMENT, CLASS 1 2 EACH $1,200.00 $2,400.00 $1,615.50 $3,231.00 $1,391.29 $2,782.58 $871.15 $1,742.30 $300.00 $300.00 620A000 MINOR STRUCTURE CONCRETE 1 CUBIC YARD $950.00 $950.00 $1,615.50 $1,615.50 $4,057.92 $4,057.92 $1,343.73 $1,343.73 $7,000.00 $28,000.00 621C008 INLETS, TYPE E 4 EACH $6,744.00 $26,976.00 $8,760.58 $35,042.32 $8,512.44 $34,049.76 $6,708.47 $26,833.88 $7,000.00 $7,000.00 621C129 INLETS, TYPE C (PARTIAL)1 EACH $3,000.00 $3,000.00 $2,692.50 $2,692.50 $4,637.62 $4,637.62 $4,361.00 $4,361.00 $2,000.00 $4,000.00 FAIRHOPE, ALABAMA Asphalt Services, Inc. Wiregrass Construction Company, Inc.McElhenney Construction Company, LLC PL Russell, LLC TABULATION OF BIDS RECEIVED NOVEMBER 25, 2024 PROJECT NO. STPSU-0220 (256) FAIRHOPE NO. 25-007-2022-PWI-006 FAIRHOPE ROUNDABOUT AT N SECTION ST/ TRIANGLE DR/ VETERANS DR/ MAIN ST Engineer's Estimate Item Description Quantity Unit Page 1 of 3 Page 189 of 406 1 2 3 4 Item Unit Total Unit Total Unit Total Unit Total Unit Total No. Cost Cost Cost Cost Cost Cost Cost Cost Cost Cost Asphalt Services, Inc. Wiregrass Construction Company, Inc.McElhenney Construction Company, LLC PL Russell, LLC Engineer's Estimate Item Description Quantity Unit 621C163 INLETS, TYPE S3 (MODIFIED)2 EACH $3,800.00 $7,600.00 $3,877.20 $7,754.40 $3,478.22 $6,956.44 $3,290.75 $6,581.50 $15.00 $21,975.00 623B000 CONCRETE CURB, TYPE N 1465 LINEAR FOOT $28.00 $41,020.00 $25.02 $36,654.30 $28.99 $42,470.35 $34.11 $49,971.15 $30.00 $11,970.00 623B007 CONCRETE CURB, TYPE G 399 LINEAR FOOT $34.00 $13,566.00 $41.37 $16,506.63 $38.26 $15,265.74 $33.94 $13,542.06 $50.00 $29,150.00 623B120 CONCRETE CURB, (TYPE SPECIAL)583 LINEAR FOOT $32.00 $18,656.00 $37.30 $21,745.90 $25.51 $14,872.33 $36.18 $21,092.94 $35.00 $33,005.00 623C000 COMBINATION CURB & GUTTER, TYPE C 943 LINEAR FOOT $30.00 $28,290.00 $30.18 $28,459.74 $32.46 $30,609.78 $42.12 $39,719.16 $70.00 $31,990.00 650A000 TOPSOIL 457 CUBIC YARD $18.00 $8,226.00 $46.99 $21,474.43 $40.29 $18,412.53 $27.58 $12,604.06 $200.00 $200.00 652C000 MOWING 1 ACRE $350.00 $350.00 $134.63 $134.63 $144.93 $144.93 $139.23 $139.23 $5.50 $22,412.50 654A001 SOLID SODDING (BERMUDA)4075 SQUARE YARD $7.00 $28,525.00 $5.92 $24,124.00 $5.80 $23,635.00 $5.57 $22,697.75 $5.00 $1,025.00 659C005 EROSION CONTROL PRODUCT, TYPE C4 205 SQUARE YARD $5.00 $1,025.00 $3.50 $717.50 $3.77 $772.85 $3.62 $742.10 $1,250.00 $2,500.00 665A000 TEMPORARY SEEDING 2 ACRE $1,800.00 $3,600.00 $969.30 $1,938.60 $1,043.47 $2,086.94 $1,002.49 $2,004.98 $800.00 $4,800.00 665B001 TEMPORARY MULCHING 6 TON $400.00 $2,400.00 $457.73 $2,746.38 $492.75 $2,956.50 $473.40 $2,840.40 $8.00 $4,000.00 665E000 POLYETHYLENE 500 SQUARE YARD $3.00 $1,500.00 $1.62 $810.00 $1.74 $870.00 $1.67 $835.00 $30.00 $750.00 665F000 HAY BALES 25 EACH $10.00 $250.00 $10.77 $269.25 $11.59 $289.75 $11.14 $278.50 $12.00 $300.00 665G000 SAND BAGS 25 EACH $6.00 $150.00 $8.62 $215.50 $9.28 $232.00 $8.91 $222.75 $90.00 $4,500.00 665I000 TEMPORARY RIPRAP, CLASS 2 50 TON $105.00 $5,250.00 $113.58 $5,679.00 $114.12 $5,706.00 $117.52 $5,876.00 $8.00 $10,304.00 665J002 SILT FENCE 1288 LINEAR FOOT $6.00 $7,728.00 $5.39 $6,942.32 $4.75 $6,118.00 $4.57 $5,886.16 $50.00 $2,000.00 665K000 DRAINAGE SUMP EXCAVATION 40 CUBIC YARD $25.00 $1,000.00 $48.97 $1,958.80 $37.92 $1,516.80 $49.79 $1,991.60 $0.00 $0.00 665N001 TEMPORARY COARSE AGGREGATE,ALDOT NUMBER 4 10 TON $85.00 $850.00 $87.15 $871.50 $94.46 $944.60 $110.23 $1,102.30 $4.00 $5,152.00 665O001 SILT FENCE REMOVAL 1288 LINEAR FOOT $1.25 $1,610.00 $1.62 $2,086.56 $1.74 $2,241.12 $1.67 $2,150.96 $500.00 $3,500.00 665P005 INLET PROTECTION, STAGE 3 OR 4 7 EACH $475.00 $3,325.00 $484.65 $3,392.55 $521.73 $3,652.11 $501.25 $3,508.75 $10.00 $10,080.00 665Q002 WATTLE 1008 LINEAR FOOT $9.00 $9,072.00 $10.77 $10,856.16 $10.72 $10,805.76 $10.30 $10,382.40 $300.00 $300.00 666A001 PEST CONTROL TREATMENT 1 ACRE $350.00 $350.00 $269.25 $269.25 $289.85 $289.85 $278.47 $278.47 $10.00 $5,000.00 674A000 CONSTRUCTION SAFETY FENCE 500 LINEAR FOOT $4.00 $2,000.00 $5.69 $2,845.00 $5.22 $2,610.00 $3.17 $1,585.00 $7,687.99 $7,687.99 680A001 GEOMETRIC CONTROLS 1 LUMP SUM $12,000.00 $12,000.00 $21,422.80 $21,422.80 $40,207.23 $40,207.23 $27,650.33 $27,650.33 $30,751.97 $30,751.97 698A000 CONSTRUCTION FUEL (MAXIMUM BID LIMITED TO $1 LUMP SUM $14,982.00 $14,982.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $5,500.00 $5,500.00 701A227 SOLID WHITE, CLASS 2, TYPE A TRAFFIC STRIPE (5" WIDE)1 MILE $7,500.00 $7,500.00 $7,539.00 $7,539.00 $8,115.84 $8,115.84 $7,797.15 $7,797.15 $5,500.00 $5,500.00 701A230 SOLID YELLOW, CLASS 2, TYPE A TRAFFIC STRIPE (5" WIDE)1 MILE $7,500.00 $7,500.00 $7,539.00 $7,539.00 $8,115.84 $8,115.84 $7,797.15 $7,797.15 $2.00 $548.00 701B207 DOTTED, CLASS 2, TYPE A TRAFFIC STRIPE (5" WIDE)274 LINEAR FOOT $2.25 $616.50 $2.15 $589.10 $2.32 $635.68 $2.23 $611.02 $2,000.00 $2,000.00 701C001 SOLID TEMPORARY TRAFFIC STRIPE 1 MILE $900.00 $900.00 $915.45 $915.45 $985.50 $985.50 $946.80 $946.80 $2,000.00 $2,000.00 701D007 SOLID TRAFFIC STRIPE REMOVED (PAINT)1 MILE $500.00 $500.00 $538.50 $538.50 $579.70 $579.70 $556.94 $556.94 $8.00 $6,208.00 703A002 TRAFFIC CONTROL MARKINGS, CLASS 2, TYPE A 776 SQUARE FOOT $7.25 $5,626.00 $7.54 $5,851.04 $8.12 $6,301.12 $7.80 $6,052.80 $10.00 $830.00 703C000 REMOVAL OF EXISTING TRAFFIC CONTROL MARKINGS OR LEGENDS (PAINT)83 SQUARE FOOT $2.50 $207.50 $1.08 $89.64 $1.16 $96.28 $1.11 $92.13 $2.50 $207.50 703D001 TEMPORARY TRAFFIC CONTROL MARKINGS 83 SQUARE FOOT $2.50 $207.50 $2.15 $178.45 $2.32 $192.56 $2.23 $185.09 $50.00 $7,800.00 703H000 SPECIALTY TRAFFIC CONTROL MARKINGS 156 SQUARE FOOT $34.00 $5,304.00 $30.16 $4,704.96 $32.46 $5,063.76 $31.19 $4,865.64 $15.00 $300.00 705A023 PAVEMENT MARKERS, CLASS C, TYPE 2-D 20 EACH $3.00 $60.00 $2.15 $43.00 $2.32 $46.40 $2.23 $44.60 $7.00 $224.00 705A030 PAVEMENT MARKERS, CLASS A-H, TYPE 2-C 32 EACH $7.25 $232.00 $7.54 $241.28 $8.12 $259.84 $7.80 $249.60 $6.00 $36.00 705A037 PAVEMENT MARKERS, CLASS A-H, TYPE 2-D 6 EACH $7.25 $43.50 $7.54 $45.24 $8.12 $48.72 $7.80 $46.80 $7.00 $2,765.00 705A038 PAVEMENT MARKERS, CLASS A-H, TYPE 2-E 395 EACH $7.25 $2,863.75 $7.54 $2,978.30 $8.12 $3,207.40 $7.80 $3,081.00 $320.00 $1,280.00 707B013 TYPE A OBJECT MARKER INSTALLATION 4 EACH $300.00 $1,200.00 $263.87 $1,055.48 $284.06 $1,136.24 $272.90 $1,091.60 $30.00 $690.00 710A160 CLASS 10 ALUMINUM FLAT SIGN PANELS 0.08" THICK (TYPE XI BACKGROUND)23 SQUARE FOOT $25.00 $575.00 $21.54 $495.42 $23.19 $533.37 $22.28 $512.44 $30.00 $660.00 710A165 CLASS 10 ALUMINUM FLAT SIGN PANELS 0.08" THICK (TYPE XI BACKGROUND, FLUORESCENT)22 SQUARE FOOT $26.00 $572.00 $24.77 $544.94 $26.67 $586.74 $25.62 $563.64 $26.00 $1,326.00 710A170 CLASS 4, ALUMINUM FLAT SIGN PANELS 0.08" THICK (TYPE IV BACKGROUND)51 SQUARE FOOT $26.00 $1,326.00 $23.69 $1,208.19 $25.51 $1,301.01 $24.51 $1,250.01 $35.00 $3,360.00 710A187 CLASS 6 ALUMINUM MULTIPLE FLAT SIGN PANELS 0.125" THICK (TYPE IV OR XI BACKGROUND)96 SQUARE FOOT $129.50 $12,432.00 $48.47 $4,653.12 $52.17 $5,008.32 $50.12 $4,811.52 $100.00 $12,000.00 710B006 ROADWAY SIGN POST (S4 X 7.7 STEEL BEAM)120 LINEAR FOOT $23.50 $2,820.00 $121.24 $14,548.80 $130.51 $15,661.20 $125.39 $15,046.80 $20.00 $4,500.00 710B021 ROADWAY SIGN POST (#3 U CHANNEL, GALVANIZED STEEL OR 2 ", 14 GA SQUARE TUBULAR STEEL)225 LINEAR FOOT $22.00 $4,950.00 $21.00 $4,725.00 $22.61 $5,087.25 $21.72 $4,887.00 $2,000.00 $2,000.00 711A000 ROADWAY SIGN RELOCATION 1 LUMP SUM $3,500.00 $3,500.00 $3,015.60 $3,015.60 $3,246.34 $3,246.34 $3,118.86 $3,118.86 $12.50 $10,550.00 740B000 CONSTRUCTION SIGNS 844 SQUARE FOOT $12.00 $10,128.00 $8.62 $7,275.28 $9.28 $7,832.32 $8.91 $7,520.04 $110.00 $11,000.00 740D000 CHANNELIZING DRUMS 100 EACH $50.00 $5,000.00 $45.23 $4,523.00 $48.70 $4,870.00 $46.78 $4,678.00 $55.00 $5,500.00 740E000 CONES (36 INCHES HIGH)100 EACH $2.00 $200.00 $17.23 $1,723.00 $18.55 $1,855.00 $17.82 $1,782.00 $200.00 $4,400.00 740F002 BARRICADES, TYPE III 22 EACH $450.00 $9,900.00 $210.02 $4,620.44 $226.08 $4,973.76 $217.21 $4,778.62 $5,000.00 $20,000.00 741C010 PORTABLE SEQUENTIAL ARROW AND CHEVRON SIGN UNIT 4 EACH $4,500.00 $18,000.00 $1,930.24 $7,720.96 $4,057.92 $16,231.68 $3,898.58 $15,594.32 $3,000.00 $12,000.00 742A001 PORTABLE CHANGEABLE MESSAGE SIGN, TYPE 2 4 EACH $9,000.00 $36,000.00 $2,530.62 $10,122.48 $8,695.55 $34,782.20 $8,354.09 $33,416.36 $6,500.00 $123,500.00 750B601 ROADWAY LUMINAIRE ASSEMBLY WITH ONE, LED, 250 WATT EQUIVALENT LUMINAIRE 19 EACH $7,136.50 $135,593.50 $6,416.77 $121,918.63 $6,907.74 $131,247.06 $6,636.49 $126,093.31 $3,000.00 $57,000.00 Page 2 of 3 Page 190 of 406 1 2 3 4 Item Unit Total Unit Total Unit Total Unit Total Unit Total No. Cost Cost Cost Cost Cost Cost Cost Cost Cost Cost Asphalt Services, Inc. Wiregrass Construction Company, Inc.McElhenney Construction Company, LLC PL Russell, LLC Engineer's Estimate Item Description Quantity Unit 750C010 POLE FOUNDATION,ROADWAY 19 EACH $5,398.25 $102,566.75 $3,015.60 $57,296.40 $3,246.34 $61,680.46 $3,118.86 $59,258.34 $1,500.00 $12,000.00 750D200 ELECTRICAL JUNCTION BOX,TYPE 1 8 EACH $1,485.00 $11,880.00 $807.75 $6,462.00 $869.56 $6,956.48 $835.41 $6,683.28 $25.00 $2,500.00 750E112 CONDUIT, 1 INCH, RIGID NONMETALLIC 2600 LINEAR FOOT $28.25 $73,450.00 $5.39 $14,014.00 $5.80 $15,080.00 $5.57 $14,482.00 $4.50 $47,925.00 750E115 CONDUIT,2 INCH,RIGID NONMETALLIC 100 LINEAR FOOT $32.00 $3,200.00 $8.62 $862.00 $9.28 $928.00 $8.91 $891.00 $7.00 $700.00 750F024 CONDUCTOR, #6 AWG 10650 LINEAR FOOT $5.15 $54,847.50 $2.15 $22,897.50 $2.32 $24,708.00 $2.23 $23,749.50 $0.00 $0.00 750F026 CONDUCTOR, #2 AWG 100 LINEAR FOOT $7.00 $700.00 $8.62 $862.00 $9.28 $928.00 $8.91 $891.00 $0.00 $0.00 750H005 SERVICE POLE 1 EACH $3,700.00 $3,700.00 $3,015.60 $3,015.60 $3,246.34 $3,246.34 $3,118.86 $3,118.86 $3,000.00 $3,000.00 750I015 LIGHTING CONTROL CENTER 1 EACH $17,200.00 $17,200.00 $37,695.00 $37,695.00 $40,579.22 $40,579.22 $38,985.77 $38,985.77 $40,000.00 $40,000.00 756A022 4" ELECTRICAL CONDUIT, 1 LINE, TYPE 5 INSTALLATION 285 LINEAR FOOT $58.00 $16,530.00 $80.78 $23,022.30 $86.96 $24,783.60 $83.54 $23,808.90 $80.00 $22,800.00 I, Jordan Stringfellow, P.E., Volkert, Inc., Consulting Engineers, do hereby certify that this tabulation of bids received by Volkert, Inc., as representatives of the City of Fairhope, on November 25, 2024 for construction of the above referenced project, is a true and correct copy of the bids submitted by the within named corporations. Jordan Stringfellow, P.E. Assistant Vice President Volkert, Inc. Total Bid Amount $1,597,777.50 $1,770,207.77 $1,665,069.37$1,787,010.31 $1,663,581.71 Page 3 of 3 Page 191 of 406 Volkert, Inc. 1110 Montlimar Drive Suite 1050 Mobile, Alabama 36609 (251) 342-1070 www.volkert.com A Century of Integrity in Infrastructure Proposal Evaluations Page 192 of 406 Volkert, Inc. 1110 Montlimar Drive Suite 1050 Mobile, Alabama 36609 (251) 342-1070 www.volkert.com A Century of Integrity in Infrastructure PROJECT NO: STPSU-0220(256) PROJECT DESCRIPTION: ROUNDABOUT AT NORTH SECTION/SCENIC 98/ MAIN STREET IN FAIRHOPE, AL PROJECT OWNER: CITY OF FAIRHOPE OWNER REP / ENGINEER: VOLKERT INC. / JORDAN STRINGFELLOW, P.E. EVALUATION DATE: NOVEMBER 26, 2024 EVALUATION ITEM CONTRACTOR ASPHALT SERVICES, INC. MCELHENNEY CONSTRUCTION, LLC WIREGRASS CONSTRUCTION, INC. PL RUSSELL, LLC Proposal Executed by Officer of Company?     Addenda 1 Acknowledged?     Addenda 2 Acknowledged?     Bid Guarantee Provided?     HR-DBE Completed?     Approved By: Jordan Stringfellow, P.E. Assistant Vice President Page 193 of 406 Volkert, Inc. 1110 Montlimar Drive Suite 1050 Mobile, Alabama 36609 (251) 342-1070 www.volkert.com A Century of Integrity in Infrastructure Low Bidder’s Updated HR-DBE Form and DBE Utilization Plan (Asphalt Services, Inc.) Page 194 of 406 Page 195 of 406 Page 196 of 406 Page 197 of 406 Page 198 of 406 555 S Section Street / Fairhope, Alabama 36532 251.928.8003 (p) / www.FairhopeAL.gov COF-PUR-003 091321 CITY OF FAIRHOPE PURCHASING DEPARTMENT PROJECT REQUEST FORM Requestor: Richard D. Johnson, PE, City Engineer Department: Public Works - Engineering Project Name: STPSU-0220(256) Fairhope Roundabout at N. Section St/Triangle/Veterans/Scenic 98 – 2022-PWI 006 Project Description: New Roundabout Construction at the above referenced intersection Project Category: X Bid Professional Service Other: Budget Amount: $1,895,621.00 Budget Code: 103-55881 Budgeted for Current FY: X Yes No BID INFORMATION Bid Duration: Maximum Project Duration: 270 Working Days – 1 Year+ Engineer of Record: Volkert – Jordan Stringfellow, PE (EOR) Pre-Bid Meeting: No X Yes X Mandatory Non-Mandatory Scope of Work Provided By: RDJ/Volkert Contract Extensions: No Yes Project Manager: City – Richard D. Johnson, PE; Volkert - Jordan Stringfellow, PE Insurance Requirements: Minimum X Maximum Bonds: X Bid X Performance X Labor & Materials Related Bids/RF’s Volkert will be handling the Bid Process with the City billed for advertisement FORCE ACCOUNT INFORMATION Force Account Project: No Yes Estimated Amount: Budget Code: Notes: SIGNATURES Requestor: Senior Accountant: City Treasurer: Mayor: Page 199 of 406 PUR-003 Project Request Form Final Audit Report 2024-10-16 Created:2024-10-15 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAAT83TMhOQNzpR9hZHxT5su64djCPueo2I "PUR-003 Project Request Form" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2024-10-15 - 2:39:49 PM GMT Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature 2024-10-15 - 2:40:17 PM GMT Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2024-10-16 - 1:17:00 PM GMT Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) Signature Date: 2024-10-16 - 1:17:59 PM GMT - Time Source: server Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2024-10-16 - 1:18:00 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2024-10-16 - 3:26:38 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2024-10-16 - 3:27:03 PM GMT - Time Source: server Agreement completed. 2024-10-16 - 3:27:03 PM GMT Page 200 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-857 FROM: Richard Johnson, CITY ENGINEER SUBJECT: The City Engineer, Richard Johnson, is requesting approval for a contract amendment for RFQ PS013-22 Request for Qualifications Professional Engineering Services - Roundabout at North Section Street/ Highway 104/ Veterans Drive/ Scenic 98 (ALDOT Project No. STPOA-0220() to add additional Construction Engineering and Inspection Services. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: To approve Contract Amendment No. 1 for RFQ PS013-22 Request for Qualifications Professional Engineering Services - Roundabout at North Section Street/ Highway 104/ Veterans Drive/ Scenic 98 (ALDOT Project No. STPOA-0220() t to add additional Construction Engineering and Inspection Services for a not-to-exceed cost of $212,654.25. BACKGROUND INFORMATION: City of Fairhope approved contract award for RFQ PS013-22 Request for Qualifications Professional Engineering Services - Roundabout at North Section Street/ Highway 104/ Veterans Drive/ Scenic 98 (ALDOT Project No. STPOA-0220() to Volkert, Inc. on July 11, 2022. The total contract award was not-to-exceed One Hundred Thirty-Seven Thousand Seven Hundred Thirteen Dollars and Seventy-Five Cents ($137,713.75). The City Engineer has requested Contract Amendment No. 1 to add Construction Engineering and Inspection Services to the existing contract with Volkert, Inc. for a not- to-exceed cost of Two Hundred Twelve Thousand Six Hundred Fifty-Four Dollars and Twenty-Five Cents ($212,654.25). The new contract total will be Three Hundred Fifty Thousand Three Hundred Sixty-Eight Dollars ($350,368.00). Alabama Department of Transportation (ALDOT) to provide reimbursement of 80% of total with contract approval prior to execution; City of Fairhope agrees to match 20% of total. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Page 201 of 406 Budget 103--55881 Capital Project - Roundabout 104 & Section $212,654.25 $212,654.25 $0.00 GRANT: MPO Grant 80/20 Split 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 202 of 406 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That Mayor Sherry Sullivan is hereby authorized to execute a contract amendment with Volkert, Inc. for (RFQ PS013-22) Request for Qualifications Professional Engineering Services – Roundabout at North Section Street/Highway 104/Veterans Drive/Scenic 98 (ALDOT Project No. STPOA-0220() to add Construction Engineering and Inspection fees for a not-to-exceed cost of $212,654.25. The new contract total will be $350,368.00. Alabama Department of Transportation (ALDOT) to provide reimbursement of 80% of total with contract approval prior to execution; City of Fairhope agrees to match 20% of total. This is an 80/20 grant with ALDOT. ADOPTED ON THIS 19TH DAY OF DECEMBER, 2024 _______________________________ Corey Martin, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 203 of 406 Volkert, Inc. 1110 Montlimar Drive Suite 1050 Mobile, Alabama 36609 (251) 342-1070 www.volkert.com A Century of Integrity in Infrastructure December 5, 2024 VIA E-MAIL Mr. Richard Johson City Engineer, City of Fairhope 555 S Section Street Fairhope, AL 36532 Contract No. TBD Professional and Special Services Related to Bid Procurement Services, Construction Administration Services, Construction Engineering & Inspection Services, and Materials & Testing Services for the Installation of a Roundabout at N Section St/Scenic 98/Main St Fairhope, Alabama RE: Fee Proposal for Bid Services, Construction Administration Services, Construction Engineering & Inspection Services, and Materials & Testing Services Dear Mr. Johnson, Enclosed please find an electronic copy of the fee proposal for Professional and Special Services between the City of Fairhope and Volkert, Inc. for the following project: Installation of a Roundabout at N Section St/Scenic 98/Main St (Bid and Construction Services) Thank you for the opportunity to provide these services. Please review the scope and fee included within this proposal. If you have any questions or comments or require additional information, please contact us. Sincerely, VOLKERT, INC. Jordan Stringfellow, P.E. Assistant Vice President LRM/ Attachments Page 204 of 406 ATTACHMENT A – ENGINEERING FEE PROPOSAL Volkert Project Number: TBD Project DescripƟon: InstallaƟon of a Roundabout (Bid & ConstrucƟon Services) Client: City of Fairhope LocaƟon: IntersecƟon of N SecƟon St/Scenic 98/Main St in Fairhope, AL Date: 12/05/2024 Volkert, Inc. 1110 Montlimar Dr. Suite 1050 Mobile, AL 36609 Proposal Prepared By: Jordan Stringfellow, P.E. Assistant Vice President Page 205 of 406 Engineering Services Fee Proposal DATE: December 5, 2024 PROJECT DESCRIPTION: Installation of a Roundabout at N Section St/Scenic 98/Main St (Bid and Construction Services) 2 | P a g e INDEX DESCRIPTION SHEET NUMBER Project Introduction & Scope ......................................................................................................... 3 Basic Service & Special Services Summary ................................................................................ 3 - 4 Summary of Engineering Fee Proposal ........................................................................................... 5 Basic Service Man-Hour & Cost Estimate .................................................................................. 6 - 7 Special Service Man-Hour & Cost Estimate ............................................................................... 8 - 9 ATTACHMENTS Sub-Consultant Proposals ....................................................................................... ATTACHMENT B Page 206 of 406 Engineering Services Fee Proposal DATE: December 5, 2024 PROJECT DESCRIPTION: Installation of a Roundabout at N Section St/Scenic 98/Main St (Bid and Construction Services) 3 | P a g e PROJECT INTRODUCTION & SCOPE This project will provide for the bid procurement, construction administration, construction engineering & inspection, and construction materials testing services required to construct a Roundabout at the intersection of North Section Street, Scenic Highway 98, and Main Street in the City of Fairhope. The roundabout construction will include an extension of an existing culvert, grading, drainage, base, pavement, and lighting installation. Engineering services will include Basic Professional Services and Special Services. Basic services are defined as professional services provided by the principal consultant (Volkert Inc.). Special services are defined as support services provided by the principal consultant or sub- consultant. An itemized summary of the Basic and Special services is provided below: BASIC SERVICES (Lump Sum) Basic Services will include a Bid Procurement and Construction Administration phase. An anticipated list of services with descriptions is provided below:  Bid Procurement The Bid Procurement phase of the project will provide for the services needed to obtain pricing for construction of the project from qualified contractors. Bid packets will be prepared in accordance with the current bid laws for the state of Alabama and an advertisement will be prepared and submitted to the owner. The Engineer of Record will conduct pre-bid meetings and bid opening meetings. All bids will be evaluated and reconciled based on the contract requirements and the owner will be provided with a certified bid tabulation.  Construction Administration The construction administration phase will provide for the coordination / interaction of the owner, engineer, and prime contractor for the project. The Engineer of Record will attend weekly construction status meeting and will be the primary point of contact for all engineering related issues through project acceptance and project close-out. This service will provide for the review of contractor submittals and shop drawings, request for information, weekly status reports, and monthly construction pay applications. Upon completion of the project, the project site will be evaluated for compliance with the plans and specifications and record drawings will be produced and provided to the owner. ***Refer to Man-hour Estimates for itemized list of anticipated scope for each of the services listed*** Page 207 of 406 Engineering Services Fee Proposal DATE: December 5, 2024 PROJECT DESCRIPTION: Installation of a Roundabout at N Section St/Scenic 98/Main St (Bid and Construction Services) 4 | P a g e SPECIAL SERVICES (Cost Plus with Not to Exceed) Special Services will include Construction Engineering and Inspection Services and Materials & Testing services. An anticipated list of services with descriptions is provided below:  Construction Engineering & Inspections (CE&I) CE&I services will provide for the services needed to ensure the project is constructed in compliance with the construction plans and specifications. Inspectors will be on site during all aspects of the work and will provide daily inspection reports of all contractor activities. The inspection personnel will track and quantify the installation of all required work items and will provide a summarized pay application at the end of each month. The CE&I project manager will prepare and conduct weekly construction status meetings with the Owner, Engineer of Record, Prime Contractor, and project stakeholders to inform all parties involved of the project status.  Materials & Testing Services - provided by Sub-Consultant The construction materials and testing services will be provided by Geotechnical Engineering-Testing, Inc. Refer to Attachment B for summary for scope of work presented by the subconsultant. ***Refer to Man-hour Estimates for itemized list of anticipated scope for each of the services listed*** EXCLUDED SERVICES Any service not specifically mentioned or described within this document are considered excluded from the scope of services related to this task order. Excluded services will not be performed under this task order but may be added at the request of the Owner in the form of an amendment or a separate task order. Page 208 of 406 Engineering Services Fee Proposal PROJECT DESCRIPTION: Installation of a Roundabout at N Section St/Scenic 98/Main St (Bid and Construction Services) Date: December 5, 2024 TASK SERVICE DESCRIPTION TOTAL COST 1 TOTAL BID PROCUREMENT $6,552.65 2 TOTAL CONSTRUCTION ADMINISTRATION PHASE $38,363.31 $44,915.96 TASK SERVICE DESCRIPTION TOTAL COST 3 TOTAL CE&I SERVICES $125,229.04 4 TOTAL MATERIAL & TESTING SERVICES $42,509.25 $167,738.29 $212,654.25 SUMMARY OF PROFESSIONAL AND SPECIAL SERVICES ROUNDABOUT AT N. SECTION/SCENIC 98/MAIN ST IN FAIRHOPE, AL (BID AND CONSTRUCTION SERVICES) TOTAL BASIC SERVICES COST - LUMP SUM TOTAL SPECIAL SERVICES COST - COST PLUS (NTE) TOTAL ENGINEERING COST BASIC / PROFESSIONAL SERVICES SPECIAL SERVICES 5 | Page Page 209 of 406 Engineering Services Fee Proposal PROJECT DESCRIPTION: Installation of a Roundabout at N Section St/Scenic 98/Main St (Bid and Construction Services) Date: December 5, 2024 1 BID PHASE Project Manager Staff 2 Prof Staff 1 Prof Admin 1.1 Coordinate Project Advertisement 1 1 1.2 Prepare & Distribute Bid Packets 1 4 1.3 Conduct Pre-Bid Meeting 3 3 1.4 Address Questions & Issue Addendums 2 3 10 1.5 Conduct Bid Opening 3 3 1.6 Evaluate & Reconcile Bids 1 1 2 2 3 12 22 3 1 Man-hour Rate Cost 3 $77.83 $233.49 12 $68.59 $823.08 22 $48.76 $1,072.72 3 $34.07 $102.21 $2,231.50 150.73%$3,363.54 $5,595.04 15.00%$839.26 0.740%$16.51 $6,450.81 Trips Miles Rate Cost 2 76 $0.670 $101.84 $101.84 $6,552.65TOTAL BID PROCUREMENT Task No.ROUNDABOUT AT N. SECTION/SCENIC 98/MAIN ST IN FAIRHOPE, AL (BID AND CONSTRUCTION SERVICES) Task No.ROUNDABOUT AT N. SECTION/VETERANS/MAIN ST IN FAIRHOPE, AL (BID AND CONSTRUCTION SERVICES) Combined Overhead TOTAL LABOR COSTS Out of Pocket Costs Travel Expenses (Mobile Office to Project Site) (38 Miles One-Way) TOTAL OUT OF POCKET Staff 2 Professional Staff 1 Professional Administrative Assistant TOTAL DIRECT LABOR FCCM TOTAL DIRECT LABOR PLUS COMBINED OVERHEAD Operating Margin MAN-HOUR BID PROCUREMENT ESTIMATE TOTAL BID MAN-HOURS PROPOSED BID PHASE FEE BID PHASE Labor Costs Project Manager 6 | Page Page 210 of 406 Engineering Services Fee Proposal PROJECT DESCRIPTION: Installation of a Roundabout at N Section St/Scenic 98/Main St (Bid and Construction Services) Date: December 5, 2024 2 CONSTRUCTION ADMINISTRATION PHASE Project Manager Staff 2 Prof Staff 1 Prof Admin 2.1 Prepare Contract Documents & Issue for Construction Plans 2 2 4 2.2 Assist with Pre-Construction Meeting 3 3 3 2.3 Attend Weekly Status Meetings 9 40 80 2.4 Review Shop Drawings / Submittals 8 20 2.5 Substantial Completion Inspection 3 3 3 2.6 Review Reports / Pay Estimates 10 5 4 2.7 Attend Final Inspection 3 3 2.8 Prepare & Issue Record Drawings 1 1 10 2 16 70 126 10 2 Man-hour Rate Cost 16 $77.83 $1,245.28 70 $68.59 $4,801.30 126 $48.76 $6,143.76 10 $34.07 $340.70 $12,531.04 150.73% $18,888.04 $31,419.08 15.00% $4,712.86 0.740% $92.73 $36,224.67 Trips Miles Rate Cost 42 76 $0.670 $2,138.64 $2,138.64 $38,363.31TOTAL CONSTRUCTION ADMINISTRATION PHASE Task No. MAN-HOUR CONSTRUCTION ADMINISTRATION ESTIMATE ROUNDABOUT AT N. SECTION/SCENIC 98/MAIN ST IN FAIRHOPE, AL (BID AND CONSTRUCTION SERVICES) TOTAL DIRECT LABOR PLUS COMBINED OVERHEAD Operating Margin FCCM Task No. Out of Pocket Costs Travel Expenses (Mobile Office to Project Site) (38 Miles One-Way) TOTAL OUT OF POCKET Administrative Assistant TOTAL DIRECT LABOR Combined Overhead TOTAL LABOR COSTS TOTAL CONSTRUCTION ADMIN. MAN-HOURS CONSTRUCTION ADMINISTRATION PHASE Labor Costs Project Manager Staff 2 Professional Staff 1 Professional PROPOSED CONSTRUCTION ADMINISTRATION FEE ROUNDABOUT AT N. SECTION/VETERANS/MAIN ST IN FAIRHOPE, AL (BID AND CONSTRUCTION SERVICES) 7 | Page Page 211 of 406 Engineering Services Fee Proposal PROJECT DESCRIPTION: Installation of a Roundabout at N Section St/Scenic 98/Main St (Bid and Construction Services) Date: December 5, 2024 3 CE&I SERVICES (300 Calendar Days) Const. Proj. Mgr.RPR 2 RPR 1 Admin. 3.1 Conduct Pre-Construction Meeting 2 2 2 3.2 Daily Site Inspection 60 200 1543 3.3 Prepare Contractor's Pay Estimates 12 5 5 24 3.4 Conduct Final Inspection / Punch List 2 2 4 3.5 Prepare Record Drawings 4 4 15 3.6 Prepare Project Closeout Documentation 2 2 15 82 215 1569 39 3 Man-hour Rate Cost 82 $44.00 $3,608.00 215 $30.45 $6,546.75 1569 $25.00 $39,225.00 39 $35.00 $1,365.00 $50,744.75 117.39% $59,569.26 $110,314.01 10.00%$11,031.40 0.740% $375.51 $121,720.92 Trips Miles Rate Cost 238 22 $0.670 $3,508.12 $3,508.12 $125,229.04TOTAL CE&I SERVICES Task No.ROUNDABOUT AT N. SECTION/SCENIC 98/MAIN ST IN FAIRHOPE, AL (BID AND CONSTRUCTION SERVICES) Task No.ROUNDABOUT AT N. SECTION/VETERANS/MAIN ST IN FAIRHOPE, AL (BID AND CONSTRUCTION SERVICES) TOTAL LABOR COSTS Out of Pocket Costs Travel Expenses (Daphne Office to Project Site) (11 Miles One-Way) TOTAL OUT OF POCKET Resident Project Representative 2 Resident Project Representative 1 Administrative Assistant TOTAL DIRECT LABOR Combined Overhead FCCM TOTAL DIRECT LABOR PLUS COMBINED OVERHEAD Operating Margin MAN-HOUR CONSTRUCTION ENGINEERING & INSPECTION (CE&I) ESTIMATE TOTAL CE&I MAN-HOURS PROPOSED CONSTRUCTION ENGINEERING & INSPECTION (CE&I) FEE CE&I SERVICES Labor Costs Construction Project Manager 8 | Page Page 212 of 406 Engineering Services Fee Proposal PROJECT DESCRIPTION: Installation of a Roundabout at N Section St/Scenic 98/Main St (Bid and Construction Services) Date: December 5, 2024 TASK SERVICE DESCRIPTION TOTAL COST 4 TOTAL MATERIAL & TESTING SERVICES $40,485.00 5% MANAGEMENT FEE (VOLKERT) $2,024.25 $42,509.25TOTAL CMT COST CONSTRUCTION MATERIALS TESTING (CMT) ESTIMATE (BY OTHERS) ROUNDABOUT AT N. SECTION/SCENIC 98/MAIN ST IN FAIRHOPE, AL (BID AND CONSTRUCTION SERVICES) SPECIAL SERVICES 9 | Page Page 213 of 406 ATTACHMENT B – SUB-CONSULTANT PROPOSALS Volkert Project Number: TBD Project DescripƟon: InstallaƟon of a Roundabout (Bid & ConstrucƟon Services) Client: City of Fairhope LocaƟon: IntersecƟon of N SecƟon St/Scenic 98/Main St in Fairhope, AL Date: 12/05/2024 Volkert, Inc. 1110 Montlimar Dr. Suite 1050 Mobile, AL 36609 Proposal Prepared By: Jordan Stringfellow, P.E. Assistant Vice President Page 214 of 406 Geotechnical Engineering-Testing, Inc. PROFESSIONAL ENGINEERS Geotechnical Evaluations - Geosciences - Construction Materials - Pavement Management 904 Butler Drive • Mobile, Alabama 36693 • 251.666.7197 www.geoengr.com November 19, 2024 Mr. Luke Montalvo Volkert Inc. 1110 Montlimar Drive, Suite 1050 Mobile , AL 36609 Email: luke.montalvo@volkert.com Re: STPSU-0220(256) Estimated Fees for Providing Construction Materials Testing Services for the Roundabout at North Section Street/Veterans Drive/Main Street in Fairhope, Alabama Gentlemen: Geotechnical Engineering-Testing, Inc. (GET) is pleased to provide estimated fees for providing the construction materials testing services for the referenced project. Per your request we have provided an estimate of our fees based a time and materials basis for performing field testing and observations, geotechnical engineering consultation and supervision. We understand that all soils and aggregate materials will be tested in GET’s accredited laboratory. GET will be responsible for delivering concrete cylinders to the ALDOT region office and logging samples into the ALDOT system. The estimated units of services have been based on GET personnel and engineers performing the field testing of concrete, soils, aggregate and asphalt for the project and providing any additional geotechnical engineering supervision, evaluations and support that may be required. We have reviewed the project plans and have made an estimate of time based on typical construction practices for projects of this nature. GET personnel will be available to assist Volkert’s CEI personnel for other inspection tasks as needed on the project. The estimated numbers of hours and tests to be performed and equipment and supplies along with the associated unit fees have been included in the attached table. Unit fees and an estimate of the number of laboratory tests of soils, concrete, and aggregate have been included. The associated project supervision and administrative time has been established as 10 percent of the field and laboratory testing cost. This time will cover all time required to review and distribute daily field reports, field test reports and laboratory test reports as well as provide supervision and coordination of technician personnel. Estimated units and hourly rates for the technician supervisor and/or senior engineer personnel have been included for submittal review, miscellaneous meetings, site visits or consultation. The actual number of Page 215 of 406 Page 2 GEOTECHNICAL ENGINEERING-TESTING, INC. tests and hours required for the project can significantly vary depending on the contractor’s schedule, means and methods, and number of times that items may have to be reinspected. Our estimated fee is about FORTY THOUSAND FIVE HUNDRED DOLLARS (40,500.00). We will obtain prior approval should we believe our fees to exceed this estimated amount. We will submit invoices on a monthly basis based upon the work completed. Geotechnical Engineering-Testing, Inc. appreciates this opportunity to provide engineering services to Volkert, Inc. Should questions arise regarding this proposal, please let us know. We thank you very much for your consideration of using our firm for providing the construction materials testing services on your project. Sincerely, GEOTECHNICAL ENGINEERING-TESTING, INC. Curt Doyle, P.E. Principal Engineer Alabama License No. 25733 Date:__________________ 11/19/2024 Page 216 of 406 TABULATION OF ESTIMATED UNITS OF SERVICE AND FEES TO NOVEMBER 19, 2024 EST.EST. TOTAL ITEM OF SERVICE UNITS UNIT FEE FEE 1.Technician Level III 120 Hours 75.00$ /Hr 9,000.00$ 2.Technician Level III (Overtime)12 Hours 100.00$ /Hr 1,200.00$ 3.Technician Level IV 180 Hours 84.00$ /Hr 15,120.00$ 4.Technician Level IV (Overtime)18 Hours 110.00$ /Hr 1,980.00$ 5.Standard Proctor Density (Soil)4 Each 175.00$ /Ea 700.00$ 6.Soil Classification Tests 4 Each 200.00$ /Ea 800.00$ 7.Modified Proctor Density (Rock)1 Each 300.00$ /Ea 300.00$ 8.Sieve Analysis (Rock)1 Each 300.00$ /Ea 300.00$ 9.Bulk Specific Gravity/Absorption of Aggregate 1 Each 450.00$ /Ea 450.00$ 10.Topsoil Analysis 2 Each 200.00$ /Ea 400.00$ SubTotal:30,250.00$ 1.Supervision, Report Review & Administration 10%3,025.00$ 2.Technician Supervisor 8 Hours 100.00$ /Hr 800.00$ 3.Principal Engineer, P.E.8 Hours 220.00$ /Hr 1,760.00$ 4.Concrete Cylinder Molds 120 Each 7.50$ /Ea 900.00$ 5.Nuclear Density Gauge Rental 20 Days 30.00$ /Day 600.00$ 6.Mileage 90 Trips 35.00$ /Trip 3,150.00$ ESTIMATED TOTAL:40,485.00$ Notes 1.Technician time will be charged portal-to-portal with a minimum 2 hour trip charge. 2.Overtime will include work over 8 hours per day and/or weekends. 3.General project management, report review, report distribution, and general administration will be charged based upon 10% of the field and laboratory testing services performed. 4.Submittal reviews and trips to the site by the Technician Supervisor or Engineer for meetings and/or consultation will be based upon hourly rates. PROVIDE CONSTRUCTION MATERIALS TESTING FOR THE FAIRHOPE, AL ROUNDABOUT AT NORTH SECTION STREET/VETERANS DRIVE Geotechnical Engineering-Testing, Inc. Page 217 of 406 City of Fairhope Contract Amendment No. 1 RFQ No. PS013-22 Roundabout at North Section Street/ Highway 104/ Veterans Drive/ Scenic 98 ALDOT Project No. STPOA-0220() CPMS Reference #100070869 & 100070870 This AMENDMENT OF CONTRACT (“AMENDMENT”) is made this ________ day of _____________, 202__ for the purpose of increasing the contract for RFQ No. PS013-22 Roundabout at North Section Street/ Highway 104/ Veterans Drive/ Scenic 98 dated September 1, 2022 (“Original Contract”) between the City of Fairhope and Volkert, Inc. (the “Parties”). 1. The Original Contract, which is attached hereto as part of this Amendment is described below: The Original Contract was awarded for a not-to-exceed amount of One Hundred Thirty-Seven Thousand Seven Hundred Thirteen Dollars and Seventy-Five Cents ($137,713.75). 2. The Parties agreed to amend the Original Contract to add bid procurement, construction administration, construction engineering and inspection, and construction materials testing services for the bid cost of Two Hundred Twelve Thousand Six Hundred Fifty-Four Dollars and Twenty-Five Cents ($212,654.25). 3. That amendment binds and benefits both Parties and any successors or assigns. This document, including the attached original contract, is the entire agreement between the Parties. All other terms and conditions of the Original Contract, remain unchanged. This contract will be increased Two Hundred Twelve Thousand Six Hundred Fifty-Four Dollars and Twenty-Five Cents ($212,654.25). The total cost of the contract shall be not-to-exceed Three Hundred Fifty Thousand Three Hundred Sixty-Eight Dollars ($350,368.00). IN WITNESS WHEREOF, the parties hereto have executed this Contract Amendment as of the day and year first above written. THE CITY OF FAIRHOPE, ALABAMA _____________________________________ _____________________________________ By: Sherry Sullivan, Mayor By: Lisa A. Hanks, MMC, City Clerk NOTARY FOR THE CITY 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 _____________, 202__. Notary Public ___________________________ My Commission Expires ___________________ Page 218 of 406 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 _____________, 202__. Notary Public ___________________________ My Commission Expires ___________________ Page 219 of 406 RESOLUTION NO. 4492-22 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the City Council approves hiring Volkert, Inc. for Professional Engineering Services for the award of (RFQ PS0l 3-22) Roundabout at North Section Street/City 104Neterans Drive/Scenic 98 for the Public Works Department; that includes a corridor study, field surveys, utility coordination, roadway plans , and geotechnical; and authorizes Mayor Sherry Sullivan to execute a not-to-exceed contract of $137 ,713.75 ; Alabama Department of Transportation (ALDOT) to provide reimbursement of80% of total at $110,171.00 with contract approval prior to execution ; City of Fairhope agrees to match 20% of total not-to-exceed $27,542.75 . Attest: DULY ADOPTED THIS 11 TH DAY OF JULY , 2022 es Reid Conyer , Council President Page 220 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-885 FROM:Richard Johnson, CITY ENGINEER Justin Hammers, PARK RANGER/URBAN FORRESTER SUBJECT:$14,334.00 gift to the City of Fairhope from Lucy McVay and earmark these funds for an additional entrance to Knoll Park; and authorize the use of Capital Improvement Funds for the remainder of the cost of Project. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: That the City Council adopts Resolution to $14,334.00 gift to the City of Fairhope from Lucy McVay and earmark these funds for an additional entrance to Knoll Park; and authorize the use of Capital Improvement Funds for the remainder of the cost of Project. 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 221 of 406 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the Fairhope City Council hereby accepts the $14,334.00 gift to the City of Fairhope from Lucy McVay and earmark these funds for an additional entrance to Knoll Park; and authorize the use of Capital Improvement Funds for the remainder of the cost of Project. Adopted on this 19th day of December, 2024 ______________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 222 of 406 Reference Photo Knoll Park SE Entrance City of Fairhope , Parks Date : October 31 , 2024 Drawn By : A .L.Bjorkner Scale : 1" = 50' PLANTER BED BY OTHERS Layout Page 1 of 3 12 L.F . Rock Wall See Detail 162 SQ. FT. ROCK PAVER SURFACE 28" Page 223 of 406 Concrete Ca : 28 " x 28 " x 2" made of high-strength concrete (co nsider re inforcing fibers), with a (smoo th / te xtured/ decorative] finish ; ensure 28 " 2" c=. :::::::=J leve l placement on th e stone co lumn , secure with adhesive if needed , incorporate drainage holes to prevent pooling , and allow 24-48 hours for curing before applying any load. Stone/Rock Co lumn : 26" x 26 " x 36" constructed using (matching stone type] lo ensu re consistency in appearance ; designed with a CMU core ; ensure secure stacking with mortar for stability, and provide ventilation openings if necessary for moisture contro l. Foundation : 6" concrete foundation supported by a 4" base of grave l and sa nd lo ensure stabi lity and proper drainage; compact the gravel and sand layers before pouring the concrete lo create a solid , level base for the stone co lumn . 28 " X 28" X 2" concrete ca ... . . Knoll Park SE Ent rance City of F a ir hope , Parks Date: October 31 , 2024 Drawn By : A.L.Bjorkner Scale: 1" = 20' t 2 • D etails Page 2 of 3 .-------------------144"'---------------------, b ~ ~ 4--::------/2:--------2---:--------: ~ /2:--------]--stone Cap : 144" x 12" x 2", made of 2·J = durable ro ck/s tone , with a smooth t t , I Ci .... ~-.___·· _· ---- ~------------------144"'------------------~ finish ; ensure level placement on the su pp orting wall , secure with appro pri ate adhesive or mortar, and all ow for proper drainage lo prevent waler accumulation , with a curing time of 24-48 hours before applying any load . --Stone and Rock Wall : 144" x 12" x 28 ", constructed from durabl e natural stone and reinforced with CM U; ensure proper alignment and level placement during installation , use mortar for secure bonding between sto nes , incorporate weep holes for drainage lo prevent waler bui ldup , and allow 24-48 hours for curing before subjecting the wa ll to any load oundalion : 6" concrete foundation supported by a 4 " base of gravel and sand to ensu re stability and proper drainage; compact the gravel and sand layers before pouring the concrete to create a solid , level base for the stone column . Standard CM U Bloc 3 • 2 • 24" 28" SECT B-B Page 224 of 406 SECT A-A TOTAL PER IMETER EDG IN G 26' L. F. 4" ALV STEEL PAVER EDG IN Knoll Park SE Entrance City of Fa ir hope , Parks Date : October 31 , 2024 Drawn By : A . L. Bjorkner Details Scale : 1" = 50' Page 3 of 3 onstruct a 1,941 .5 sqft stone walkway using mortar between stones to ensure durability and stability , incorporating proper grading, a stable base , and drainage features for effective water management. '--------------~12· 4•~-------------_J □ .Q,. '"""" =• '"' -~, .. .,_ "~ '" "'""' .. '" ..,., ,~ -·· "" ' refined appearance . Ensure the stones are 4" thick base of compacted rock and sand for a stable rock and stone walkway even ly spaced and level for safety, creating a cohesive and inviting path that enhances th e landscape. Page 225 of 406 Lucy McVay 19009 Scenic Highway 98 Fairhope, AL 36532 Justin Hammers City of Fairhope Re: Knoll Park Dear Justin, December 9, 2024 The intent for the donation of $14,334 is to help fund construction of an entrance to Knoll Park at the southeast comer of the park. The streets bordering the corner of Knoll Park are Fairhope Avenue and South Bayview. Sincerely, LucyMcVay Page 226 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-889 FROM: Sherry Sullivan, Mayor SUBJECT: The donation from the Colvin Family the Christmas Arch in memory of their mother Carolyn Seale Colvin; and the planter that is to be used at the Flying Creek Nature Preserve. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: The City Council adopts Resolution to accept the donation from the Colvin Family the Christmas Arch in memory of their mother Carolyn Seale Colvin; and the planter that is to be used at the Flying Creek Nature Preserve. 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 227 of 406 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, That the Fairhope City Council hereby accepts the Gift from the Colvin Family for the Christmas Arch in memory of their mother Carolyn Seale Colvin; and the Planter that is to be used at the Flying Creek Nature Preserve valued at $2,900.00. Adopted on this 19th day of December, 2024 ________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 228 of 406 Page 229 of 406 Page 230 of 406 Page 231 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-858 FROM: Daryl Morefield, WATER SUPERINTENDENT Richard Johnson, CITY ENGINEER SUBJECT: Cottonwood Estates Subdivision public water improvements are to be 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 P&G Developments, LLC (the “Subdivider”) and Grant Nichols Construction, Inc (the “Contractor”). AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: That the City Council adopts the resolution for Cottonwood Estates Subdivision public water improvements 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 P&G Developments, LLC (the “Subdivider”) and Grant Nichols Construction, Inc (the “Contractor”). BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $___ $___ ($____) GRANT: LEGAL IMPACT: FOLLOW UP IMPLEMENTATION: Page 232 of 406 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 233 of 406 RESOLUTION NO. _____ WHEREAS, the Owners of Cottonwood Estates Subdivision desire to have all Fairhope public water improvements located in public right-of-ways dedicated on the plat filed for record in the Probate Records of Baldwin County, Alabama, on Instrument Number 2150996, accepted for maintenance by the City of Fairhope, Alabama, and; WHEREAS, the City of Fairhope, Alabama, has received notice from the Developer of the project that the design and capacity of the public water improvements have been designed in conformance with City requirements, and; WHEREAS, the Water and Sewer Superintendent and City Engineer have indicated that the improvements meet City requirements, and; WHEREAS, the City of Fairhope, Alabama, has received from the owners of Cottonwood Estates Subdivision, a maintenance bond for the public water improvements constructed outside of the Corporate Limits 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 water improvements indicated herein for Cottonwood Estates Subdivision 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 P&G Developments, LLC (the “Subdivider”) and Grant Nichols Construction, Inc (the “Contractor”). 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 19th day of December, 2024 ______________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 234 of 406 Memorandum From: Richard D. Johnson, P.E., City Engineer To: Sherry Sullivan, Mayor Thru: City Clerk CC: Water Utility Superintendent & Inspector, P&Z Staff; Legal; File Date: December 6, 2024 Subject: MAINTENANCE AND GUARANTY AGREEMENT & Draft Bond – P&G Development, LLC – Cottonwood Subdivision - Public Water Improvements Madam Clerk: The Developer for the above referenced project has completed all Public Water improvements, received Final Plat Approval from Baldwin County and submitted the required Maintenance & Guaranty Agreement and draft bond documents (surety). The improvements and accompanying documents have the full endorsement of the Water Utility Superintendent and City Engineer. We are submitting these actionable documents to the City Clerk for the review of the Mayor and the Approval and Acceptance of the City Council. Upon Approval and Acceptance of the City Council, the Applicant will have thirty (30) days to submit the executed bond to the Office of the City Clerk. The receipt of the bond will start of 2-yr warranty period Upon the Mayor’s review, please prepare a Resolution for the Council Agenda. RDJ Page 235 of 406 Page 236 of 406 Page 237 of 406 Page 238 of 406 Page 239 of 406 Page 240 of 406 Page 241 of 406 Page 242 of 406 Page 243 of 406 Page 244 of 406 Page 245 of 406 Page 246 of 406 Page 247 of 406 Page 248 of 406 Page 249 of 406 Page 250 of 406 Memorandum From: Richard D. Johnson, P.E., City Engineer To: Subdividers and/or General Contractors Thru: Project Engineers CC: City Utility Superintendents & Inspectors, P&Z Staff; Legal; City Clerk; File Date: August 13, 2024 Subject: Process, Required Agreements and Bonding of Public Utility Infrastructure Improvements for Developments Outside of the Corporate City Limits To All Affected Parties: This policy only pertains to new developments outside the corporate city limits containing City Utility Infrastructures to be accepted by the related City Utility post the required two-year warranty (maintenance) period. The following shall apply: 1. Outside the Corporate Limits – for City Utility Improvements – the Maintenance Bond can be provided by the Subdivider or the General Contractor who constructed the improvements. 2. If the General Contractor is to be the Surety provider, then he will sign the maintenance agreement along with the subdivider – this scenario is deemed a shared and/or co- responsibility. 3. The following documents shall be applicable: a. For Maintenance Bonds provided in the Subdivider’s Name: i. MAINTENANCE AND GUARANTY AGREEMENT form - M&GA- SUBDIVIDER 08-24.docx. b. For Maintenance Bonds provided in the General Contractor’s Name: i. MAINTENANCE AND GUARANTY AGREEMENT form - M&GA- GENCON 08-24.docx c. Bond Form for both scenarios: MaintBond-SUB-GC 08-24.docx 4. Maintenance Bond Process to be followed: a. Get Final Approval from Baldwin County and Record Final Plat b. Submit appropriate signed agreement and send draft bond document to Utility attention: Office of the City Engineer Page 251 of 406 c. City Engineer with endorsement of the Utility Superintendent will submit to the City Clerk for Council/Mayor acceptance and approval d. Applicant will have thirty (30) days to submit the executed bond – receipt of the bond will start of 2-yr warranty period e. Two (2) years minus 60 days – will trigger bond inspection by the City Utility f. If no defects are found – warranty ends at 2 years – bond is released g. If defects are found – per the terms of the agreement, they shall be satisfactorily addressed. The bond may be extended until all deficiencies are mitigated, approved and accepted by the Utility. This is a draft policy and may be revised, modified, or changed at the discretion of the City of Fairhope. Once all contingencies of this policy are fully considered and perfected, it is the intent to codify this Policy/Process into our Utility Standards. Until that time, this shall be the guiding document. RDJ Page 252 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-860 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of the Water/Wastewater Department, Daryl Morefield, has requested to procure a qualified contractor for a force main upgrade consisting of approximately 2,700 linear feet of 12-inch diameter force main along Thompson Hall Road which will extend from Windmill Road within the existing ROW to Fairhope Avenue. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: To approve the award for Bid No. 25-006 Force Main Upgrades - Thompson Hall Project for a not-to-exceed cost of $672,165.00. BACKGROUND INFORMATION: A service bid was issued on November 1, 2024, posted to the City of Fairhope’s website, and advertised with Gulf Coast Media for three (3) weeks. Three (3) responsive bids were received at the bid opening on December 3, 2024 at 2:00 p.m. The lowest received bid was from W.R. Mitchell, Contractor, Inc. This project is a force main upgrade consisting of approximately 2,700 linear feet of 12- inch diameter force main along Thompson Hall Road which will extend from Windmill Road within the existing ROW to Fairhope Avenue. The Superintendent of Water/Wastewater and the Project Engineer's recommendation is to award this bid to W.R. Mitchell, Contractor, Inc. for Six Hundred Seventy-Two Thousand One Hundred Sixty-Five Dollars ($672,165.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004020- 59500-80 WW Utility Sys Imprv $1,250,000.00 $672,165.00 $527,835.00 GRANT: N/A Page 253 of 406 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 254 of 406 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 Force Main Upgrades - Thompson Hall Project (Bid Number 25-006) for the City of Fairhope. [2] At the appointed time and place, the following bids were opened and tabulated as follows: Please see attached Bid Tabulation for (Bid Number 25-006) Force Main Upgrades – Thompson Hall Project [3] After evaluating the bid proposals with the required bid specifications, W.R. Mitchell, Contractor, Inc. is now awarded the bid for Force Main Upgrades – Thompson Hall Project for bid proposal not-to-exceed of $672,165.00. Adopted on this 19th day of December, 2024 _________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 255 of 406 kimley-horn.com 11 North Water Street, RSA Battle House Tower, Suite 9290 Mobile, AL 36602 251 263 8350 December 9, 2024 City of Fairhope Daryl Morefield Water and Wastewater Superintendent 555 S. Section Street Fairhope, AL 36532 Re: Recommendation for Award – Force Main Upgrades – Thompson Hall Project Dear Mr. Morefield: Bids were received for the referenced project on December 3, 2024. The Total Bid amounts are listed in the table below. The attached Bid Tabulation is based on received Bids provided by the City of Fairhope. Contractor Total Bid W.R. Mitchell, Contractor, Inc. $ 672,165.00 A-Long Boring, Inc. $ 718,800.00 Hemphill Construction Company Inc.. $ 913,350.00 It was noted during review of the Bids that the lowest bidder, W.R. Mitchell, Contractor, Inc., did not formally acknowledge Addendum No. 1. However, prior to the bid opening, it was confirmed via email that W.R. Mitchell, Contractor, Inc. had received the addendum. Kimley-Horn also verified with the Contractor that the addendum was factored into their bid submission. Section 00 21 14 – Instructions to Bidders, Paragraph 18.01 states that the owner reserves the right to waive all minor Bid informalities not involving price, time, or changes in the Work. Therefore, we recommend awarding the contract to W.R. Mitchell, Contractor, Inc. for $672,165.00 as the lowest responsive and responsible bidder. Please contact me at (251) 751-2527 or chuck.starling@kimley-horn.com should you have any questions or require additional information. Sincerely, Charles H. Starling, III, P.E., BCEE Project Manager Attachment: Bid Tabulation Page 256 of 406 1.01 Mobilization 1LS100,000.00$ 100,000.00$ 54,000.00$ 54,000.00$ 50,000.00$ 50,000.00$ 1.02 Erosion and Sediment Control 1LS6,000.00$ 6,000.00$ 9,000.00$ 9,000.00$ 10,000.00$ 10,000.00$ 1.03 Clearing and Grubbing 1LS1,000.00$ 1,000.00$ 12,000.00$ 12,000.00$ 7,500.00$ 7,500.00$ 1.04 Site Restoration and Grassing 1LS20,000.00$ 20,000.00$ 6,000.00$ 6,000.00$ 14,000.00$ 14,000.00$ 1.05Traffic Control1LS20,000.00$ 20,000.00$ 10,000.00$ 10,000.00$ 10,000.00$ 10,000.00$ 2.0112-inch HDPE DIPS DR 11 HDD Carrier Pipe 1,450LF200.00$ 290,000.00$ 323.00$ 468,350.00$ 170.00$ 246,500.00$ 2.0220-inch x 0.312-inch-thick Steel Casing 60LF400.00$ 24,000.00$ 1,000.00$ 60,000.00$ 335.00$ 20,100.00$ 2.0312-inch PVC C900 DR18 1,300LF100.00$ 130,000.00$ 133.00$ 172,900.00$ 95.00$ 123,500.00$ 2.0412-inch plug valve, MJ 1EA10,000.00$ 10,000.00$ 7,000.00$ 7,000.00$ 8,815.00$ 8,815.00$ 2.0510-inch Insertion valve 1EA23,000.00$ 23,000.00$ 25,000.00$ 25,000.00$ 30,500.00$ 30,500.00$ 2.06Fittings 1,200LB14.00$ 16,800.00$ 15.00$ 18,000.00$ 30.00$ 36,000.00$ 2.07Mechanical Joint Restraint 30EA200.00$ 6,000.00$ 300.00$ 9,000.00$ 740.00$ 22,200.00$ 2.0810-inch Tapping Sleeve and Valve 1EA10,000.00$ 10,000.00$ 14,000.00$ 14,000.00$ 13,000.00$ 13,000.00$ 2.0912-inch Tapping Sleeve and Valve 1EA12,000.00$ 12,000.00$ 16,000.00$ 16,000.00$ 15,000.00$ 15,000.00$ 2.1024-inch RCP Culvert Pipe Remove and Replace 20LF400.00$ 8,000.00$ 130.00$ 2,600.00$ 290.00$ 5,800.00$ 2.11Mill and Resurfacing, Roadway 100SY180.00$ 18,000.00$ 70.00$ 7,000.00$ 300.00$ 30,000.00$ 2.12Concrete Repair – Driveway 50SY120.00$ 6,000.00$ 90.00$ 4,500.00$ 175.00$ 8,750.00$ 2.13Concrete Repair – Sidewalk, Curb, etc. 100SY80.00$ 8,000.00$ 115.00$ 11,500.00$ 120.00$ 12,000.00$ 2.142-inch Air Release Valve1EA10,000.00$ 10,000.00$ 6,500.00$ 6,500.00$ 8,500.00$ 8,500.00$ TOTAL BASE BIDBID TABULATIONFairhope, AlabamaTuesday, December 3, 2024672,165.00$ 2.0 CONSTRUCTION1.0 SITE WORK AND DECOMMISSIONING718,800.00$ 913,350.00$ QUANTITY BID UNITCITY OF FAIRHOPETHOMPSON HALL FORCE MAIN UPGRADESCITY OF FAIRHOPE PROJECT NO. 242140004A-Long Boring 14832 County Road 3Fairhope, AL 36532Hemphill ConstructionP.O. Box 879Florence, MS 39073UNIT PRICE BID AMOUNTITEM DESCRIPTIONW.R. MitchellP.O. Box 180637Mobile, AL 36618UNIT PRICE BID AMOUNTUNIT PRICE BID AMOUNTPage 257 of 406 Page 258 of 406 PRF - Thompson Hall Sewer Force Main Upgrade 2 Final Audit Report 2024-11-08 Created:2024-11-08 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAAXrteEkDt72EXDxRbQ8FK9LWi2T5BKvo4 "PRF - Thompson Hall Sewer Force Main Upgrade 2" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2024-11-08 - 3:03:54 PM GMT Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2024-11-08 - 3:04:18 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2024-11-08 - 4:28:58 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2024-11-08 - 4:29:39 PM GMT - Time Source: server Agreement completed. 2024-11-08 - 4:29:39 PM GMT Page 259 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-876 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water/Wastewater is requesting to find a qualified firm to provide professional engineering services for the installation of a new lift station on Scenic Highway 98 and upgrade the lift station at the Grand Hotel in Fairhope, AL. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: To approve the selection of an engineering firm by the evaluation team for professional engineering services for the installation of a new lift station on Scenic Highway 98 and upgrade the lift station at the Grand Hotel and authorize Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. BACKGROUND INFORMATION: A Request for Qualifications was issued on October 25, 2024, posted to the City of Fairhope’s website, and advertised in Gulf Coast Media for three (3) weeks. Six (6) responsive proposals were received at the bid opening on October 21, 2024 at 2:00 p.m. The proposals were evaluated by five (5) City of Fairhope staff (see attached Evaluation Score Sheet). The recommendation by the Superintendent of Water/Wastewater and the evaluation team is to hire CDG, Inc. for this project. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004020- 59501 WW - Utility Sys Imprv TBD TBD TBD GRANT: N/A LEGAL IMPACT: Page 260 of 406 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 261 of 406 RESOLUTION NO. ________ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City Council approves the selection by the Evaluation Team for Professional Engineering Services for (RFQ PS25-004) for the Installation of a New Lift Station on Scenic Hwy 98 and Lift Station Upgrade at the Grand Hotel to CDG, Inc.; and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 19TH DAY OF DECEMBER, 2024 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 262 of 406 Page 263 of 406 Page 264 of 406 STATEMENT OF QUALIFICATIONS CITY OF FAIRHOPE, AL RFQ No. PS25-004 Professional Engineering Services: Installation of a New Lift Station on Scenic Highway 98 and Lift Station Upgrade at the Grand Hotel November 21, 2024 Page 265 of 406 1 COVER LETTER 2 FIRM PROFILE 3 FIRM EXPERIENCE 6 FIRM PROXIMITY TO AND FAMILIARITY WITH THE CITY OF FAIRHOPE 7 PROJECT TEAM 13 PROJECT APPROACH 21 REFERENCES 22 EQUAL OPPORTUNITY TABLE OF CONTENTS Page 266 of 406 CDG | 1 COVER LETTER November 21, 2024 Erin Wolfe, Purchasing Manager City of Fairhope 555 South Section Street Fairhope, AL 36532 Re: RFQ No. PS25-004 Professional Engineering Services Installation of a New Lift Station on Scenic Hwy 98 And Lift Station Upgrade at the Grand Hotel Dear Ms. Wolfe, In response to the City of Fairhope’s need for professional engineering services associated with the installation of a new lift station on Scenic Highway 98 and upgrades to the lift station at the Grand Hotel, CDG presents the enclosed statement to illustrate our firm’s qualifications. CDG’s team is excited for the opportunity to demonstrate our abilities and commitment to Fairhope. As a regional engineering consulting firm with decades of experience in utility infrastructure, CDG has the team, resources and expertise necessary to ensure that Fairhope receives the services necessary to bring significant and lasting value to its customers. CDG will be partnering with Jackson, Renfro & Associates, Inc. and Johnson & Associates Engineering for the duration of the project. CDG has partnered with the proposed subconsultants on previous endeavors, and all participating firms are operating cohesively on a legally sound basis. CDG understands the importance of having quality service nearby and on- demand and is committed to prioritizing the City throughout each phase of the project. The project team is available to meet or speak with project stakeholders at any time to review project details, provide insight, and discuss opportunities to accomplish your vision for your community. We are dedicated to ensuring that the City is supported throughout each endeavor. Thank you for the opportunity to work with the City of Fairhope. If you have any questions or need clarification on any items, please do not hesitate to contact me. Sincerely, CDG, Inc. Randy Spence, PE Utility Practice Leader Page 267 of 406 CDG | 2 SOLUTIONS DESIGNED AROUND THOSE WE SERVE CDGE.COM • CONTACTUS@CDGE.COM • (334) 222-9431 PRINCIPAL CONTACTS IN-HOUSE SERVICES CONSTRUCTION ENGINEERING UST SERVICES GEOTECHNICAL DESIGN SOLID WASTE FIELD & LAB SERVICES WATER & WASTEWATER ENGINEERING CIVIL DESIGN & SITE DEVELOPMENT TRANSPORTATION UTILITY ENGINEERING ENVIRONMENTAL CONSULTING GIS & UTILITY MAPPING FUNDING PROCUREMENT & ADMINISTRATION »Andalusia, AL »Asheville, NC »Auburn, AL »Birmingham, AL »Charlotte, NC »Dothan, AL »Gadsden, AL »Huntsville, AL »Knoxville, TN FIRM OVERVIEW CDG, Inc. is an engineering firm dedicated to delivering innovative, client-centered solutions. Since 1946, we have served as a trusted partner across the Southeast, supporting public entities, private enterprises, and the petroleum industry in navigating new opportunities and regulatory changes. With decades of experience and a strong network of relationships, we offer more than engineering—we deliver effective, economical, and sustainable solutions that drive project success from start to finish. OFFICES, PERSONNEL AND RESOURCES CDG maintains a staff of 200 professional, technical and administrative personnel across nine southeastern offices to support our clients in any capacity. Our ability to employ in-house resources allows us to move projects forward on schedule and within budget. OFFICE LOCATIONS JEFFREY A. HARRISON, PE CDG, Inc. 100 N. Gay Street, Suite 350 Auburn, AL 36830 (334) 466-9431 jeff.harrison@cdge.com ALEX LESLIE, PE CDG, Inc. 700 Southgate Drive, Suite A Pelham, AL 35124 (205) 403-2600 alex.leslie@cdge.com PHIL BLACK, PE Jackson, Renfro & Associates 31 Inverness Center Parkway, Suite 300 Birmingham, AL 35242 (205) 995-1078 phil@jraee.com BRADLEY JOHNSON, PE Johnson & Associates Engineering 200 Grove Park Lane, Suite 820 Dothan, AL 36305 (334) 671-4783 bjohnson@ja-eng.com Page 268 of 406 CDG | 3 FIRM EXPERIENCE PROVIDING SUSTAINABLE AND EFFICIENT SOLUTIONS FOR MORE THAN SEVEN DECADES For over 75 years, CDG has partnered with numerous public utility clients, including local clients such as the Utilities Board of the City of Bayou La Batre, to successfully deliver utility infrastructure projects that build and strengthen communities. Our expertise enables us to design sustainable, efficient, and cost-effective solutions that help communities flourish. Meeting the needs of our clients and the communities they serve is at the heart of everything we do. CDG is a trusted partner to municipalities across the Southeast, providing sustainable, efficient, and cost-effective solutions that drive community and economic growth. At every phase, our commitment to client needs remains our top priority. With a full range of in-house services—spanning utility engineering, civil/site development, surveying, geotechnical engineering, environmental consulting, and construction engineering and inspection—we efficiently keep projects on track and within budget. The following projects showcase our experience and expertise. FIRM PUBLIC UTILITY EXPERIENCE THE FOLLOWING LISTING HIGHLIGHTS CDG’S EXPERIENCE WITH PUBLIC UTILITY CLIENTS WITHIN THE LAST 10 YEARS CDG | 3 »Bayou La Batre Utility Authority »Huntsville Utilities »Madison Utilities »Scottsboro Water, Sewer, Gas Board »Gadsden Water Works and Sewer Board »City of Tallassee, AL »City of Taylor, AL »City of Troy, AL »City of Ashford, AL »City of Panama City, FL »Hartselle Utilities »Blount County Water Authority »Walnut Hill Water Authority »Blountsville Utilities Board »Southside Water Works and Sewer Board »Attalla Water Works Board »Cullman County Water »Albertville Municipal Utilities Board »Utilities Board of the City of Andalusia »Demopolis Water Works and Sewer Board Page 269 of 406 CDG | 4 FIRM EXPERIENCE FIRM HIGHLIGHTED EXPERIENCE WITH PUBLIC UTILITIES LANEY LIFT STATION UPGRADES CITY OF TALLASSEE, AL TALLASSEE, AL The City of Tallassee selected CDG, Inc. to provide design, bid and construction-phase services for the rehabilitation of Laney Lift Station. The Laney Lift Station is a regional lift station for the City that collects sewer from both sides of the Tallapoosa River and pumps the sewer flow directly to the wastewater treatment lagoons. The original station was built in 1967 and consisted of a wet/dry pit wet well with vertical dry pumps. The vertical dry pumps were housed in a brick building that set atop the dry pit portion of the lift station. Since its construction, the City has grown in sewer customers both residential and commercial. The City now collects leachate from neighboring landfills and receives septage dumps from the Macon rest stop on I-85 and local private septic haulers. Given the increase in the flow and the age of the station, CDG, Inc. recommended a complete rehabilitation of the lift station. The rehabilitation included the removal of the existing dry pit pumps, demolition of the brick building and the conversion of the dry pit into a wet well thereby increasing the wet well storage by 200%. To meet the varying flow demands in the lift station, CDG, Inc. designed a three pump submersible pumping system with an exposed effluent discharge header system adjacent to the lift station. The three pumps were equally sized to meet the low, average and peak demands of the City’s system through parallel pumping. Each pump was capable of 1,200 GPM individually with a peak capacity of approximately 2,600 GPM with all three pumps in operation. To aid in the maintenance of the new lift station, a pump removal system consisting of a steel frame and electric hoist was included as part of the rehabilitation. The system is meeting the City’s demand while providing a safe working environment for the City’s staff. CULLMAN LIFT STATION CITY OF CULLMAN, AL CULLMAN, AL As growth surged along the I-65 corridor near the Highway 157 interchange in Cullman, the City’s sanitary sewer system and lift stations neared their capacity limits, sparking the need for a proactive solution. In response, the City secured an ADEM State Revolving Fund loan to embark on a transformative infrastructure project and selected CDG to provide professional services for the initiative. The project involved building a new, advanced regional lift station, decommissioning two older stations, expanding the sewer collection network, and rehabilitating a key 12-inch interceptor gravity main. By implementing these upgrades, Cullman has significantly reduced operational costs, minimized unnecessary groundwater pumping, and enhanced pumping capacity within the basin. These improvements ensure the city is well-prepared to support the area’s ongoing growth, creating a sustainable foundation for the community’s future. AIRPORT ROAD LIFT STATION GADSDEN WATER WORKS AND SEWER BOARD GADSDEN, AL The Gadsden Water Works and Sewer Board (GWWSB) was in need of a project focused on expanding sewer service capacity to Airport Road and surrounding industrial areas. These areas are located around and near the airport where property is widely available and relatively flat, making them a prime target for development. To ensure that the collection system for the area has sufficient capacity for current and future conditions, the GWWSB would like to upgrade and replace specific infrastructure. The infrastructure proposed for upgrade or replacement in order of direction of flow are the Airport A lift station and associated force main, the Brooke Avenue lift station, and the wastewater treatment plant headworks. Periods of heavy rain are contributing to sanitary sewer overflows. This project was critical to mitigating existing sewer capacity issues and for the economic and industrial growth. Page 270 of 406 CDG | 5 FIRM EXPERIENCE BROOKWOOD SEWER LIFT STATION HARTSELLE UTILITIES HARTSELLE, AL CDG designed a new 1 MGD capacity lift station on an adjacent site to replace the existing Brookwood lift station, which had inadequate capacity during wet-weather events. HU had to rely on trailer-mounted back-up pump for supplemental capacity to prevent overflow. The existing site was also subject to flooding. The new station is sized to handle large wet-weather flows with only a single pump running and has the ability for capacity addition in the future through simple pump replacement. A permanently mounted, natural gas fired back-up pump is included to provide continued conveyance during a power outage or pump failure. The new station incorporates extensive remote monitoring and data logging capabilities. GEORGE WALLACE LIFT STATION IMPROVEMENTS ALBERTVILLE MUNICIPAL UTILITIES BOARD ALBERTVILLE, AL Increasing repair needs associated with aging lift stations and collection system infrastructure drove the Municipal Utilities Board (MUB) to undertake a program of facility replacement and where feasible, consolidation to realize efficiencies. CDG was selected to develop an upgrade and replacement plan for the northern portion of MUB’s service area. The CDG plan contemplated re-configuration of various interceptor sewers and resulted in the replacement of five aging and inefficient lift stations with two new, state of the art, and energy-efficient stations. Development of the plan included quantification of current dry and wet-weather flows, estimation of future capacity needs to support residential and industrial growth, and evaluation of force main routing to minimize long-term energy consumption. The project included construction of a new 5 MGD (expandable to 8 MGD) lift station with back-up power and odor control facilities, a new 0.5 MGD station, over 14,000 feet of 24-inch force main, and relocation and re-configuration of 2,300 feet of various interceptor sewers ranging in size from 12-inch to 30-inch. PROJECT MANAGER PUBLIC UTILITY EXPERIENCE THE FOLLOWING LISTING HIGHLIGHTS THE PROJECT MANAGER’S EXPERIENCE WITH PUBLIC UTILITY CLIENTS WITHIN THE LAST 10 YEARS »Mobile Area Water and Sewer System, AL »City of Diamondhead, MS »City of Baton Rouge, LA »New Smyrna Beach Utilities, FL »City of Tuscaloosa, AL »Huntsville Utilities »Madison County Water Department, AL »Jefferson County Environmental Services Department, AL »Birmingham Water Works, AL »City of Atlanta Department of Watershed Management, GA »Starkville Utilities, MS Page 271 of 406 CDG | 6 FIRM PROXIMITY TO AND FAMILIARITY WITH THE CITY OF FAIRHOPE CDG: A TRUSTED PARTNER FOR FAIRHOPE’S SUSTAINABLE GROWTH AND DEVELOPMENT CDG’s proximity and extensive experience with cities across Alabama make us well-suited to support Fairhope in achieving its goals for sustainable growth and responsive community development. With six Alabama-based offices, including the firm’s headquarters in Andalusia, our team is positioned for efficient and effective operations within Fairhope. CDG’s project team integrates seamlessly with the City’s own staff to provide crucial services such as project management, construction oversight, and utility coordination. Our shared commitment to excellence aligns with Fairhope’s vision of maintaining a high quality of life for residents while embracing growth and innovation. For over 75 years, CDG has worked with mid-sized municipalities and water systems similar to Fairhope, understanding that each community has distinct needs and priorities. CDG’s approach includes clear and consistent communication with residents, addressing common questions on topics like construction, rights-of-way, and utilities. By focusing on educating and engaging the community, CDG helps ensure that each project not only meets technical requirements but also reflects the values and expectations of Fairhope’s residents. CDG FIRM HEADQUARTERS »11 W Court Square, Andalusia, AL 36420 CDG ALABAMA FIRM OFFICES & KEY PERSONNEL »11 W Court Square, Andalusia, AL 36420: QCI Manager »100 N Gay Street, Suite 350, Auburn, AL 36830: Principal Engineer, Environmental Engineer »1962 W Main Street, Dothan, AL 36301: Geotechnical Engineer, Project Engineer »224 Broad Street, Suite 201, Gadsden, AL 35901: Surveyor »6767 Old Madison Pike, Suite 400, Huntsville, AL 35806: QA/QC Manager »700 Southgate Drive, Suite A, Pelham, AL 35124: Project Manager CDG | 6Page 272 of 406 CDG | 7 PROJECT TEAM ALEX LESLIE, PE Project Manager PE AL 37124 PROFESSIONAL SUMMARY Alex Leslie, a seasoned professional engineer with 13 years of experience, will lead the project team. Alex has an extensive background in designing, permitting, and managing complex water and wastewater projects throughout the Southeast. His expertise and proven track record in successful project delivery make him exceptionally qualified to guide the team. PROJECT EXPERIENCE »Diamondhead WWTP Effluent Lift Station »Pensacola Beach Stormwater Lift Station »Springville Main Sewer Lift Station »Lewisburg Lift Stations #1 & #2 Improvements »Pinewood, Woods Trace, & Oak Grove Lift Station Improvements »Birmingham NS#57 Lift Station Elimination »Valley Drive Lift Station Upgrade Analysis & Design »Tuscaloosa, Cary, New Smyrna Beach, Atlanta & Wilson Pumping Station Evaluations SERVICE EXPERIENCE »Wastewater collection & lift station design »Wastewater lift station & collection system assessment »Water distribution system design & assessment »Hydraulic modeling »Project permitting & construction management »Biosolids management CDG | 7 UTILIZE A SKILLED TEAM WITH MANY YEARS OF EXPERIENCE Relying upon the collective experience of CDG’s professional, technical and administrative staff allows for key personnel with specialized skill sets to be added to project teams as needed. The following project personnel are readily available to servce the City and were selected based on their qualifications and relevant experience. Page 273 of 406 CDG | 8 PROJECT TEAM JEFFREY A. HARRISON, PE Principal Engineer PE AL 21579 PROFESSIONAL SUMMARY Jeff Harrison has 31 years of experience in conceptual planning, project management, technical design and construction management and administration. His design expertise includes the planning, modeling, design, evaluation, construction and rehabilitation of both water and wastewater infrastructure. PROJECT EXPERIENCE »Southside Lift Station Rehabilitation »Tallassee Laney Lift Station Upgrade »Cullman Regional Lift Station Improvement »Madison Keene Booster Station »Bayou La Batre Lift Station Rehabilitation SERVICE EXPERIENCE »Client management »Masterplanning for utility growth »Wastewater – collection, pumping and treatment »Wastewater interceptor, collection and treatment system »Regulatory compliance »Alternative analysis CLAY MCKEE, PE QA/QC Manager PE AL 25758 PROFESSIONAL SUMMARY Clay McKee has managed utility infrastructure projects for 26 years. McKee manages all aspects of project planning and implementation from long-range planning and funding, through detailed design, acquisition, bidding and construction. McKee maintains significant expertise in analyzing and consulting on complex hydraulic conditions. PROJECT EXPERIENCE »Madison Keene Booster Station »Owens Drive Booster Pump Station »Guntersville Eagle Nest Irrigation System »Demopolis Wastewater Treatment Plant Expansion »Malone WWTP & Sprayfield Irrigation Disposal »Gadsden Agricola Stormwater Pumping Station »Eufaula Lakepoint State Park Water & Sewer Rehabilitation »Clanton Raw Water Pumping Station Upgrade & Renovation SERVICE EXPERIENCE »Development of standardized QA/ QC procedures and standardized calculation tools »System operational troubleshooting »Water treatment, storage, transmission & distribution »Wastewater treatment & conveyance »Hydraulic modeling Page 274 of 406 CDG | 9 PROJECT TEAM DANNER DRAKE, PE Geotechnical Engineer PE AL 22710 PROFESSIONAL SUMMARY Danner Drake has 29 years of geotechnical engineering and construction materials testing experience and has successfully completed projects throughout the southeastern United States. Drake specializes in providing cost-effect design alternatives and quality assurance testing services from the conception of a project through the successful completion of construction. PROJECT EXPERIENCE »Jefferson County Village Creek Wastewater Treatment Plant »Southside Well, Tank and Pumps »Opp Pump House Distress Evaluation »Ashford Lift Station »Alabama Aviation Center of Ozark »Albertville Airport Industrial Access »Southeast Alabama Regional Airport Hangar »Low Army Heliport Parking Apron Expansion SERVICE EXPERIENCE »Soil stress analysis and settlement predictions »Stabilization of soft and expansive soils »Distress evaluations »Rigid and flexible pavements »CDG construction materials testing lab oversight PROFESSIONAL SUMMARY Eric Sanderson has 31 years of experience in the environmental consulting industry. He serves as an environmental lead providing a breath of knowledge on consulting and management. Previously working at ADEM, Eric served as the Solid Waste Branch Chief of the Land Division and as the Industrial Section Chief of Water. He developed and implemented environmental laws, regulations and permitting, compliance and enforcement procedures. SERVICE EXPERIENCE »Compliance and enforcement assistance »Solid waste permitting assistance »Due diligence »Local host government approval »Expert testimony »Regulatory assistance ERIC SANDERSON, PE Environmental Engineer PE AL 23790 PROJECT EXPERIENCE »Franklin County Land Management - Solid waste permit modifications »Scottsboro Landfill - Local host government approval application »Blount Landfill - Solid waste permit modifications and scrap tire renewal application »City of Huntsville Landfill - Solid waste permit modifications, CQA, and waste characterization study »Evergreen Environmental Partners - Volume capacity analysis and financial assurance report »EcoSouth Services of Mobile, LLC - Solid waste permit modifications, CQA Page 275 of 406 CDG | 10 PROJECT TEAM TYLER LAWRENCE, PE Project Engineer PE AL 54828 PROFESSIONAL SUMMARY Tyler Lawrence is a project engineer and has been working on geotechnical and CE&I projects for nearly five years. His experience includes infrastructure construction and improvement projects in water, utility, solid waste, transportation and site development. PROJECT EXPERIENCE »Panama City Lift Stations »Kinsey Wastwater Treatment Plant and Collection System »Malone Sewer and Wastewater Treatment Plant Improvements »Tallassee Wastewater Treatment Plant and Sewer Improvements »Troy Big Creek Wastewater Treatment Plant »Taylor Wastewater Treatment Plant »Troy Walnut Creek Wastewater Treatment Plant Lead Remediation Upgrade »Marianna Wastewater Treatment Plant Improvements SERVICE EXPERIENCE »Construction and field observation »Weekly and monthly progress reports »Geotechnical analysis and reports »Rebar and proof-rolling inspections »Editing and proofreading technical specs »Soil and materials testing PROFESSIONAL SUMMARY Jared Lowe is a licensed professional with 12 years of experience in both land surveying and civil engineering design. Along with having degrees in geomatics and civil engineering, Lowe currently holds a Professional Land Surveyor license and Professional Engineer license. His experience coordinating survey activities, reviewing field work and advising on legal issues relating to properties make him a critical part of the project team. SERVICE EXPERIENCE »Aerial mapping/photogrammetry »Geographic information system »Right of way acquisitions »Boundary and topographic surveys »Construction staking »Subdivision »American Land Title Association surveys JARED LOWE, PE, PLS Surveyor PE AL 50696 PLS AL 33950 PROJECT EXPERIENCE »Gadsden Mall Site Improvements »Oak Mountain State Park Renovations »Cullman Streetscape »Sharon Johnston State Park »Little River Park »Rickwood Caverns State Park »Gadsden Riverfront Commercial Development »Boaz Zoning Maps Page 276 of 406 CDG | 11 PROJECT TEAM SCOTT HENDERSON Project Designer PROFESSIONAL SUMMARY Scott Henderson has 35 years of experience in project design and conceptual layouts. His design experience includes municipal water and sewer projects,and storm sewer hydraulics as well as coordination with various regulatory agencies (e.g. ADEM, U.S. Army Corps of Engineers, ALDOT, GDOT) to achieve project completion. PROJECT EXPERIENCE »Laney Lift Station Upgrade »Glencoe Water & Sewer Board Lagoon Upgrade »CWSRF South Basin Sanitary Sewer Rehabilitation »Napier Field CDBG Sewer Project »Jemison CDBG Sanitary Sewer Improvements »Southside Wastewater Treatment Plant »Hartselle Street & Drainage Improvements »Whatley Drive Drainage Improvements SERVICE EXPERIENCE »Wastewater lift stations and force mains »Wastewater treatment facilities »Water booster stations »Water storage tanks & supply wells »Water transmission systems »Flow meter installation & calibration PROFESSIONAL SUMMARY Rob Foreman has 15 years of successful experience conducting field operations and construction management of multi-million-dollar civil contracting phases for site development, infrastructure, environmental and industrial projects. He also manages field crews during site construction phases while maintaining project performance, requirements and specifications. SERVICE EXPERIENCE »Supervises field crews »Operates heavy equipment »Oversees project production, budget and schedule »Coordinates between field operations and design teams »Prepares weekly and monthly progress reports ROB FOREMAN, QCI QCI Manager PROJECT EXPERIENCE »Rolin Hills Lift Station Rehabilitation »Laney Lift Station Upgrade »WHWA 2019 CDBG Water Main Improvements »MUB - Water Relocation at Drum Creek »Canoe Water Systems Improvements »CCWA Filter Rehab - CEI »Elba Sewer Improvements Page 277 of 406 CDG | 12 PROJECT TEAM PHIL BLACK, PE Electrical Engineer PE AL 27420 PROFESSIONAL SUMMARY Mr. Black is a Senior Principal that has been with Jackson, Renfro & Associates since 1998, specializing in water and wastewater design, and providing planning, evaluation, design and construction review for municipal, industrial, institutional and commercial projects. PROJECT EXPERIENCE »Scottsboro Booster Pump Station & PRV »Green Pond Booster Pump Station »Guntersville Booster Pump Station »Buhl Boyd Rd & Crawford Rd Booster Pump Station »Rainbow City Hwy 77 Booster Pump Station »CCWA Fayette Booster Pump Station »Alabaster Hwy 264 Booster Pump Station »Alabaster Hwy 12 Booster Pump Station SERVICE EXPERIENCE »Electrical engineering »Project planning, evaluation, design and construction »Water and wastewater design PROFESSIONAL SUMMARY Mr. Johnson’s position on the project team as structural engineer will greatly benefit the design team, as he understands the importance of the overall function of the structure. Mr. Johnson will work closely with the team members during the preliminary design and layout to design a structure that is functional as well as structurally sound. SERVICE EXPERIENCE »Structural design »Shallow foundation systems »Deep foundation systems »High wind zone design »Evaluation/analysis of existing structures »Construction administration »Special inspections BRADLEY JOHNSON, PE Structural Engineer PE AL 21832 PROJECT EXPERIENCE »Calhoun County Water Authority Fields Water Treatment Facility »Southside Well, Tank and High Service Pumps »Bayou La Batre Shine Road Well Iron Treatment Facility »Tallassee Laney Lift Station Renovations Page 278 of 406 CDG | 13 PROJECT APPROACH PROJECT UNDERSTANDING The Grand Hotel Lift Station project includes the installation of a new lift station on Scenic Highway 98, approximately 1000 linear feet (LF) south of the Grand Hotel, and an upgrade to the existing lift station at the Grand Hotel. Multiple force mains will be rerouted to the new lift station on Scenic Highway 98. The existing lift station at the Grand Hotel will be rehabilitated to accommodate the new flow into the station. The new lift station on Scenic Highway 98 is slated to receive flow from three lift stations and one grinder station. The new lift station is anticipated to have above-ground discharge valves and piping with stainless steel or ductile iron pipe, pending cost and durability analysis. SCOPE OF SERVICES A successful project begins with a clear roadmap for completion. The CDG team relies upon extensive project experience and an understanding of the City’s requirements to develop a detailed project approach that will create a project that will serve the City for years. The team’s use of thorough quality assurance and quality control (QA/QC) measures complements the proposed project approach. As proposed, the Project will be completed utilizing the tasks outlined below. CDG | 13Page 279 of 406 CDG | 14 PROJECT MANAGEMENT Project management efforts initiated at the start of the Project and carried throughout its duration will help guide and ensure that the result of all efforts meets the City’s needs and stakeholder input is adequately addressed. KICK OFF MEETING The Project Manager and associated project team members will meet with City staff to review the Project, visit the sites, outline key elements, identify areas of concern or potential optimization, and discuss the project plan. This meeting will initiate the Project’s start and establish project communications. DEVELOP PROJECT GOALS Project goals will be defined through collaboration among the City, other stakeholders, and the project team as the Project develops. The Project goals will be reviewed and analyzed at every step to ensure compliance with each individual goal and the overall Project intent. PROJECT MANAGEMENT Based on the input of the City and CDG’s knowledge of this type of Project, key project milestones will be identified. Initial milestones are defined to include: »Project Kickoff »Completion of Field Investigations »Development of Feasible Project Alternatives for Consideration »Milestone Design Completion and Review (Schematic / 50% / 90% / 100%) »Advertisement for Bid »Bid Opening »Notice to Proceed »Substantial Completion »Project Acceptance Milestone scheduling will be incorporated into the final, detailed project schedule and monitored throughout the Project’s duration. Certain milestones will trigger the need for special meetings to discuss progress and review project documentation. MILESTONE MEETINGS Project milestone meetings are conducted to outline progress to date and present a road map for the future. Documents for discussion are submitted to City staff prior to each meeting to familiarize themselves with discussion items. DEVELOP & MAINTAIN THE PROJECT SCHEDULE An aggressive, realistic and detailed project schedule will be developed to outline the expected duration of each critical project task. The schedule will be maintained and updated as the Project progresses. Revised schedules will be shared to indicate progress and identify the current and future project status. WEEKLY PROGRESS REPORTS Weekly progress reports will be submitted electronically to the City to outline progress to date, weekly tasks to be accomplished, tasks accomplished the prior week, requests for information, and any additional issues. QUALITY ASSURANCE AND CONTROL Quality assurance and control (QA/QC) measures will be implemented throughout every process stage. The first level of quality control takes place within each specific discipline group. Technical leaders of each group review their staff’s work and ensure the work is correct and complete. These reviews occur informally on a weekly and sometimes daily basis. Formal reviews are completed on deliverables at project milestones and comments are shared with all project team members. Discussions are held as needed. Following the discipline-specific reviews, the QA/ QC Team completes quality assurance reviews of the materials. This step lends a fresh view of the material and allows a big-picture view to review the project documents. A diverse team will be used in the review processes. CDG’s facility operators will be included in wastewater treatment to provide an operational perspective. Information developed during these reviews is shared in group meetings with the entire project team. All materials are passed through the quality control measures before City submission. PROJECT APPROACH Page 280 of 406 CDG | 15 PHASE 1.0 SCHEMATIC DESIGN The schematic design will utilize all collected data to develop engineering plans and outline primary project components. Schematic documents, including engineering plans, will be compiled. Hydraulic and other calculations will be assembled to define requirements and system performance. The documents will outline project locations, existing conditions, proposed improvements, required modifications, and construction plans, specifications, and details. The Schematic Design phase is anticipated to be completed through the following tasks. TASK 1.1 GATHER EXISTING DATA AND ESTABLISH BASIC DESIGN CRITERIA The CDG Team will submit a formal request for information to obtain data that may be available from the City’s resources. Data requested may include GIS and/or CAD-based information relating to the existing sewers, previous documentation, inspection data, and other relevant information. TASK 1.2 ENGINEERING FIELD INVESTIGATIONS Field activities will be conducted at the initiation of the Project to gather a complete set of current data related to the lift station. Project team members will visit the lift station sites and force main corridor for additional familiarization, note any conditions that could impact construction, evaluate suitable access to the construction area, and identify where special construction methods might be advantageous. Field notes and notable findings from this will be kept, and any subsequent reconnaissance efforts will be communicated to the City. Field data will be combined with any available existing as-built data to create a comprehensive data set that will be used later in the design. TASK 1.3 REGULATORY REVIEW / PERMITTING Records related to local, state, and national regulatory permitting, enforcement, and general communications will be reviewed. Required permits and documentation of any regulatory concerns will be outlined so that these issues may be addressed as relevant in the planning document. This task will outline any regulatory concerns or potential problems that need to be addressed within planning documents. TASK 1.4 FIELD SURVEY Survey work will be conducted to determine key elements of the existing facilities, the surrounding area, and the force main alignments. Research will be performed to gather descriptions of property, easements, and rights-of-way (ROW) at the lift station sites and along the force main alignment. This data will be coordinated with the City so that all meaningful data that may be useful in examining primary and alternate designs is gathered at a reasonable level of detail. A field survey crew will be mobilized to gather data at the facility. This will include layout and elevation data of existing site conditions, features, and above- and below-ground infrastructure. The crew will use GPS and traditional survey methods to complete the work. A design engineer will be on-site at points throughout the completion of the survey task to ensure that all needed data is gathered and to observe the facility’s operation in various scenarios. Survey data will be drafted for use in developing the design documents. Plans and sections will be developed and compared to as-built data where appropriate. PROJECT APPROACH Page 281 of 406 CDG | 16 TASK 1.5 GEOTECHNICAL With offices in Dothan and Andalusia, CDG provides local, expert geotechnical services for utility infrastructure projects across South Alabama, including the Baldwin and Mobile County area. Our extensive experience with water and wastewater projects for communities and authorities such as the Utilities Board for the City of Bayou La Batre, Summerdale, Baldwin County Sewer and the Poarch Creek Indians Utility Authority ensures a thorough understanding of local conditions. CDG will employ its in-house drilling and sampling capabilities to determine the unique subsurface conditions at the project site. Our AASHTO and CCRL-accredited Testing Laboratory upholds strict quality standards, with certified technicians ensuring reliable service for complex projects. And with six Registered Engineers and more than 100 years of combined experience, our Geotechnical staff will analyze the site-specific conditions and design cost-effective, tailored foundation and earthwork solutions that bring lasting value to the City and its residents. TASK 1.6 ENVIRONMENTAL AND CULTURAL RESOURCE INVESTIGATIONS Qualified personnel will conduct surveys to identify Waters of the United States (WOTUS) throughout the project area. Data will be collected using GPS technology and compiled into a comprehensive report. If required, this data can be used to support permitting under Section 404 of the Clean Water Act (CWA) through the U.S. Army Corps of Engineers (Corps). If needed, CDG will perform a Phase I Environmental Site Assessment (PESA) to provide a professional opinion based upon evidence as to the potential usage, storage, handling, or disposal of materials within the property that may be hazardous or cause violations of state and federal laws, rules, or regulations. Phase I ESA will include a historical background study of the site, a review of available environmental reports regarding the site, a regulatory data base review, a physical reconnaissance of the site and vicinity, and the preparation of a Phase I ESA report. If needed, a habitat assessment for threatened and endangered species will also be carried out to determine the potential presence of such species in the area. The data gathered from this assessment can be used to seek concurrence from the U.S. Fish and Wildlife Service (USFWS), though species- specific surveys are not included in this process. If needed, CDG will coordinate a Phase I Cultural Resources Survey to fulfill the requirements of Section 106 of the National Historic Preservation Act (NHPA). A concurrence request will be submitted to the Alabama Historical Commission (AHC) for review and approval. Should additional studies be necessary to meet federal, state, and local requirements, CDG will provide services to secure necessary permits. TASK 1.7 DEVELOPMENT AND ANALYSIS OF ALTERNATIVES A pool of potential alternatives that meet the needs of the Project will be developed based on field and data investigations, a review of existing infrastructure, and the City’s input. Once developed, the potential alternatives that best meet the Project’s goals will be further detailed as feasible alternatives. Schematic plans will be developed with concept-level opinions of cost for each alternative. Utilizing the developed alternatives, an alternatives analysis will be completed and summarized in a Technical Memorandum. This Technical Memorandum will summarize the alternatives considered and outline the benefits and limitations of each option. General criteria under which each alternative will be analyzed will include ease of construction, easement requirements, sustainability/longevity, capital cost, long-term cost, ease of maintenance, operational flexibility, and other attributes important to the City. A weighted alternatives analysis matrix will be completed and contained within the Technical Memorandum to quantify or “score” each alternative. PROJECT APPROACH Page 282 of 406 CDG | 17 TASK 1.8 SCHEMATIC DESIGN A schematic design will be completed to further details developed in the alternatives analysis. Plan sheets will be developed to outline infrastructure locations and general configurations. A summary will be provided to outline permitting requirements and other special requirements. A preliminary design report and cost estimate will accompany the layout plan and present the following: »Summary of design criteria; »Alternative layouts and configurations considered, along with capacity and system performance based on hydraulic modeling; »Identification of permitting needs and any needed easements; »Description of areas where special construction methods may be advantageous; »Project schedule; and »Opinion of probable cost for the selected alternatives. PHASE 2.0 DETAILED DESIGN & CONSTRUCTION DOCUMENTS Construction documents will be developed based on efforts completed during the schematic design efforts. The Design Development phase will solidify project details, further refine budget costs, allow adequate opportunities for City input, and result in a set of documents suitable for competitive bidding by qualified general contractors. This phase will be completed through the following tasks. TASK 2.1 DETAILED DESIGN PLANS Once the selected alternative design has been identified, the construction plans for the proposed Project will be prepared. The proposed station site layouts and force main alignments will be drawn utilizing the field survey data gathered. Drawings utilizing an appropriate scale will be created for use in construction. Pertinent above-ground features, such as existing structures or attributes, both those to be removed and those remaining, will be identified. Detail and note sheets will be included to establish additional project requirements. All design plans will be shared with the City as desired. TASK 2.2 DETAILED DESIGN SPECIFICATIONS The specifications will present general provisions, special project requirements, design points, warranty requirements, and technical documentation establishing the type and quality of materials and equipment, pertinent tests, and guarantees to be met. These will include all information necessary to ensure competitive bids for the Project. Bidding documents will also be compiled. The bidding documents will consist of the bid advertisement, instructions for bidders, bid forms, bonds, and any forms required by the funding source and contract forms. All specifications and related documents will be prepared per the Construction Standards Institute (CSI) format. TASK 2.3 CONSTRUCTABILITY REVIEW Following the development of the Detailed Design documents, CDG and the City will review the design to identify any significant constructability issues that could impact the Project. Comments generated from this review will be incorporated into the subsequent documents. TASK 2.4 CONSTRUCTION COST ESTIMATES At set design points and as desired by the City, construction cost estimates will be developed and presented to the City for review. Once the City has approved the final plans and specifications, the final probable construction cost estimate will be provided. PROJECT APPROACH Page 283 of 406 CDG | 18 TASK 2.5 AS-NEEDED EASEMENT ACQUISITION ASSISTANCE If any easements are needed, necessary land surveying will be performed, and associated legal descriptions will be developed. Additionally, other assistance associated with acquisition of easements, such as appraisals, title searches, and negotiations with landowners would be undertaken. TASK 2.6 CLIENT REVIEW MEETING/APPROVAL Following each submission of the Design Documents, a review meeting will be held. Comments from these meetings will be incorporated into the subsequent submission through Final Construction Documents. TASK 2.7 FINAL CONSTRUCTION DOCUMENTS The Final Construction Documents will incorporate all subsequent changes to drawings and specifications and address all materials, construction, and bidding requirements for successful project completion. PHASE 3.0 BIDDING & CONSTRUCTION PHASE SERVICES The Construction Administration and Inspection Phase shall generally include assisting the City in bidding the Project, administering the construction contract, and providing resident construction inspections until the physical construction of the Project is completed. CDG will act as a representative of the City throughout the duration of the construction contract as desired. TASK 3.1 BID ADVERTISEMENT CDG will assist the City in advertising for and obtaining bids. This will include issuing the advertisement for bids to local contractors and other entities outlined by the City. The advertisement will be in accordance with the standards set forth by all funding agencies. A record of plan holders will be maintained. Contract documents will be made available for public viewing from CDG’s offices. Bid documents will be made available for sale to all interested parties. TASK 3.2 RESPOND TO QUESTIONS FROM BIDDERS Questions from contractors and suppliers will be received, logged, and responded to during the bid period. If necessary, CDG will evaluate and determine the acceptability of “or equal” material(s) submitted by prospective bidders. TASK 3.3 ISSUE ADDENDA AS REQUIRED If a clarification of the plans or specifications is needed, all plan holders will be notified by binding addendum to clarify, correct, or amend the bidding documents. Necessary addenda will be prepared and submitted to the City for approval before distribution to plan holders. TASK 3.4 BID OPENING The project manager will attend and conduct the bid opening. All bids will be checked for accuracy, and a certified bid tabulation will be prepared. The apparent low bidder will be identified, and references checked. The validity of bonds will be checked to verify that the bonding company is properly registered in the State of Alabama. Each qualified bid will be evaluated. A written recommendation for contract award will be issued. PROJECT APPROACH Page 284 of 406 CDG | 19 PHASE 4.0 CONSTRUCTION INSPECTION AND ADMINISTRATION The construction inspection and administration phase has been developed to provide all necessary elements to move the project through successful construction. Within this phase, CDG will assist the City through construction administration of the construction contract by providing resident construction inspection through the completion of the project’s physical construction. CDG will act as a City representative as desired by the City throughout the duration of the construction contract. Primary construction phase services will include the following tasks. TASK 4.1 CONSTRUCTION CONTRACT ADMINISTRATION Upon the successful awarding of the bid, the Contractor will prepare the final contract documents for execution and then submit them to the City for final review and execution to create a binding document. TASK 4.2 PRE-CONSTRUCTION CONFERENCE In coordination with the City, a Pre-Construction Conference will be conducted before work commences on the Project. CDG will schedule, attend, and conduct the conference. The conference will establish a working understanding among all parties involved and discuss the Contractor’s schedule. Procedures for handling shop drawings and processing payment applications, along with other items and responsibilities, will also be addressed. Minutes from the meeting will be kept and distributed to all parties in attendance. TASK 4.3 SUBMITTAL REVIEW All shop drawing submittals from the Contractor will be received, logged, and reviewed for compliance with the construction contract’s requirements. A timely review of shop drawings is essential to avoid costly delays. Due to the short construction period anticipated for this Project, an expedited shop drawing review process is prescribed so that shop drawing turnaround time will be, in general, within seven days of receipt. TASK 4.4 MONTHLY PARTIAL PAY REQUEST REVIEW The Contractor’s monthly partial pay requests will be reviewed to ensure that the quality of the work is per the contract documents and that the work has progressed to the point indicated in the partial pay request. The partial pay requests will also be reviewed and compared to the Contractor’s approved project schedule. The review’s recommendation will be provided in writing to the City. All quantities noted in documents provided by the Contractor, including any stored materials, will be reviewed before approval of any and all pay request documents. TASK 4.5 PROGRESS MEETINGS Construction progress meetings will be conducted regularly and include representatives of the City and the Contractor. The purpose of these progress meetings will be to review the project status. Items for discussion in these meetings will include, but are not limited to, the following: PROJECT APPROACH »Contractor progress schedule and updates; »Partial payment applications; »Construction issues that may have arisen; »Contractor requests for information (RFI); »Conformance with the contract documents; »Contract disputes and request for changes or clarification; »Coordination required between Contractor and other parties; and »Status of any outstanding items. Page 285 of 406 CDG | 20 TASK 4.6 RESIDENT CONSTRUCTION OBSERVATION CDG will provide a qualified construction observer for all periods in which payable items related to the Project are being completed unless authorized otherwise. The construction observer will represent the City and ensure that all work is being completed according to the plans and specifications and in accordance with best construction practices. Daily logs will be generated to reflect on-site equipment and materials and primary activities completed each working day. Site photos will be included to note progress. Within this subtask, any necessary construction survey and staking will be completed. TASK 4.7 FINAL INSPECTION Following the completion of the construction activities, a final inspection of the work will be completed to determine if the completed Project is acceptable and ready for its intended use. A punch list of project deficiencies will be prepared and delivered to the Contractor for corrective action. A follow-up inspection will be performed to verify that corrective action has been completed. During the final inspection, the following tasks will be performed: »Inspect the Project to determine if any areas are not in conformance with the contract plans and specifications; »Confirm that job site cleanup has been completed; and »Conduct a final check of the location of facilitates for record purposes, as necessary. »After all work is completed correctly, the City will receive a recommendation for accepting the Project and a recommendation for final payment. TASK 4.8 CLOSE OUT DOCUMENTS All close-out documents will be received, reviewed, and transmitted to the City per the requirements of the City and the funding agencies. Documentation associated with the completion of the Project will include maintenance and operating instructions related to primary equipment, guarantees, final approved shop drawings, as-built documents, samples, and other documents required by the contract documents. PROJECT APPROACH Page 286 of 406 REFERENCES CDG VALUES THE RELATIONSHIPS WE HAVE BUILT THROUGH THE YEARS The following individuals can speak firsthand about their experience working with CDG to accomplish improvements in their communities. We hope you will contact them to have a better understanding of the quality service and open communication we provide to our clients. Dan McCrory – Director of the Water & Sewer Department Utilities Board of the City of Bayou La Batre 13321 N Wintzell Ave, Bayou La Batre, AL 36509 (251) 824-2172 • danonthebayou@gmail.com Wastewater Treatment Plant Improvements, Septic to Sewer Conversion, Lift Station Rehabilitation: Designing services, bidding services, construction management and inspection service Hon. Sarah Hill, Mayor City of Tallassee 3 Freeman Ave, Tallassee, AL 36078 (334) 415-3000 • sarahahill18@gmail.com Laney Lift Station Services: Design, bid, and construction-phase services; Lift station rehabilitation; Conversion of dry pit to a 200% larger wet well; Design of a three-pump submersible system with discharge header; Pump removal system installation Chad Hare, General Manager Gadsen Water Works & Sewer Board 515 Albert Rains Blvd, Gadsden, AL 35902 (256) 549-4520 • chare@gadsdenwater.org Gadsden Lift Station Services: Expansion of sewer service capacity to Airport Road and surrounding industrial areas; Upgrade and replacement of the Airport A lift station and associated force main; Upgrade of the Brooke Avenue lift station and the wastewater treatment plant headworks; Mitigation of sanitary sewer overflows during heavy rain Page 287 of 406 EQUAL OPPORTUNITY UTILIZING MBE/WBE/DBE TEAMING PARTNERS While the primary firm is not a minority-owned, women-owned, disadvantaged business enterprise (MBE/WBE/DBE), CDG, Inc. understands the importance of taking all necessary affirmative steps to partner with qualified MBE, WBE, and DBE firms where possible. CDG will seek out MBE/WBE/DBE firms to fulfill any project needs that cannot be satisfied through the firm’s in-house capabilities. Page 288 of 406 cdge.com Andalusia | Asheville | Auburn | Birmingham | Charlotte | Dothan | Gadsden | Huntsville | Knoxville Page 289 of 406 Page 290 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-881 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of the Water/Wastewater Department, Daryl Morefield, has requested to procure a qualified contractor for the reconditioning of the Water Treatment Plant No. 2 - 3,000,000 Gallon Hydropillar Tank and the Water Treatment Plant No. 3 - 300,000 Gallon Elevated Leg Tank. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: To approve the award for Bid No. 25-012 the Reconditioning of the Water Treatment Plant No. 2 - 3,000,000 Gallon Hydropillar Tank and the Water Treatment Plant No. 3 - 300,000 Gallon Elevated Leg Tank for a not-to-exceed cost of $1,882,155.00. BACKGROUND INFORMATION: A service bid was issued on November 22, 2024, posted to the City of Fairhope’s website, and advertised with Gulf Coast Media for three (3) weeks. Five (5) responsive bids and one (1) non-responsive bid were received at the bid opening on December 12, 2024 at 10:00 a.m. The lowest received bid was from G&L Tank Sandblasting and Coatings LLC. The Superintendent of Water/Wastewater and the Project Engineer's recommendation is to award this bid to G&L Tank Sandblasting and Coatings LLC for One Million Eight Hundred Eighty-Two Thousand One Hundred Fifty-Five Dollars ($1,882,155.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004020- 59501 Line 130 004020- 59501 Line 140 Water - Utility Sys Imprv Water - Utility Sys Imprv $1,750,000.00 $450,000.00 $1,882,155.00 $317,845.00 Engineering costs associated with project are not included in contract costs of Page 291 of 406 $1,882,155.00. 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 292 of 406 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 Reconditioning of the Water Treatment Plant No. 2 – 3,000,000 Gallon Hydropillar Tank and the Water Treatment Plant No. 3 – 300,000 Gallon Elevated Leg Tank (Bid Number 25- 012) for the City of Fairhope. [2] At the appointed time and place, the following bids were opened and tabulated as follows: Please see attached Bid Tabulation for (Bid Number 25-012) Reconditioning of the Water Treatment Plant No. 2 – 3,000,000 Gallon Hydropillar Tank and the Water Treatment Plant No. 3 – 300,000 Gallon Elevated Leg Tank [3] After evaluating the bid proposals with the required bid specifications, G&L Tank Sandblasting and Coatings LLC is now awarded the bid for Reconditioning of the Water Treatment Plant No. 2 – 3,000,000 Gallon Hydropillar Tank and the Water Treatment Plant No. 3 – 300,000 Gallon Elevated Leg Tank for bid proposal not-to- exceed of $1,882,155.00. Adopted on this 19th day of December, 2024 _________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 293 of 406 December 12, 2024 Mr. Daryl Morefield City of Fairhope 555 South Section Street Fairhope, AL 36532 Re: Bid No. 25-012 - The Reconditioning of the Water Treatment Plant No. 2 - 3,000,000 Gallon Hydropillar Tank and the Water Treatment Plant No. 3 - 300,000 Gallon Elevated Leg Tank; Krebs Project No. 24303 Dear Daryl: Five (5) bids were received for the above-referenced project at 10:00 A.M., CDT, on December 12, 2024. The order of the bids received, beginning with the low bidder, was as follows: CONTRACTOR BASE BID G&L Tank Sandblasting and Coatings LLC $1,882,155.00 Tank Pro, Inc. $2,059,827.00 Classic Protective Coatings, Inc. $2,296,184.00 Dixie Painting and Sandblasting, Inc. $2,557,336.10 Worldwide Industries Corp. $2,591,624.20 Krebs reviewed the bids and determined G&L Sandblasting and Coatings LLC meets the requirements of the low, responsible, responsive bidder as outlined in the Contract Documents. Attached is a copy of the certified bid tabulation, Bid Response Form, and Bid Bond of G&L Sandblasting and Coatings LLC for your records. Krebs recommends awarding the contract for the above referenced project to G&L Sandblasting and Coatings LLC for the low tendered bid amount of $1,882,155.00. Please contact us if there are any questions or comments. Sincerely yours, By____________________________ Austin Maynard, P.E. Project Engineer cc: Rob Vaughan, Caleb Leach, Parker Foushee, Joe Webber, Erin Wolfe, Rhonda Cunningham Krebs File No. 24303 Page 294 of 406 KREBS JOB NO.: 24303 DATE: DECEMBER 12, 2024 @ 10:00 AM, Local Time OWNER: CITY OF FAIRHOPE Classic Protective Coatings, Inc. Dixie Painting & Sandblasting, Inc. G&L Tank Sandblasting & Coatings, LLC.Tank Pro, Inc.Worldwide Industries Corp. N7670 State Hwy 25,6703 Boggan Level Road,2101 Hwy. 64 W,5500 Watermelon Road,470 Mitchell Hill Road, BASE BID Menomonie, WI 54751 Andalusia, AL 36420 Shelbyville, TN 37106 Northport, AL 35473 Butler, PA 16002 Item No. Approximate Quantities Description of Item Unit Price Total Price for Item Unit Price Total Price for Item Unit Price Total Price for Item Unit Price Total Price for Item Unit Price Total Price for Item 1 Complete Mobilization, Demobilization, and Insurance LS $80,000.00 LS $40,000.00 LS $15,000.00 LS $15,000.00 LS $20,000.00 2 Complete Reconditioning of the WTP No. 2 - 3,000,000 Gallon Hydropillar Tank Exterior Surfaces to include complete removal and replacement of all existing coatings in accordance with the Contract Documents.LS $1,106,500.00 LS $980,630.00 LS $726,500.00 LS $777,834.00 LS $997,610.00 3 Complete Reconditioning of the WTP No. 2 - 3,000,000 Gallon Hydropillar Tank Interior Wet Surfaces to include complete removal and replacement of all existing coatings in accordance with the Contract Documents.LS $481,560.00 LS $710,000.00 LS $436,450.00 LS $635,000.00 LS $531,610.00 4 Complete Reconditioning of the WTP No. 2 - 3,000,000 Gallon Hydropillar Tank Interior Dry Surfaces to include piping systems in accordance with the Contract Documents.LS $102,380.00 LS $165,000.00 LS $206,000.00 LS $134,037.00 LS $392,640.00 5 Complete Miscellaneous Repairs of the WTP No. 2 - 3,000,000 Gallon Hydropillar Tank, all in accordance with the Contract Documents.LS $12,800.00 LS $18,000.00 LS $26,000.00 LS $11,550.00 LS $81,722.00 6 100 (Per Ea.)Welded Pit Repairs for Water Storage Tanks in Accordance with the Contract Documents.$100.00 $10,000.00 $20.00 $2,000.00 $25.00 $2,500.00 $35.00 $3,500.00 $25.00 $2,500.00 7 1 (Per Gal.)Additional Pit Filling in Accordance with the Contract Documents.$400.00 $400.00 $500.00 $500.00 $350.00 $350.00 $750.00 $750.00 $900.00 $900.00 8 Complete Reconditioning of the WTP No. 3 - 300,000 Gallon Elevated Leg Tank Exterior Surfaces to include complete removal and replacement of all existing coatings in accordance with the Contract Documents.LS $266,300.00 LS $345,721.00 LS $258,750.00 LS $291,899.00 LS $259,100.00 9 Complete Miscellaneous Repairs of the WTP No. 3 - 300,000 Gallon Elevated Leg Tank, all in accordance with the Contract Documents.LS $12,500.00 LS $60,000.00 LS $37,000.00 LS $500.00 LS $67,440.00 10 100 (Per Ea.)Pit Filling in Accordance with the Contract Documents $150.00 $15,000.00 $30.00 $3,000.00 $25.00 $2,500.00 $25.00 $2,500.00 $25.00 $2,500.00 11 Complete 10% Contingency - (Summation of Items 1-10) x 0.10 LS $208,744.00 LS $232,485.10 LS $171,105.00 LS $187,257.00 LS $235,602.20 TOTAL AMOUNT OF BASE BID $2,296,184.00 $2,557,336.10 $1,882,155.00 $2,059,827.00 $2,591,624.20 * Highlighted Value denotes corrected value from error on bid form Robert Vaughan, P.E. Water Treatment Plant No. 2 – 3,000,000 Gallon Hydropillar Tank DESCRIPTION: THE RECONDITIONING OF THE WATER TREATMENT PLANT NO. 2 - 3,000,000 GALLON HYDROPILLAR TANK AND THE WATER TREATMENT PLANT NO. 3 - 300,000 GALLON ELEVATED LEG TANK 2100 RIVER HAVEN DRIVE BID NO.: 25-012 KREBS ENGINEERING, INC 205-987-7411 BIRMINGHAM, AL 35244 "I hereby certify that this is a true tabulation of bids received by the by the City of Fairhope on December 12, 2024 at 10:00 AM for the Reconditioning of the WTP No. 2 - 3,000,000 Gallon Hydropillar Tank and the WTP No. 3 - 300,000 Gallon Elevated Leg Tank" Water Treatment Plant No. 3 – 300,000 Gallon Elevated Leg Tank Page 1 Page 295 of 406 Page 296 of 406 Page 297 of 406 Page 298 of 406 Page 299 of 406 Page 300 of 406 Page 301 of 406 Page 302 of 406 Page 303 of 406 Page 304 of 406 Page 305 of 406 Page 306 of 406 Page 307 of 406 PRF - Repair and Paint Water Tank WTP 3 Final Audit Report 2024-04-11 Created:2024-04-03 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAAs059yQ2UMBmJgxX11LoZtoAihEom6hh4 "PRF - Repair and Paint Water Tank WTP 3" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2024-04-03 - 1:03:59 PM GMT Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature 2024-04-03 - 1:04:02 PM GMT Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2024-04-03 - 1:13:44 PM GMT Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) Signature Date: 2024-04-03 - 1:14:39 PM GMT - Time Source: server Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature 2024-04-03 - 1:15:01 PM GMT Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov) Signature Date: 2024-04-10 - 11:31:28 PM GMT - Time Source: server Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2024-04-10 - 11:31:30 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2024-04-11 - 11:12:40 AM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2024-04-11 - 11:13:14 AM GMT - Time Source: server Agreement completed. 2024-04-11 - 11:13:14 AM GMT Page 308 of 406 Page 309 of 406 Project Request -Refurbish WTP 2 Water Tank Final Audit Report 2024-12-12 Created:2024-12-12 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAAQ35bRo23T2ZfmwWIlD0dZoytAAzL3Fqh "Project Request -Refurbish WTP 2 Water Tank" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2024-12-12 - 5:00:33 PM GMT Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature 2024-12-12 - 5:01:10 PM GMT Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2024-12-12 - 5:46:51 PM GMT Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) Signature Date: 2024-12-12 - 5:48:05 PM GMT - Time Source: server Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature 2024-12-12 - 5:48:06 PM GMT Email viewed by Kimberly Creech (kimberly.creech@fairhopeal.gov) 2024-12-12 - 6:09:56 PM GMT Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov) Signature Date: 2024-12-12 - 6:11:17 PM GMT - Time Source: server Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2024-12-12 - 6:11:18 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2024-12-12 - 7:20:06 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2024-12-12 - 7:20:25 PM GMT - Time Source: server Agreement completed. 2024-12-12 - 7:20:25 PM GMT Page 310 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-862 FROM: George Ladd , PUBLIC WORKS DIRECTOR SUBJECT: The Director of Public Works, George Ladd, has requested to procure a qualified contractor to prune and remove trees located on public land, rights-of-way and easements within the corporate limits of the City of Fairhope, which was awarded on August 12, 2024. He is requesting to increase the contract amount for Year One. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: To approve the increase of Bid No. 24-056 Citywide Tree Maintenance Annual Contract of $90,000.00. The new contract total for Year One will be not-to-exceed $186,000.00 and the total contract amount not-to-exceed $378,000.00 for three (3) years. Also, to authorize the Treasurer to transfer $50,000.00 in budget from 001350-50360 to 01360- 50360 to fund a portion of this increase. BACKGROUND INFORMATION: City of Fairhope approved contract award for Bid No. 24-056 Citywide Tree Maintenance Annual Contract to Chris Francis Tree Care, LLC on August 12, 2024 for an annual contract amount of Ninety-Six Thousand Dollars ($96,000.00). Public Works Director, George Ladd, is requesting approval to increase the contract amount for Year One by Ninety Thousand Dollars ($90,000.00), total contract amount for Year One will be One Hundred Eighty-Six Thousand Dollars ($186,000.00). The Public Works Director is also requesting approval to transfer budget funds of $50,000.00 from 001350-50360 to 01360-50360 to fund a portion of this increase. $40,000.00 is available in current FY2024 budget. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001360- 50360 001350- Landscape - Maintenance Streets - $40,000.00 $50,000.00 $90,000.00 Transfer Budget to ($50,000.00) $50,000.00 $0.00 Page 311 of 406 50360 Maintenance 001360 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 312 of 406 RESOLUTION NO. ________ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That Mayor Sherry Sullivan is hereby authorized to execute a contract amendment with Chris Francis Tree Care, LLC for Bid No. 24-056 Citywide Tree Maintenance Annual Contract to increase the total contract amount for Year One by $90,000.00. The new contract total for Year One will be not-to-exceed $186,000.00 and the total contract amount not-to-exceed $378,000.00 for three (3) years, and authorizes the Treasurer to transfer budget of $50,000.00 from 001350-50360 to 1360-50360 to fund a portion of this increase. ADOPTED ON THIS 12TH DAY OF NOVEMBER, 2024 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 313 of 406 City of Fairhope Contract Amendment Bid No. 24-056 Citywide Tree Maintenance Annual Contract Public Works Department This AMENDMENT OF CONTRACT (“AMENDMENT”) is made this ________ day of _____________, 202__ for the purpose of increasing the contract for Bid No. 24-056 Citywide Tree Maintenance Annual Contract – Public Works Department dated August 23, 2024 (“Original Contract”) between the City of Fairhope and Chris Francis Tree Care, LLC. (the “Parties”). 1. The Original Contract, which is attached hereto as part of this Amendment is described below: The Original Contract was awarded for a not-to-exceed annual amount of Ninety-Six Thousand Dollars ($96,000.00). 2. The Parties agreed to amend the Original Contract to add Ninety Thousand Dollars ($90,000.00) to Year One of the Contract. 3. That amendment binds and benefits both Parties and any successors or assigns. This document, including the attached original contract, is the entire agreement between the Parties. All other terms and conditions of the Original Contract, remain unchanged. This contract Year One will be increased Ninety Thousand Dollars ($90,000.00). The total cost of the contract for Year One shall be not-to-exceed One Hundred Eighty-Six Thousand Dollars ($186,000.00). IN WITNESS WHEREOF, the parties hereto have executed this Contract Amendment as of the day and year first above written. THE CITY OF FAIRHOPE, ALABAMA _____________________________________ _____________________________________ By: Sherry Sullivan, Mayor By: Lisa A. Hanks, MMC, City Clerk NOTARY FOR THE CITY 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 _____________, 202___. Notary Public ___________________________ My Commission Expires ___________________ Page 314 of 406 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 _____________, 202__. Notary Public ___________________________ My Commission Expires ___________________ Page 315 of 406 RESOLUTION NO. 5143-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , as follows : [1] That the City of Fairhope did request , receive , and open bids to procure services for (Bid No. 24-056) for Citywide Tree Maintenance Annual Contract at 555 South Section Street, City of Fairhope offices , Fairhope , Alabama. [2] At the appointed time and place , bids were received and tabulated as follows : Please see attached Bid Tabulation Citywide Tree Maintenance Annual Contract [3] After evaluating the bids with required specifications , Chris Francis Tree Care , LLC is now awarded (Bid No. 24-056) for 1 ywide Tree Maintenance Annual Contract for an annual contract not-to-exceed 96 000.00 , total contract amount not- to-exceed $288 ,000.00 for three (3) years . DULY ADOPTED THIS 12TH Corey Martin, Council President Attest : Page 316 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-879 FROM: Chris Ellis, Fire Chief SUBJECT: The Fire Maintenance Supervisor, John Saraceno, and the Fire Chief, Chris Ellis, are requesting to procure a qualified contractor to provide labor and materials to replace the drainage at Fire Station #2. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: To approve the award of this request for quotes for labor and materials to replace the drainage at Fire Station #2 for the project cost of $55,626.00, plus an additional contingency cost of $1,376.00, Total cost not-to-exceed $57,002.00. BACKGROUND INFORMATION: The Fire Maintenance Supervisor, John Saraceno, and the Fire Chief, Chris Ellis, are requesting to procure a qualified contractor to provide labor and materials to replace the drainage at Fire Station #2. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out, but done as a Request for Quotes. A Request for Quotes was sent to three (3) qualified contractors. Two quotes were received and one "no bid." The lowest quote was from Blade Construction LLC. The Fire Maintenance Supervisor requests approval to award the Request for Quote to Blade Construction for the project cost of Fifty-Five Thousand Six Hundred Twenty-Six Dollars ($55,626.00), plus an additional contingency cost of One Thousand Three Hundred Seventy-Six Dollars in case the pipes are damaged. The total not-to-exceed project cost is Fifty-Seven Thousand Two Dollars ($57,002.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001200- 50475 Line 70 Fire - Capital Improvements $70,000.00 $57,002.00 $12,998.00 GRANT: Page 317 of 406 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 318 of 406 RESOLUTION NO. _______ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope approves the award of the Request for Quotes for Labor and Materials for the Replacement of Drainage at Fire Station No. 2 to Blade Construction LLC for a project cost of $55,626.00, plus an additional contingency cost of $1,376.00, Total cost not to exceed $57,002.00. Adopted on this 19th day of December, 2024 _________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 319 of 406 Page 320 of 406 Page 321 of 406 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: John Saraceno Date: 12/4/2024 Department: Fire 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. Leavitt Land LLC $ 66,275.00 2. Blade construction $ 55,626.00 3. Childress siteworks $ No quote 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? Replace drainage at Fire Station 2 2. What is the total cost of the item or service? 55,626.00 if pipes are damaged in removal, additional 1376.00 3. How many do you need? Click or tap here to enter text. 4. Item or Service Is: ☐ New ☐ Used ☒ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): Blade Construction 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? 70,000 3. Budget code: 001200-50475 Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 322 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-878 FROM: Jeff Montgomery SUBJECT: The Director for Information Technology, Jeff Montgomery, had requested hiring a professional service firm for Go-Between Support for the City of Fairhope and Tyler Technologies and other support applications. A one year contract was executed. The Director of I.T. is seeking to terminate that contract. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: To authorize the termination of the contract with Global Solutions & Data Services,LLC for Go-Between Support for the City of Fairhope and Tyler Technologies and other support applications. BACKGROUND INFORMATION: The contract for RFQ PS24-022 Go-Between Support for the City of Fairhope and Tyler Technologies and other supporting applications with Global Solutions & Data Services, LLC on May 28, 2024. This was a one-year contract with four (4) payments. After consideration by the I.T. Director, it was decided that any work of this nature in the future should be performed on an on-call, as-needed basis, instead of a 12-month contract. The I.T. Director requests that the City approves the termination of the remainder of the contract, as allowed in the Additional Considerations B. Termination Clause of the executed contract. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $ $ $ GRANT: N/A Page 323 of 406 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 324 of 406 RESOLUTION NO. ________ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope hereby terminates the contract with Global Solutions & Data Services, LLC for RFQ PS24-022 Go-Between Support for the City of Fairhope and Tyler Technologies and other supporting applications as allowed in the Additional Considerations B. Termination Clause of the executed contract. ADOPTED ON THIS 19TH DAY OF DECEMBER, 2024 ____________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 325 of 406 RESOLUTION NO. 5078-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [ 1]That Mayor Sherry Sullivan is hereby authorized to execute a Contract with Global Solutions & Data Services, LLC for Go-Between Support for the City of Fairhope and Tyler Technologies and other supporting applications; for (RFQ PS24- 022)with a not-to-exceed amount of $40,000.00; and Treasury to transfer up to $40,000 from IT Salaries FY24 Budget to IT Professional Services to cover cost of support. DULY ADOPTED THIS 28TH DAY OF MAY, 2024 Attest: Page 326 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-883 FROM: Richard Johnson, CITY ENGINEER Nicole Love, Grants Coordinator SUBJECT: Resolution - That the City of Fairhope authorizes submission of the RAISE Grant Program 2025 for a bridge system to replace a box culvert system over Fly Creek on U. S. Highway 98, Fairhope, Alabama; and authorizes the Mayor to sign all required grant application documents on behalf of the City. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: Approval BACKGROUND INFORMATION: The City worked with ALDOT in 2024 to submit this funding opportunity and we were told that the project was well received overall, but there were some missing components which is why it did not get final funding approval. With ALDOT's help we will improve those sections and resubmit. ALDOT is committed to the bridge and is currently working on getting to at least 60% design but will still need funding to move forward with the full project. The ask will be for $20M again. Application is due January 30th and is not included because it is not complete at this time. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $ $ $ GRANT: FWHA - USDOT - RAISE FY2025 LEGAL IMPACT: Page 327 of 406 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 328 of 406 RESOLUTION NO. _____ AUTHORIZING SUBMISSION OF THE REBULDING AMERICAN INFRASTRUCTURE WITH SUSTAINABILITY AND EQUITY PROGRAM (RAISE) DISCRETIONARY GRANT PROGRAM 2025 WHEREAS, the United States Department of Transportation (U.S. DOT) released the Notice of Funding Opportunity for Rebuilding American Infrastructure with Sustainability and Equity Program (RAISE) Discretionary Grant Program for 2025. The minimum award is $5 million and maximum award for capital projects is $25 million. Capital projects include highway, bridge or other road projects eligible under Title 23, USC; and WHEREAS, RAISE discretionary grants help project sponsors at state and local level, including municipalities, Tribal governments, counties, and others complete critical freight and passenger transportation infrastructure projects. The eligibility requirements of RAISE allow project sponsors to obtain funding for projects that may be harder to support through other U.S. DOT Grant Programs; and WHEREAS, in conjunction with ALDOT, Baldwin County Commission, Eastern Shore MPO, Mobile Bay NEP and other key stakeholders, the City of Fairhope has identified the U.S. Highway 98 crossing of Fly Creek as an excellent Project to apply for a RAISE Grant. ALDOT’s alternative analysis of the repair of failed box culverts, they identified the bridging of the Fly Creek to be the best solution from an infrastructure and environmental standpoint. However, cost is the main barrier to the best solution for a permanent fix. A bridge system would allow a full stream restoration that would facilitate reconnection of channel from upstream to downstream of the current crossing. Mobile Bay NEP has been awarded a $2.7M GOMESA Grant for Stream Restoration of Fly Creek; and WHEREAS, the City of Fairhope is requesting approval to apply for up to $20 million funding to convert a box culvert system to a bridge system over Fly Creek on U.S. Highway 98. The grant is being supported by ALDOT who will also manage this project. The City of Fairhope will only serve as a Grant Facilitator. NOW THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE IN REGULAR SESSION ASSEMBLED, that by this Resolution the City of Fairhope authorizes submission of the RAISE Grant for a bridge system to replace a box culvert system over Fly Creek, U.S. Highway 98, Fairhope, Alabama. BE IT FURTHER RESOLVED, that the City Council authorizes the Mayor to sign all required grant application documents on behalf of the City. DULY ADOPTED THIS 19TH DAY OF DECEMBER, 2024 ________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 329 of 406 1 FY 2025 Notice of Funding Opportunity Rebuilding American Infrastructure with Sustainability and Equity Grant Program Office of the Secretary US Department of Transportation (DOT) Table of Contents A.Basic Information.................................................................................................................. 3 1. Round 1 ................................................................................................................................ 5 2. Round 2 ................................................................................................................................ 6 3. Changes from the FY 2024 NOFO ...................................................................................... 6 B.Eligibility ................................................................................................................................ 7 1.Eligible Applicants ............................................................................................................... 7 2.Minimum Funding Request For Capital Projects ................................................................ 7 3.Application Limit ................................................................................................................. 8 4.Cost Sharing ......................................................................................................................... 8 5.Pre-Award Authority ............................................................................................................ 9 6. Location Designations ......................................................................................................... 9 7.Eligible Projects ................................................................................................................. 10 8. Project Components ........................................................................................................... 12 9.Reduced Awards ................................................................................................................. 12 10.Previous RAISE/BUILD/TIGER Recipients ................................................................. 13 C.Program Description .......................................................................................................... 14 1. Program History and Authorization ................................................................................... 14 2.Program Goals and Objectives ........................................................................................... 14 3.Restrictions on Funding ..................................................................................................... 15 4.Availability of Funds .......................................................................................................... 16 5.Performance Goals ............................................................................................................. 16 6.Previous Awards ................................................................................................................. 16 D.Application Content and Format ...................................................................................... 17 1. Standard Form 424 ............................................................................................................. 17 2.FY 2025 RAISE Project Information Form ....................................................................... 18 3.Project Description File ..................................................................................................... 18 Page 330 of 406 2 4. Project Location File .......................................................................................................... 18 5. Project Budget Files ........................................................................................................... 19 6. Merit Criteria File .............................................................................................................. 21 7. Project Readiness File ........................................................................................................ 21 8. Benefit-Cost Analysis ........................................................................................................ 25 E. Submission Requirements and Deadline .......................................................................... 27 1. Address to Request Application Package .......................................................................... 27 2. Unique Entity Identifier (UEI) and System for Award Management (SAM) .................... 27 3. Submission Deadline ......................................................................................................... 27 4. Intergovernmental Review ................................................................................................. 28 5. Compliance with Section 508 of the Rehabilitation Act of 1973 ...................................... 28 F. Application Review Information ....................................................................................... 29 1. Criteria ............................................................................................................................... 29 2. Review and Selection Process ........................................................................................... 48 G. Award Notices ...................................................................................................................... 50 1. How Project Selections Are Announced ............................................................................ 50 2. Announcement Dates ......................................................................................................... 50 3. Pre-Award Costs ................................................................................................................ 50 4. Reimbursable Program....................................................................................................... 50 H. Post-Award Requirements and Administration ............................................................... 52 1. Administrative and National Policy Requirements ............................................................ 52 2. Reporting............................................................................................................................ 55 I. Federal Awarding Agency Contact(s) ................................................................................ 57 J. Other Information .............................................................................................................. 58 1. Protection of Confidential Business Information .............................................................. 58 2. Publication and Sharing of Application Information ......................................................... 58 Page 331 of 406 3 A. BASIC INFORMATION The Office of the Secretary (OST) announces the intention to hold two rounds of selections under the FY 2025 Rebuilding American Infrastructure with Sustainability and Equity (RAISE) Notice of Funding Opportunity (NOFO). • Round 1 – The Department is reserving a portion of the $1.5 billion in FY 2025 RAISE funds, provided by the Infrastructure Investment and Jobs Act (Bipartisan Infrastructure Law, or BIL), for Highly Rated applications that were not selected under the FY 2024 RAISE NOFO and designated FY 2024 Projects of Merit. FY 2024 Projects of Merit not selected for award under Round 1 must submit a revised application in Grants.gov to be considered under Round 2 of the FY 2025 RAISE program. • Round 2 – The Department will make another round of selections using a portion of the $1.5 billion in FY 2025 RAISE BIL funds and/or additional funding that may become available for the program under the FY 2025 Appropriations Act. Please note, all FY 2025 annual appropriations amounts are subject to availability of funding. DOT cannot guarantee that Congress will appropriate additional funding to RAISE via a future FY 2025 appropriation. The FY 2024 RAISE NOFO stated: • Projects for which an FY 2024 RAISE application is advanced by the Senior Review Team to the Highly Rated List, but that are not awarded, are automatically designated as “Projects of Merit.” Projects with this designation will be carried over into FY 2025 RAISE and considered by the SRT for advancement to the Highly Rated List, along with other FY 2025 applications eligible for advancement to the Highly Rated List. The Department is reducing the burden on all previous applicants, who would otherwise have to revise and resubmit applications, by evaluating and selecting applications for funding using the same criteria as the FY 2024 RAISE NOFO originally published on November 30, 2023. Additionally, this process expedites selections making a portion of the funds available to project sponsors earlier. Page 332 of 406 4 Topic Description Announcement Type This is the initial announcement for the FY 2025 round of this program Funding Opportunity Title FY 2025 National Infrastructure Investments Funding Opportunity Number DTOS59-25-RA-RAISE Assistance Listing Number 20.933 National Infrastructure Investments Prior Awards • In FY 2024, the Department received 1048 eligible applications requesting nearly $13 billion • 148 projects were awarded a total of $1.8 billion • Awards were made to projects in all 50 states, the District of Columbia, Puerto Rico, American Samoa, Guam, and the Northern Mariana Islands • Awards ranged from $328,000 to $25 million Maximum Award Size • RAISE grant awards are capped at $25 million Submission Requirements and Deadlines Round 1: FY 2024 Projects of Merit • FY 2024 Projects of Merit must email RAISEgrants@dot.gov by 11:59 pm December 2, 2024 if they want their FY 2024 application considered for award under the reserved funding • No amendments are being made to either the selection criteria or process. No application modifications will be needed or accepted • Round 1 selections are expected to be announced by January 13, 2025 • FY 2024 Projects of Merit not selected for award under Round 1 must submit a revised application in Grants.gov to be considered under Round 2 of the FY 2025 RAISE program. Round 2: All Applicants • All interested applicants must submit applications in Grants.gov no later than 11:59 pm eastern on January 30, 2025. • Complete instructions on how to register and apply can be found at Grants.gov. If applicants experience difficulties at any point during registration or application process, please use the help available on Grants.gov such as the Customer Support Hotline at 1-800-518-4726 or email support@grants.gov • Round 2 selections are expected to be announced no later than June 28, 2025. Eligible Activities Planning and/or constructing surface transportation infrastructure Page 333 of 406 5 Eligible Applicants • States and the District of Columbia • Any territory or possession of the United States • A unit of local government • A public agency or publicly chartered authority established by one or more States • A special purpose district or public authority with a transportation function, including a port authority • A Federally recognized Indian Tribe or a consortium of such Indian Tribes • A transit agency • A multi-State or multijurisdictional group of entities that are separately eligible Reconnecting Extra Designation • Applications submitted for consideration under Round 2 of the FY 2025 RAISE competition, that have an identical project scope to applications that were submitted and evaluated under the FY 2024 Reconnecting Communities Program (RCP) competition and received the designation of “Reconnecting Extra,” will automatically advance for second-tier analysis if they receive an overall merit rating of “Recommended” and have at least one “High” rating in a priority criterion. • The Department expects projects that rated well under the FY 2024 RCP Program criteria will do well under the FY 2025 RAISE program criteria. • Applicants should note in the FY 2025 RAISE Project Information Form whether their FY 2025 RAISE application was also submitted under the FY 2024 RCP competition and received the “Reconnecting Extra” designation Questions Email RAISEgrants@dot.gov Due to the competitive nature of the program, during the application submittal phase, the Department is unable to accommodate individual meeting requests to discuss the opportunity or specific project ideas, and unable to provide individualized guidance or render opinions about the merit of a specific project. 1. ROUND 1 i. Reservation of Funds for FY 2024 RAISE Projects of Merit Under this NOFO, the Department is making a portion of the $1.5 billion in FY 2025 RAISE BIL funding available to Highly Rated applications that were submitted but not selected under the FY 2024 RAISE NOFO. The Department will follow the criteria and process set forth in the FY 2024 RAISE NOFO for making selections to receive the reserved funding. The Department will carryover all applications that advanced to the Highly Rated List but were not selected for funding. These projects were designated as FY 2024 Projects of Merit. For Page 334 of 406 6 purposes of this reservation of funds, the Department incorporates the FY 2024 RAISE NOFO by reference and will follow that NOFO criteria for all Round 1 selections. Using the discretionary authority provided in statute, the Secretary will select projects from the FY 2024 Projects of Merit List for award, consistent with the selection criteria and statutory requirements for geographic and modal diversity. The Secretary may, depending on the pool of qualified applications, seek to award at least one project per state or territory. If an applicant submitted an application for funding under the FY 2024 RAISE NOFO, advanced to the Highly Rated List, but was not selected and thus designated a Project of Merit, such applicant must notify the Department by emailing RAISEgrants@dot.gov by December 2, 2024, if the applicant wishes for that application to be reconsidered for award using this reservation of funding. FY 2024 RAISE Projects of Merit seeking reconsideration of their unawarded application will not be permitted to modify, amend, or supplement applications. To maximize chances of obtaining an award, FY 2024 RAISE Project of Merit applications may request consideration under the reserved funds, and they may also submit applications for Round 2 of this NOFO. The FY 2024 Project of Merit application(s) will count against an entity’s three-application limit. 2. ROUND 2 i. Funding for FY 2025 RAISE Applications Under this NOFO, in addition to Round 1, the Department intends to make another round of selections using a portion of the $1.5 billion in BIL funds and/or additional funding that may become available for the program under the FY 2025 Appropriations Act. Please note, all FY 2025 annual appropriations amounts are subject to availability of funding. DOT cannot guarantee that Congress will appropriate additional funding to RAISE via a future FY 2025 appropriation. All interested applicants must submit applications in Grants.gov no later than 11:59 pm eastern on January 30, 2025. Round 2 selections are expected to be announced no later than June 28, 2025. 3. CHANGES FROM THE FY 2024 NOFO This FY 2025 RAISE NOFO makes changes from the FY 202 4 RAISE NOFO to: • Outline the process to carry forward FY 2024 RAISE Projects of Merit applications for consideration under Round 1 of the FY 2025 RAISE NOFO; • Reserve a portion of the $1.5 billion FY 2025 BIL funding for FY 2024 RAISE Projects of Merit applications; • Update Areas of Persistent Poverty to account for the most recent annual Small Area Income Poverty Estimates as estimated by the Bureau of the Census; • Update references to comply with updated 2 CFR Part 200 Appendix I; and • Improve organization and clarity of the information the Department uses to assess project readiness. Page 335 of 406 7 B. ELIGIBILITY 1. ELIGIBLE APPLICANTS Eligible applicants for RAISE grants are: • States and the District of Columbia • Any territory or possession of the United States • A unit of local government • A public agency or publicly chartered authority established by one or more States • A special purpose district or public authority with a transportation function, including a port authority • A Federally recognized Indian Tribe or a consortium of such Indian Tribes • A transit agency • A multi-State or multijurisdictional group of entities that are separately eligible Ineligible applicants for RAISE grants are: • Federal agencies • Non-profits • Private entities • Individuals Multiple states or jurisdictions may submit a joint application, designating a lead applicant as the primary contact and award recipient. The application should outline each applicant's roles and responsibilities. DOT expects the applicant to manage and deliver the project. If the applicant plans to transfer the award to another agency, this should be stated in the application, along with a supporting letter from the designated entity. 2. MINIMUM FUNDING REQUEST FOR CAPITAL PROJECTS Capital Grants Minimum Request Rural Areas $1 million Urban Areas $5 million Applicants submitting capital grant applications for projects located in rural areas must request at least $1 million in RAISE funding. Applicants submitting capital grant applications for projects located in urban areas must request at least $5 million in RAISE funding. Failure to request the minimum funding amount for a capital grant application will result in the application being ineligible. There is no minimum funding request requirement for planning grant applications. Page 336 of 406 8 3. APPLICATION LIMIT Each applicant can submit up to three applications. Unrelated project components should not be combined in one application to meet this limit. If an applicant submits more than three applications, only the first three will be considered. 4. COST SHARING Cost sharing means the portion of the project’s cost that is not paid by Federal funds. Cost share funds are typically stated as a percentage of the total project cost. The Department only considers an application’s Federal share to confirm eligibility. Project Location Cost Share Requirement Urban Up to 80% Federal Funding Rural Up to 100% Federal Funding Area of Persistent Poverty Historically Disadvantaged Community The Federal share for RAISE grant projects shall not exceed 80 percent unless the project receives one of the following location designations (see Location Designations for definitions): • Rural • Area of Persistent Poverty (APP) • Historically Disadvantaged Community (HDC) Applicants with projects located in one of the designated areas above are eligible to fund the project up to 100 percent with Federal funding. Projects located in an urban area, that are not designated APP and/or HDC, that have more than 80 percent federal funding will be ineligible. Applicants should use the following equation when determining the cost share for their project: (𝑹𝑹𝑹𝑹𝑹𝑹𝑹𝑹𝑹𝑹 𝑮𝑮𝑮𝑮𝑮𝑮𝑮𝑮𝑮𝑮 𝑹𝑹𝑹𝑹𝑹𝑹𝑹𝑹𝑹𝑹𝑹𝑹𝑮𝑮+𝑶𝑶𝑮𝑮𝑶𝑶𝑹𝑹𝑮𝑮 𝑭𝑭𝑹𝑹𝑭𝑭𝑹𝑹𝑮𝑮𝑮𝑮𝑭𝑭 𝑭𝑭𝑹𝑹𝑮𝑮𝑭𝑭𝑹𝑹)𝑻𝑻𝑻𝑻𝑮𝑮𝑮𝑮𝑭𝑭 𝑷𝑷𝑮𝑮𝑻𝑻𝑷𝑷𝑹𝑹𝑷𝑷𝑮𝑮 𝑪𝑪𝑻𝑻𝑹𝑹𝑮𝑮=𝑭𝑭𝑹𝑹𝑭𝑭𝑹𝑹𝑮𝑮𝑮𝑮𝑭𝑭 𝑪𝑪𝑻𝑻𝑹𝑹𝑮𝑮 𝑹𝑹𝑶𝑶𝑮𝑮𝑮𝑮𝑹𝑹 Total Project Cost means the sum of future eligible Federal and non-Federal costs yet to be incurred. Eligible sources of non-Federal funds include: • State funds originating from programs funded by State revenue • Local funds originating from State or local revenue-funded programs • Private funds • Tribal transportation program funds under section 202 of title 23 • Federal lands transportation program funds under section 203 of title 23 • TIFIA program funds (as defined in section 601(a) of title 23) • Railroad Rehabilitation and Improvement Financing Program under chapter 224 Page 337 of 406 9 • Federal credit assistance (if repaid from non-Federal sources) Toll credits under 23 U.S.C. 120(i) are considered a Federal source under the RAISE program. Unless otherwise authorized by statute, funds used to satisfy the cost-share requirements of a different Federal program may not be counted as the cost-share for both the RAISE grant and another Federal grant program. Non-Federal funds are subject to the same Federal requirements as RAISE grant funds. For each project that receives a RAISE grant award, the terms of the award will require the recipient to complete the project using at least the level of non-Federal funding that was specified in the application. If the actual costs of the project are greater than the costs estimated in the application, the recipient will be responsible for addressing the funding shortfall and maintaining the level of non-Federal funding stated in the application. If the actual costs of the project are less than the costs estimated in the application, the Department will generally reduce the Federal contribution to ensure federal cost share requirements are met. 5. PRE-AWARD AUTHORITY Unless authorized by the Department in writing after announcement of FY 2025 RAISE awards, any costs incurred prior to the Department’s obligation of funds for a project (“pre-award costs”) are ineligible for reimbursement and cost share requirements.1 In general, RAISE Program funds are administered on a reimbursement basis. Grant recipients will generally be required to pay project costs upfront using their own funds, and then request reimbursement for those costs. If a recipient cannot complete a project on reimbursement basis, DOT will—on a case-by-case basis—consider recipient requests to use alternate payment methods as described in 2 CFR 200.305(b), including advance payments. 6. LOCATION DESIGNATIONS i. Urban or Rural Urban and rural definitions differ across DOT programs. For the RAISE program: • Urban: A project is designated as urban if it is located within (or on the boundary of) a Census-designated urban area that had a population greater than 200,000 in the 2020 Census.2 • Rural: A project is designated as rural if it is located outside a Census-designated urban area that had a population greater than 200,000 in the 2020 Census. 1 Pre-award costs are costs incurred after award announcement, but directly pursuant to the negotiation of a grant agreement where such costs are necessary for efficient and timely performance of the scope of work, as determined by DOT. Costs incurred under an advance construction (23 U.S.C. 115) authorization before the DOT announces that a project is selected for a FY 2025 RAISE award cannot be charged to FY 2025 RAISE funds. Likewise, costs incurred under an FTA Letter of No Prejudice under Chapter 53 of title 49 U.S.C. before the DOT announces that a project is selected for a FY 2025 RAISE award, cannot be charged to FY 2025 RAISE funds. 2 For the purpose of this NOFO, the definition of urban and rural is based on the 2020 Census-designated urbanized areas. The Department is required by the BIL to use the most recent decennial census information. Page 338 of 406 10 The Department provides an interactive map to show Census-designated urban areas with populations greater than 200,000 in the 2020 Census. A project located in both an urban and a rural area will be designated as urban if the majority of the project’s costs will be spent in urban areas. Conversely, a project located in both an urban area and a rural area will be designated as rural if the majority of the project’s costs will be spent in rural areas. For RAISE planning grants, the location of the project being planned, prepared, or designed will be used for the urban or rural designation. Urban and rural designations impact the following aspects of the RAISE program: • Minimum RAISE funding requirements • Fundings restrictions • Cost share ii. Areas of Persistent Poverty and Historically Disadvantaged Communities The Department provides an interactive map to show Areas of Persistent Poverty and Historically Disadvantaged Communities. Areas of Persistent Poverty (APP) are defined by RAISE statute: • Any county that has consistently had greater than or equal to 20 percent of the population living in poverty during the 30-year period preceding November 15, 2021, as measured by the 1990 and 2000 decennial census and the most recent annual Small Area Income Poverty Estimates as estimated by the Bureau of the Census o The FY 2025 RAISE NOFO updated county APP designations to utilize the most recent annual Small Area Income Poverty Estimates as estimated by the Bureau of the census. • Any census tract with a poverty rate of at least 20 percent as measured by the 2014-2018 5-year data series available from the American Community Survey of the Bureau of the Census • Any territory or possession of the United States Historically Disadvantaged Communities (HDC) are defined by the Justice40 Interim Guidance Addendum issued by the White House Office of Management and Budget (OMB), White House Council on Environmental Quality (CEQ), and Climate Policy Office (CPO): • Any census tract or tracts identified as disadvantaged in the Climate & Economic Justice Screening Tool (CEJST), created by CEQ, which identifies such communities that have been marginalized by underinvestment and overburdened by pollution • Any Federally Recognized Tribe or Tribal entity, whether or not they have land 7. ELIGIBLE PROJECTS i. Capital Projects Eligible capital projects activities include: • Highway or bridge projects eligible under title 23, United States Code Page 339 of 406 11 • Public transportation projects eligible under chapter 53 of title 49, United States Code • Passenger and freight rail transportation projects • Port infrastructure investments (including inland port infrastructure and land ports of entry) • The surface transportation components of an airport project eligible for assistance under part B of subtitle VII of title 49, United States Code 3 • Intermodal projects whose component parts are otherwise an eligible project type • Projects to replace or rehabilitate a culvert or prevent stormwater runoff for the purpose of improving habitat for aquatic species while advancing the goals of the RAISE program • Projects investing in surface transportation facilities that are located on Tribal land and for which title or maintenance responsibility is vested in the Federal Government • Any other surface transportation infrastructure project that the Secretary considers to be necessary to advance the goals of the program 4 o Public road and non-motorized projects that are not otherwise eligible under title 23, United States Code o Surface transportation components of transit-oriented development projects o Surface transportation components of mobility on-demand projects that expand access and reduce transportation cost burden Ineligible capital projects are: • School bus electrification and broadband deployment as a standalone project • Improvements to Federally owned facilities o Unless the project is investing in surface transportation facilities that are located on Tribal land and for which title or maintenance responsibility is vested in the Federal Government If a project type isn't explicitly listed as eligible or ineligible, applicants should explain its necessity for advancing the RAISE program goals in their application. The Department will then determine eligibility individually. Research, demonstration, or pilot projects are only eligible if they lead to long-term, permanent surface transportation infrastructure with independent utility as defined in the Project Components section. ii. Planning Projects Eligible planning projects activities include: 3 Eligible surface transportation components of eligible airport projects are those projects listed in “Appendix P: Road and Surface Transportation Projects” of the Airport Improvement Program (AIP) handbook. For more details on airport project eligibility, please see the Frequently Asked Questions on the RAISE website. 4 DOT may award a RAISE grant to pay for the surface transportation components of a broader project that has non- surface transportation components, and applicants are encouraged to apply for RAISE grants to pay for the surface transportation components of these projects. However, costs for non-surface transportation components are not eligible to count as matching funds for the RAISE grant. Page 340 of 406 12 • Planning, preparation, or design of eligible surface transportation capital projects described in the Capital Projects section that will not result in construction with FY 2025 RAISE funding. o For example: environmental analysis, equity analysis, community engagement, feasibility studies, benefit-cost analysis, and other pre-construction activities • Development of master plans, comprehensive plans, transportation corridor plans, and integrated economic development, land use, housing, and transportation plans • Zero emissions plan for transit fleet • Planning activities related to the development of a multimodal freight corridor, including those that seek to reduce conflicts with residential areas and with passenger and non- motorized traffic • Planning activities related to zero emission goods movement • Development of port and regional port planning, including State-wide or multi-port planning within a single jurisdiction or region • Risk assessments and planning to identify vulnerabilities and address the transportation system’s ability to withstand probable occurrence or recurrence of an emergency or major disaster If an application includes right-of-way acquisition, the project will be considered a capital project. 8. PROJECT COMPONENTS An application for a RAISE grant can include multiple components, which may be executed by different parties. The Department requires all components, whether or not they receive Federal funding, to be delivered as part of the RAISE project. Components may be funded individually if they meet the following criteria: • Independently satisfy minimum award amounts and eligibility requirements. • Independently align with selection criteria • Meets National Environmental Policy Act (NEPA) requirements for independent utility – meaning the component must be a usable improvement on its own and ready for use upon completion. Components in a single application must be related. Each component's status should be clearly outlined, for example, in the project schedule. Applicants should also detail independent components and their costs separately, showing how each one meets selection criteria and benefits on its own, in addition to how the full proposal does. Federal funding for some components might subject others to additional Federal requirements. 9. REDUCED AWARDS If selected for award, the Department may decrease the RAISE funding amount from the applicant’s request if some elements of the project are ineligible or to comply with statutory set asides such as awarding funding evenly between projects located in rural and urban areas. Page 341 of 406 13 10. PREVIOUS RAISE/BUILD/TIGER RECIPIENTS Previous recipients of a RAISE grant may apply for funding to support additional phases of their project.5 The application should demonstrate the extent to which the previously funded project has met estimated project schedules and budget, as well as the ability to realize the benefits expected for the project. A previous RAISE/BUILD/TIGER award, or application, does not affect competitiveness under the FY 2025 RAISE competition. 5 Includes recipients of grants under former names of the program (Better Utilizing Investments to Leverage Development (BUILD) and Transportation Investment Generating Economic Recovery (TIGER)). Page 342 of 406 14 C. PROGRAM DESCRIPTION 1. PROGRAM HISTORY AND AUTHORIZATION The RAISE program, previously known as the Better Utilizing Investments to Leverage Development (BUILD) and Transportation Investment Generating Economic Recovery (TIGER) discretionary grants, was established under the American Recovery and Reinvestment Act of 2009 to create jobs and spur economic recovery through transportation infrastructure investments. The Infrastructure Investment and Jobs Act (Pub. L. 117-58, November 15, 2021), authorized and appropriated $1.5 billion annually to be awarded by the Department of Transportation (“DOT”) 2022 – FY 2026 for Local and Regional Project Assistance Program Grants under National Infrastructure Investments to fund eligible surface transportation projects with significant local or regional impact. As of June 2024, the program has awarded more than $15 billion over sixteen rounds to local governments, Tribes, transit and port authorities, states, and other entities. The program is codified at 49 U.S.C. 6702. 2. PROGRAM GOALS AND OBJECTIVES The goal of the RAISE program is to fund eligible surface transportation projects that will have a significant local or regional impact that advance the Departmental priorities of safety, equity, climate and sustainability, and workforce development, job quality, and wealth creation, consistent with law, and as described in the Department’s Strategic Plan6 and in executive orders. The Department seeks to fund projects under the RAISE program that reduce greenhouse gas emissions in the transportation sector; incorporate evidence-based climate resilience measures and features; avoid adverse environmental impacts to air or water quality, wetlands, and endangered species; and address the disproportionate negative environmental impacts of transportation on disadvantaged communities, consistent with Executive Order 14008, Tackling the Climate Crisis at Home and Abroad. In addition, the Department seeks to award projects under the RAISE program that proactively evaluate whether a project will create proportional impacts to all populations in a project area and increase equitable access to project benefits, consistent with Executive Order 14091, Further Advancing Racial Equity and Support for Underserved Communities Through the Federal Government. The Department also seeks to award projects that address environmental justice, particularly for communities that have experienced decades of underinvestment and are most impacted by climate change, pollution, and environmental hazards, consistent with Executive Order 14008, Tackling the Climate Crisis at Home and Abroad. The RAISE program advances President Biden’s Justice40 Initiative, which set the goal that 40 percent of the overall benefits of certain climate, clean energy, and other covered Federal investments flow to disadvantaged communities that are marginalized by underinvestment and overburdened by pollution. 6 See U.S. Department of Transportation Strategic Plan FY 2022–2026 at https://www.transportation.gov/dot- strategic-plan. Page 343 of 406 15 In addition, the Department intends to use the RAISE program to support the creation of good- paying jobs with the free and fair choice to join a union and the incorporation of strong labor standards and training and placement programs, especially registered apprenticeships, in project planning stages, consistent with Executive Order 14025, Worker Organizing and Empowerment, and Executive Order 14052, Implementation of the Infrastructure Investment and Jobs Act. The Department also intends to use the RAISE program to support wealth creation, consistent with the Department's Equity Action Plan, through the inclusion of local inclusive economic development and entrepreneurship such as the utilization of Disadvantaged Business Enterprises or 8(a) firms. The BIL included provisions for Metropolitan Planning Organizations to consider integrating transportation planning, housing, employment opportunities, and economic development strategies.7 The Department strongly encourages applicants to utilize these new planning coordination opportunities in their proposed projects and describe them in their applications. Note, the RAISE program can only fund the surface transportation infrastructure elements of a project that may also include housing, employment opportunities, and economic development strategies. 3. RESTRICTIONS ON FUNDING The Department must comply with the following funding restrictions: Funding Restriction Amount Per State No more than 15% which is $225 million Rural Projects No more than 50% which is $750 million Urban Projects No more than 50% which is $750 million Planning Projects At least 5% which is $75 million Projects Located in Areas of Persistent Poverty and/or History Disadvantaged Communities At least 1% which is $15 million The Department may retain up to $30 million for oversight and administration of grants. Additionally, the Department may use up to 20 percent of available funds (or $300 million) to pay the subsidy and administrative costs of a project receiving credit assistance under the Transportation Infrastructure Finance and Innovation Act of 1998 (TIFIA) or Railroad Rehabilitation and Improvement Financing (RRIF) programs. Note, applicants must apply to both the RAISE program and TIFIA or RRIF loan program to be eligible for the Department to pay for subsidy and administrative costs associated with credit assistance. Federal funds awarded under this program may not be used to support or oppose union organizing, whether directly or as an offset for other funds. 7See BIL div. A § 11201., Transportation Planning, which amends 23 U.S.C. 134. Page 344 of 406 16 4. AVAILABILITY OF FUNDS The table below outlines the obligation and expenditure deadlines for FY 2025 BIL funding. Fiscal Year BIL Funding Obligation Deadline BIL Funding Expenditure Deadline FY 2025 September 30, 2029 September 30, 2034 FY 2025 RAISE grant funds must be obligated by September 30, 2029. • Obligation occurs when a selected applicant and the Department enter into a written grant agreement after the applicant has satisfied applicable local, State and Federal requirements. FY 2025 RAISE funds must be expended by September 30, 2034. • Expenditure occurs when a recipient is reimbursed for eligible project costs. • After this date, unexpended funds are no longer available to the project. 5. PERFORMANCE GOALS RAISE program performance measures can be found on the RAISE website. 6. PREVIOUS AWARDS Previous program awards can be seen in Fact Sheets on the RAISE website. Page 345 of 406 17 D. APPLICATION CONTENT AND FORMAT The Department requires the application to include the following files, in this order and with these specific names: Information File Name NOFO Section Page Limit SF-424 SF-424 D.1 N/A Project Information Form (Excel file) FY 2025 RAISE Project Information Form D.2 N/A Project Description Project Description D.3 5 pages Project Location File Project Location File D.4 N/A Project Budget Project Budget D.5 5 pages Funding Commitment Documentation Funding Commitments D.5 N/A Merit Criteria Merit Criteria Narrative D.6 15 pages Project Readiness Project Readiness D.7 5 pages Benefit-Cost Analysis Narrative (capital projects only) BCA Narrative D.8 N/A Benefit-Cost Analysis Calculations (capital projects only, unlocked Excel file) BCA Calculations D.8 N/A Letters of Support (Optional) Letters Of Support D.7 N/A The Department requires application files to be formatted as follows: single-spaced, 12-point standard font (e.g., Times New Roman), with 1-inch margins. Files should be in PDF unless otherwise specified (e.g., project information form in Excel; location files as Shapefile or KML/KMZ; and BCA calculations in Excel). Applications should include all necessary information to demonstrate compliance with the Eligibility section and to meet selection criteria in the Criteria section. Applications must be complete at submission; the Department may request additional data, but applicants are not obligated to provide it. Supporting documents may be included but are not required to be reviewed by evaluators. Different evaluation teams review the merit criteria, the benefit-cost analysis, budget, and project readiness files. The Department expects application files to include the following detailed information: 1. STANDARD FORM 424 The SF-424 Application for Federal Assistance must be completed. Applicants may leave the following fields on the form blank: 3, 4, 5a, 5b, 6, 7, 11, 13, and 14. Separate files must be attached in Item 15 to provide required project information that is not included in the body of the SF-424. Page 346 of 406 18 2. FY 2025 RAISE PROJECT INFORMATION FORM The FY 2025 Project Information Form can be downloaded from Grants.gov or from the RAISE website. This from is used to determine applicant and project eligibility. Information such as applicant name, RAISE amount requested, other Federal funding, non- Federal funding, etc. may be requested in varying degrees of detail on both the SF-424 and the FY 2025 RAISE Project Information Form. Applicants must fill in all fields unless stated otherwise on the forms. 3. PROJECT DESCRIPTION FILE This file should describe the project to be planned or constructed, including a detailed statement of work covering technical and engineering aspects, current design status, and transportation challenges and solutions. It may also include the project’s history and how it fits within the applicant's broader transportation infrastructure investments. This file should include a narrative description of the project location, detailing the geographic area and providing maps to complement the project location file. It should narratively identify if the project is located in an Area of Persistent Poverty, a Historically Disadvantaged Community, and if the project is Urban or Rural (see Location Designations section for definitions). 4. PROJECT LOCATION FILE Applicants should submit one of the following file types that detail the projects location so the Department can verify location designations: Shapefile (.zip with .shp, .shx, .dbf, and .prj) or KML/KMZ. Google Earth can be used to create KML/KMZ files. The files should only include the project's direct physical location, not a broad service area or area of impact. Accurate location data is crucial as it affects eligibility for the FY 2025 RAISE grants program. Page 347 of 406 19 5. PROJECT BUDGET FILES This file should describe the budget for the RAISE project using the below table and also include a narrative section. The budget table should show only future eligible project costs and should not include previously incurred expenses. The budget table must show the total project cost by project component and the following funding sources: • RAISE funding request • Other Federal funds • Non-Federal Funds The budget table and narrative must identify the amount, type (e.g., grant, loan, bond, etc.), and source of all other Federal funds and non-Federal funds included in the budget. The budget table should demonstrate compliance with the statutory cost share requirements. Applicants must also include the three tables listed below in their project budget file. The Department will use these tables to determine where the majority of project costs occur for the purposes of making APP, HDC, and Urban designations. The total project cost listed in each table should match the total project cost listed in the budget table above, in the SF-424 and in the FY 2025 RAISE Project Information Form. Applicants should reference the RAISE Grant Project Location Verification mapping tool when filling out the below tables. 2020 Census Tract(s) Project Costs per Census Tract [XX.XX] $ [XX.XX] $ [XX.XX] $ [XX.XX] $ Total Project Cost: $ Note: Please reference the Census Tracts (2020 Census) layer in the RAISE Grant Project Location Verification mapping tool. Additional rows may be added if necessary. Funding Source [Component 1] [Component 2] Total Funding RAISE Funds: [$XXX] [$XXX] [$XXX] Other Federal Funds: [$XXX] [$XXX] [$XXX] Non-Federal Funds: [$XXX] [$XXX] [$XXX] Total Project Cost: [$XXX] [$XXX] [$XXX] Note: If there is only a single component, remove “Component 2” column. If there are more than 2 components, add columns. Page 348 of 406 20 2010 Census Tract(s) Project Costs per Census Tract [XX.XX] $ [XX.XX] $ [XX.XX] $ [XX.XX] $ Total Project Cost: $ Note: Please reference the Census Tracts (2010 Census) layer in the RAISE Grant Project Location Verification mapping tool. Additional rows may be added if necessary. Urban and Rural Project Costs Urban (2020 Census-designated urban area with a population greater than 200,000) $ Rural (Located outside of a 2020 Census- designated urban area with a population greater than 200,000) $ Total Project Cost: $ Note: Please reference the Census Designated Urban Areas with Population Greater Than 200,000 (2020 Census) layer in the RAISE Grant Project Location Verification mapping tool. The budget narrative should include: • Sources, Uses, and Availability: Provide complete information on how all capital or planning project funds may be used, their availability, and documented funding commitments. For example, if a source of funds is available only after a condition is satisfied, the application should identify that condition and describe the applicant’s control over whether it is satisfied. Similarly, if a source of funds is available for expenditure only during a fixed period, the application should describe that restriction. Examples of documentation include, but are not limited to, a letter signed by a governing official or chief financial officer confirming the amount and source of funding, a page or pages from the Statewide Improvement Program (STIP) or Transportation Improvement Program (TIP) (please do not include a link to the entire STIP/TIP), a signed city ordinance, or a county administrator committing previously approved general obligation bonds. • Contingency Amount and Plan: Indicate the specific contingency amount included in the budget to demonstrate there is sufficient funding to cover unanticipated cost increases and describe a plan to address potential cost overruns. Planning projects are not required to include a contingency amount but must describe a plan to address potential cost overruns. • Level of Design: Indicate the degree of design completion (e.g., no design, 30, 60, 90 percent design) for which the cost was estimated in the case of a capital project; • Cost Estimates: Indicate how, when, and by whom project costs were estimated. Cost estimates should be no older than a year from the application deadline. If older, please apply an inflation factor. Page 349 of 406 21 • Cost Share: Explain how the project budget satisfies the statutory cost share or non- federal funds matching requirements shown in the project budget table, if applicable. 6. MERIT CRITERIA FILE This file should demonstrate how the project aligns with each of the 8 statutory merit criteria described in the Merit Criteria section by: • Organizing the narrative in the order the merit criteria are described in the Merit Criteria section • Addressing each merit criteria separately by: o Identifying the bullet(s) from the rubric the project addresses o Identifying the element(s) of the project that address the bullet(s) from the rubric o Providing supporting justification using data. Unsupported claims may harm the application's competitiveness. Applicants are encouraged to use the Department’s Equitable Transportation Community (ETC) Explorer as a resource to describe how their project area is experiencing transportation related disadvantage as it relates to safety, affordable transportation options, pollution, access to good- paying jobs, climate change, and/or improving quality of life. Insufficient information to assess any criterion will negatively impact the project rating. Merit reviewers will focus on this file and will not be required to reference links or the other files in the application package. 7. PROJECT READINESS FILE Project readiness describes an applicant’s preparedness to move a proposed project forward once it receives a RAISE grant. The Project Readiness file should include information that, when considered with the project budget information, is sufficient for the Department to evaluate whether the project is reasonably expected to begin the capital or planning project in a timely manner and meet both the obligation and expenditure deadlines. To assist the Department’s environmental risk review, the applicant should provide the information requested on project schedule, required approvals and permits, NEPA class of action and status, public involvement, right-of-way acquisition plans, risk assessment, and risk mitigation strategies. Applicants can see a general Project Readiness checklist on the DOT Navigator The Project Readiness file should include the sections outlined below. Supporting material that exceeds page limits may be provided as hyperlinks, attachments, or appendices. i. Planning and Constructability Applicants should demonstrate that a project that is required to be included in the relevant State, metropolitan, and local planning documents has been or will be included in such documents. • STIP / TIP / TTIP / TAM Plan: Is the project already listed in the STIP, TIP, Tribal Transportation Improvement Program (TTIP), and/or Transit Asset Management (TAM) Plan, if applicable? If so, provide links or attachments that show the project listing in the applicable plans/programs. If the project is not yet listed, describe any coordination that Page 350 of 406 22 has/will occur to facilitate listing in the applicable plans/programs and the anticipated date when listing will occur. • Consistency with Other Plans: Is your proposal listed in and/or consistent with any other plans (e.g., the Long-Range Statewide Transportation Plan and/or Metropolitan Long- Range Plan)? If so, please summarize and provide a link to appropriate project listing. • Freight Plans: To the extent possible, freight projects should be included in a State Freight Plan and supported by a State Freight Advisory Committee (49 U.S.C. 70201, 70202), if these exist. Applicants should provide links or other documentation supporting this consideration such as letters of support from the State DOT if the project is intended to be included in the State Freight Plan, or results from application of the FHWA Freight Mobility Trends Tool. • Property Acquisition / Right-of-Way (ROW): Who is the owner of the existing facility? Will any new ROW acquisition be required, and if so, from whom? If acquisition will be required, describe the status and anticipated schedule for the acquisition. Will any special ROW permits or approvals be needed? If so, please describe. • Construction Techniques and Phasing: Will the proposed improvements require unique construction techniques, non-standard project delivery methods (e.g., approaches other than design-bid-build), and/or phasing? If so, please describe. ii. Proposed Schedule • List the completed and/or anticipated dates (calendar month and year, not fiscal year or quarter) for the following key milestones. Dates provided should reflect a realistic amount of time to complete each milestone. Ensure that dates provided here are consistent with dates provided elsewhere in the application. o Start and end of preliminary design o Start and end of the NEPA process o Start and end of obtaining permits/approvals (if required) o Project listed in STIP, TIP, TTIP, and/or TAM Plan (as applicable) o Start and end of final design o Start and end of ROW acquisition (if required) o Anticipated finalization of RAISE grant agreement (if awarded) o Anticipated obligation of grant funds (if awarded) o Start and end of construction • Project Development Phases to be Funded with RAISE: Describe the project development phase(s) proposed to be funded with RAISE funds (if awarded), and whether RAISE funds are proposed to be used for phases other than ROW acquisition and construction (e.g., for design, NEPA, etc.). Note: typically, milestones for establishing the grant agreement and obligation of funds should be scheduled before any activities/phases that will use RAISE funds. iii. NEPA and Permitting • NEPA Class of Action: List the class of action/type of document that has already been or will be prepared to comply with the National Environmental Policy Act (NEPA) of 1969, Page 351 of 406 23 as amended (e.g., a categorical exclusion, an environmental assessment, an environmental impact statement, or class of action not yet determined). If multiple NEPA documents are being prepared for this proposal, briefly explain why, and complete the prompts below for each document. • NEPA Status and Milestones: Briefly describe the status of NEPA compliance (e.g., not started, underway, or complete), the anticipated project impacts, and proposed mitigation measures. If the NEPA process has been completed, provide the final approval date for the NEPA document. If the NEPA process has not yet been completed, list the key remaining milestones for the NEPA process, their status, and their anticipated completion dates. Identify any anticipated challenges to timely completing the NEPA process. • Link to NEPA Documentation: If draft or final NEPA documentation is available, provide a hyperlink, attach it, or append it. • Reevaluation and Post-Approval Changes: Describe any planned and/or completed efforts to reevaluate the NEPA documentation between the final NEPA approval and beginning of construction. Reevaluation may be warranted based on the passage of time and/or changes in the project scope, setting, impacts, or applicable requirements since the final NEPA approval. • Permits and Approvals: List any federal, state, or local permits and approvals anticipated to be needed for the project (e.g., Clean Water Act Section 404 permit, Endangered Species Act Section 7 consultation, etc.). Provide the status of each permit or approval and the date that the permit or approval was obtained or is anticipated to be obtained. Summarize and attach relevant correspondence or documentation of consultation with permitting agencies. • Coordination with DOT: Identify the federal lead agency for the NEPA process and any joint-lead agencies. Describe any coordination that has occurred with an agency or operating administration of USDOT regarding the project proposal and/or NEPA analysis. Describe any coordination with state, county, or local transportation agencies regarding preliminary design and the NEPA process. iv. Project Support • Public and Agency Involvement Process: Summarize the key events and techniques used to engage the public and other stakeholders during the NEPA process. Highlight efforts to engage disadvantaged communities and communities likely to be affected by the project, including details on compliance with environmental justice requirements and access for persons with disabilities and limited English proficiency. These efforts may include public meetings, a public website, presentations to community groups, newsletters, online outreach, etc. • Public and Agency Involvement Results: Summarize the support, opposition, and/or other notable feedback related to the project from the following groups and describe how stakeholder feedback has been integrated into project development and design: o The public, including members of communities affected by the proposal, o Elected officials and/or bodies (e.g., federal and state legislators, city and county councils and boards, etc.), Page 352 of 406 24 o Other entities (e.g., members of business or industry, community organizations, advocacy groups, etc.), and o Federal, state, or local agencies (reference any relevant information provided in the NEPA and Permitting section above). • Attach and reference documentation of support as applicable (e.g., letters of support, letters of commitment, resolutions, summaries of public comments, etc.) v. Risks and Mitigation Project risks, such as procurement delays, environmental uncertainties, increases in real estate acquisition costs, uncommitted local match (non-federal funding), lack of support from stakeholders or impacted communities, or lack of legislative approval affect the likelihood of successful project start and completion. Project risks can also include the unavailability of vehicles that either comply with Federal Motor Vehicle Safety Standards or are exempt from Federal Motor Vehicle Safety Standards in a manner that allows for their legal acquisition and deployment, and unavailability of domestically manufactured equipment. • The applicant should identify all material risks and harms to the project and the strategies that the lead applicant and any project partners have undertaken or will undertake to mitigate those risks, and describe the potential effects of each risk on meeting the key project delivery schedule milestones presented in the Proposed Schedule. The applicant should assess the greatest risks to the project and identify how the project parties will mitigate those risks. • If an applicant anticipates pursuing a waiver for relevant domestic preference laws, the applicant should describe steps that have been or will be taken to maximize the use of domestic goods, products, and materials in constructing its project. To the extent the applicant is unfamiliar with the Federal program, the applicant should contact the appropriate DOT operating administration field or headquarters offices, as found in contact information on the RAISE website, for information on the prerequisite steps to obligate Federal funds in order to ensure that their project schedule is reasonable and that there are no risks of delays in satisfying Federal requirements. vi. Technical Capacity Assessment All applications should include a section in the Project Readiness file that demonstrates their technical capacity to successfully deliver the project in compliance with applicable Federal requirements including, but not limited to, compliance with Title VI/Civil Rights requirements and Buy America provisions. The applicant should address the following in the technical capacity section of the Project Readiness file: • Federal Funding: experience implementing federally funded transportation projects. • Federal Regulations: understanding of federal contract and procurement requirements, Buy America, Americans with Disabilities Act, Uniform Relocation Assistance and Real Property Acquisition Act, Davis Bacon Act, etc. • Project Planning: practice incorporating projects into long-range development plans or adding projects to the TIP/STIP through the MPO planning process. Page 353 of 406 25 • Project Delivery: examples of successfully delivered projects of similar size, scope, and complexity. 8. BENEFIT-COST ANALYSIS The purpose of the Benefit-Cost Analysis (BCA) is to enable the Department to evaluate the cost-effectiveness of the proposed project by comparing its expected benefits to its expected costs relative to the current problem often referred to as the “baseline” or “no-build alternative.” The baseline defines the world without the proposed project. Any benefits claimed for the proposed project, both quantified and unquantified, should be clearly tied to the expected outcomes of the proposed project. While benefits should be quantified wherever possible, applicants may also describe other categories of benefits in the BCA that are more difficult to quantify and/or value in economic terms. There should be two BCA files included in the application: (1) a narrative description of the BCA; and (2) an unlocked spreadsheet revealing the underlying calculations: • Narrative Description of Analysis: The BCA narrative should describe the current baseline, the sources of data used to estimate the benefits of the project, document any assumptions, and the values of key input parameters. Applicants may also provide a table similar to the one shown below summarizing the impacts of the project and how those impacts would translate into expected benefits. This is shown as an example only: Baseline / Current Status and Problem to be Addressed Change to Baseline / Proposed Project to Address Problem Example Impacts A freeway divides two neighborhoods A new street will be constructed to connect neighborhoods on each side of the freeway Reduced travel time for pedestrians and cyclists by X miles per day due to a more direct route, as well as reduced emissions, vehicle operating costs, and travel time for vehicle occupants by lowering VMT by Y miles per year A roadway with a high number of pedestrian fatalities has no sidewalks or marked crosswalks Sidewalks, high visibility crosswalks, and upgraded lighting will be added to the roadway Reduced pedestrian fatalities and injuries by X and Y per year, respectively, as well as amenity benefits of wider sidewalks for Z daily pedestrian trips • Spreadsheet Revealing Underlying Calculations: The BCA spreadsheet file should present the calculations in sufficient detail and transparency to allow the analysis to be reproduced by Department evaluators. While DOT does not have a prescribed format for the BCA spreadsheet submitted by the applicant beyond ensuring that it is unlocked, to allow review, the Department is also developing a new BCA spreadsheet template that will be available to assist applicants in structuring their analysis. Page 354 of 406 26 Applicants should review the Department’s detailed guidance on how to conduct a BCA. Both the guidance document and spreadsheet template will be available on the RAISE website. Page 355 of 406 27 E. SUBMISSION REQUIREMENTS AND DEADLINE 1. ADDRESS TO REQUEST APPLICATION PACKAGE All application materials may be found on Grants.gov and the RAISE website. 2. UNIQUE ENTITY IDENTIFIER (UEI) AND SYSTEM FOR AWARD MANAGEMENT (SAM) Each applicant must: • Be registered in SAM.gov before submitting its application; • Provide a valid unique entity identifier in its application; and • Continue to maintain an active registration in SAM.gov with current information at all times during which it has an active Federal award or an application under consideration by a Federal agency. Please note that the SAM registration process takes several weeks to complete, if not longer. i. Submission Instructions All applications must be submitted electronically through Grants.gov The Department does not accept applications via mail, fax machine, email, or other means. Each applicant must: • Create a Grants.gov username and password • The E-Business Point of Contact (POC) at the applicant’s organization must respond to the registration email from Grants.gov and login at Grants.gov to authorize the applicant as the Authorized Organization Representative (AOR). Please note that there can be more than one AOR for an organization Failure to register for SAM or comply with Grants.gov applicant requirements in a timely manner will not be considered for exceptions to the submission requirements and deadline. ii. Submission Issues The Department is not able to assist with technical issues related to Grants.gov registration or application submission. For information and instructions, please see Grants.gov. If applicants experience difficulties at any point during the registration or application submission process, please call the Customer Service Support Hotline at 1-800-518-4726 or email support@grants.gov. 3. SUBMISSION DEADLINE Applications must be submitted through Grants.gov by 11:59 PM eastern on January 30, 2025. Grants.gov attaches a time stamp to each application at the time that submission is complete. Page 356 of 406 28 i. Consideration of Applications Only applicants who comply with all submission deadlines described in this notice and electronically submit valid, on-time applications through Grants.gov will be eligible for evaluation and possible selection for award. ii. Late Applications Any applications that Grants.gov time stamps after 11:59 PM eastern on the deadline will not be accepted. Applicants are strongly encouraged to make submissions days, if not weeks, in advance of the deadline. Applicants facing technical issues are advised to contact the Grants.gov helpdesk well in advance of the deadline. 4. INTERGOVERNMENTAL REVIEW This program is not subject to EO 12372, Intergovernmental Review of Federal Programs. 5. COMPLIANCE WITH SECTION 508 OF THE REHABILITATION ACT OF 1973 The Department encourages applicants to submit documents that are compliant with Section 508 of the Rehabilitation Act of 1973 (see Section 508 guidelines). Page 357 of 406 29 F. APPLICATION REVIEW INFORMATION 1. CRITERIA This section specifies the criteria the Department will use to evaluate applications. TIER 1 All Eligible Applications Merit Criteria Review TIER 2 All applications rated “Highly Recommended” under the merit criteria review automatically advance for second tier analysis. The Senior Review Team (SRT) can advance applications rated “Recommended” for second tier analysis. Project Readiness Review Environmental Risk Assessment (capital projects only) Financial Completeness Assessment Technical Capacity Assessment Benefit-Cost Analysis (capital projects only) The Department will review merit criteria for all applications. Highly Recommended capital applications will automatically advance to receive second-tier analysis consisting of three Project Readiness reviews: (1) Environmental Risk Assessment; (2) Technical Capacity Assessment; and (3) Financial Completeness Assessment, as well as a Benefit-Cost Analysis (BCA). Highly Recommended planning applications will automatically advance to receive second-tier analysis consisting of two Project Readiness areas: (1) Technical Capacity Assessment; and Financial Completeness Review. Environmental Risk Assessment and BCA will not be reviewed for planning applications. The SRT can advance select Recommended capital and planning applications for second-tier analysis under the circumstances described in the Review and Selection Process section. iii. Merit Criteria For each merit criterion, the Department will evaluate whether the application uses data-driven and evidence-based methods to demonstrate that the project will provide the anticipated benefits, which will result in a rating of “high, “medium,” “low,” or “non-responsive” as described in the rubric below. Page 358 of 406 30 Individual Merit Criteria Ratings High The criterion must be addressed as a primary project purpose (not an ancillary or incidental consideration, except for the Partnership and Collaboration and Innovation criteria), must include clear, direct, data- driven (capital projects only), and significant benefits, and must align with at least one of the benefits described in the high column of the merit criteria rubric. Medium The criterion may not be a primary project purpose, or the project benefits do not meet at least one of the requirements for a ‘high’ rating, as described in the merit criteria rubric. Low The application contains insufficient information to assess that criterion’s benefits. Non-Responsive The proposed project negatively affects the criterion, or the application does not address the criterion. Planning grant applications will be evaluated against the same merit criteria as capital grants. Planning grant applications should include data on the problem intended to be addressed, but information does not need to be as driven by data as a capital project when estimating benefits of the implemented project since data is often an outcome of the project to be planned. The Department will consider how the plan, once implemented, will ultimately further the merit criteria. The combination of individual criterion ratings will inform one overall Merit Rating: Highly Recommended, Recommended, Acceptable, or Unacceptable, as shown below. Overall Merit Rating Highly Recommended six or more of the eight merit criteria ratings are “high” none of the merit criteria ratings are “non-responsive” Recommended one to five of the merit criteria ratings are “high” no more than three of the merit criteria ratings are “low” none are “non-responsive” Acceptable a combination of “high,” “medium,” “low,” or “non- responsive” ratings that do not fit within the definitions of Highly Recommended, Recommended, or Unacceptable Unacceptable three or more “non-responsive” ratings Page 359 of 406 31 Merit Criteria Non-Responsive Low Medium High Safety Application did not address the Safety criterion OR Project negatively affects safety Application contains insufficient information to assess safety benefit The project has one or more of the following safety benefits, but safety may not be a primary project purpose or does not meet the description(s) of a ‘high’ rating: • Protect non-motorized or motorized travelers from safety risks; or • Reduce any number of fatalities and/or serious injuries Safety is a primary project purpose AND the project has clear, direct, data-driven (for capital projects only), and significant benefits that targets a known, documented safety problem, by doing one or more of the following: • Protect non-motorized travelers from safety risks; or • Reduce fatalities and/or serious injuries in underserved communities to bring them below the state-wide average; or • Incorporate and cite specific actions and activities identified in the Department’s National Roadway Safety Strategy plan or Improving Safety for Pedestrians and Bicyclists Accessing Transit report, or FTA’s Safety Advisory 23-1: Bus-to- Person Collisions; or • Incorporate specific safety improvements that are part of a documented risk reduction mitigation strategy and that have, for example, port-wide or transit system impact. Page 360 of 406 32 Merit Criteria Non-Responsive Low Medium High Environmental Sustainability Application did not address the Environmental Sustainability criterion OR Project negatively affects environmental sustainability Application contains insufficient information to assess environmental sustainability benefits Project has one or more of the following environmental sustainability benefits, but environmental sustainability may not be a primary project purpose or does not meet the description(s) of a ‘high’ rating: • Reduce transportation-related air pollution and greenhouse gas emissions; or • Reduce vehicle miles traveled; or • Incorporate lower- carbon pavement/construction materials; or • Redevelop brownfield sites; or • Improve resilience of infrastructure to current and future weather and climate risks; or • Make basic stormwater improvements Environmental sustainability is a primary project purpose AND the project has clear, direct, data-driven (for capital projects only), and significant benefits that explicitly considers climate change and environmental justice, by doing one or more of the following: • Reduce transportation-related air pollution and greenhouse gas emissions in disadvantages communities; or • Address the disproportionately negative environmental impacts of transportation on disadvantaged communities such as by reducing exposure to elevated levels of air, water, and noise pollution; or • Align with the applicant’s State Carbon Reduction Strategy, State Electric Vehicle Infrastructure Deployment Plan, or other State, local, or tribal greenhouse gas reduction plan; or • Align with the U.S. National Blueprint for Transportation Decarbonization; or • Implement transportation-efficient land use and design, such as drawing on the features of historic towns and villages that had a mix of land uses, compact and walkable development patterns, accessible Page 361 of 406 33 Merit Criteria Non-Responsive Low Medium High green space, and neighborhood centers that make it convenient to take fewer or shorter trips; or • Reduce vehicle miles traveled specifically through modal shift to transit, rail, or active transportation; or • Reduce emissions specifically by shifting freight to lower-carbon travel modes; or • Incorporate energy efficient investments, such as electrification or zero emission vehicle infrastructure; or • Improve the resilience of at-risk infrastructure to be resilient to extreme weather events and natural disasters caused by climate change, such as by using best-available climate data sets, information resources, and decision-support tools; or • Incorporate nature-based solutions or natural infrastructure with the use of native plants; or • Referenced in a Resilience Improvement Plan or similar plan; or • Remove, replace, or restore culverts for the purpose of improving habitat for aquatic species; or Page 362 of 406 34 Merit Criteria Non-Responsive Low Medium High • Avoid adverse environmental impacts to air or water quality, wetlands, and endangered species Quality of Life Application did not address the Quality of Life criterion OR Project negatively affects quality of life Application contains insufficient information to assess quality of life benefits Project has one or more of the following quality of life benefits but quality of life may not be a primary project purpose or does not meet the description(s) of a ‘high’ rating: • Increase affordability for travelers; or • Reduces vehicle dependence Quality of life is a primary project purpose AND the project has clear, direct, data- driven (for capital projects only) and significant benefits, by doing one or more of the following: • Increase affordable transportation choices by improving and expanding active transportation usage or significantly reducing vehicle dependence, particularly in underserved communities; or • Reduce transportation and housing cost burdens by integrating mixed- use development and a diversity of housing types, including affordable housing, with multimodal transportation infrastructure; or • Coordinate and integrate land use, affordable housing, and transportation planning in order to create more livable communities and expand travel choices; or • Improve access to daily destinations like jobs, healthcare, grocery stores, schools, places of worship, recreation, or parks through transit and active transportation; or • Implement transit-oriented development that benefits existing Page 363 of 406 35 Merit Criteria Non-Responsive Low Medium High residents and businesses, low- income and disadvantaged communities, and minimizes displacement; or • Improve public health by adding new facilities that promote walking, biking, and other forms of active transportation; or • Mitigate urban heat islands to protect the health of at-risk residents, outdoor workers, and others; or • Proactively addresses equity. Mobility and Community Connectivity Application did not address the Mobility and Community Connectivity criterion OR Project negatively affects mobility and community connectivity Application contains insufficient information to assess mobility and community connectivity benefits Project has one or more of the following mobility and community connectivity benefits, but mobility and community connectivity may not be a primary project purpose or does not meet the description(s) of a ‘high’ rating: • Increase accessible transportation choices; or • Include ADA improvements Mobility and community connectivity is a primary project purpose AND the project has clear, direct, data-driven (for capital projects only) and significant benefits, by doing one or more of the following: • Improve system-wide connectivity with access to transit, micro- mobility, and mobility on-demand; or • Implement plans, based on community participation and data, that addresses gaps identified in the existing network; or • Remove physical barriers for individuals by reconnecting communities to direct, affordable transportation options; or • Include transportation features that increase the accessibility for non- Page 364 of 406 36 Merit Criteria Non-Responsive Low Medium High motorized travelers in underserved communities; or • Incorporate Universal Design including details of how the improvements go beyond ADA requirements by designing environments to be usable by all people, to the greatest extent possible, without the need for adaption or specialized design such as a Complete Streets approach; or • Directly increasing intermodal and multimodal freight movement; or • Consider last-mile freight plans in a Complete Streets and multimodal approach Economic Competitiveness and Opportunity Application did not address the Economic Competitiveness and Opportunity criterion OR Project negatively affects economic competitiveness and opportunity Application contains insufficient information to assess economic competitiveness and opportunity benefits Project has one or more of the following economic competitiveness and opportunity benefits, but economic competitiveness and opportunity may not be a primary project purpose or does not meet the description(s) of a ‘high’ rating: • Improve travel time reliability; or • Improve movement of goods; or • Create jobs related to the project’s delivery Economic competitiveness is a primary project purpose AND the project has clear, direct, data-driven (for capital projects only), and significant benefits, by doing one or more of the following: • Improve intermodal and/or multimodal freight mobility, especially for supply chain bottlenecks; or • Facilitate tourism opportunities; or • Promote local inclusive economic development and entrepreneurship such as the utilization of Disadvantaged Business Enterprises or 8(a) firms; or • Promote wealth building; or Page 365 of 406 37 Merit Criteria Non-Responsive Low Medium High and on-going operations • Promote long-term economic growth and other broader economic and fiscal benefits; or • Create good-paying jobs with free and fair choice to join a union including through the use of a project labor agreement; or • Adopt local and economic hiring preferences for the project workforce or include other changes to hiring policies and workplace cultures to promote the entry and retention of underrepresented populations; or • Promote greater public and private investments in land-use productivity, including rural main street revitalization or locally driven density decisions that support equitable commercial and mixed- income residential development State of Good Repair Application did not address the State of Good Repair criterion OR Project negatively affects state of good repair Application contains insufficient information to assess state of good repair benefits Project has one or more of the following state of good repair benefits but state of good repair may not be a primary project purpose or does not meet the description(s) of a ‘high’ rating: • Routine or deferred maintenance; or • Create new infrastructure (not in a State of good repair is a primary project purpose AND the project has clear, direct, data-driven (for capital projects only) and significant benefits, by doing one or more of the following: • Restore and modernize (such as through road diets and complete streets approaches) the existing core infrastructure assets that have met their useful life; or Page 366 of 406 38 Merit Criteria Non-Responsive Low Medium High remote community) that will be maintained in a state of good repair; or • Identify the party responsible for maintenance and describe how the new or improved asset(s) will be maintained in a state of good repair; or • Resolve the current or projected transportation system vulnerabilities • Reduce construction and maintenance burdens through efficient and well-integrated design; or • Create new infrastructure in remote communities that will be maintained in a state of good repair; or • Address current or projected transportation system vulnerabilities for underserved communities; or • Prioritize improvement of the condition and safety of existing transportation infrastructure within the existing footprint Partnership and Collaboration Application did not address the Partnership and Collaboration criterion OR Project negatively affects partners or community members (e.g., negative impacts from ROW acquisition, lack Application contains insufficient information to assess the partnership and collaboration benefits Project has one or more of the following partnership and collaboration benefits but partnership and collaboration may not be a primary project purpose or does not meet the description(s) of a ‘high’ rating: • Collaborate with public and/or private entities; or • Document support from local, regional, or national levels Project has, or demonstrates plans to, support and engage diverse people and communities by doing one or more of the following: • Engage residents and community- based organizations to ensure equity considerations for underserved communities are meaningfully integrated throughout the lifecycle of the project, for example, by citing and describing how the project aligns with the Department’s Promising Practices for Meaningful Public Involvement in Transportation Decision-Making Guide; or Page 367 of 406 39 Merit Criteria Non-Responsive Low Medium High of support for the project, etc.) • Coordinate with other types of projects such as economic development, commercial or residential development near public transportation, power/electric infrastructure projects, or broadband deployment; or • Partner with Disadvantaged Business Enterprises or 8(a) firms; or • Partner with high-quality workforce development programs with supportive services to help train, place, and retain people in good- paying jobs or registered apprenticeships. These programs should have a focus on expanding access for women, people of color, and others that are underrepresented in infrastructure jobs (people with disabilities, people with convictions, etc.); or • Partner and engage with unions and/or worker organizations in the development of the project and the lifecycle of the project, including the maintenance or operation of the completed project; or • Partner with communities or community groups representative of historically underrepresented groups to develop workforce strategies; or Page 368 of 406 40 Merit Criteria Non-Responsive Low Medium High • Establish formal public-private partnerships or joint ventures to expand or create new infrastructure or economic development capacity; or • Participate in the Thriving Communities Network Innovation Application did not address the Innovation criterion. OR Includes non- innovative practices or components Application contains insufficient information to assess innovation benefits Project has one or more of the following innovation benefits but does not meet the description(s) of a ‘high’ rating: • Deploy technologies, project delivery, or financing methods that are new or innovative to the applicant or community Project has, or demonstrates plans for, one or more of the following innovative benefits. Innovative Technologies • Enhance the environment for electric, connected, or automated vehicles to improve the detection and mitigation of safety risks; or • Improve safety using Advanced Driver Assistance Systems on public transit vehicles, including functions such as precision docking; lane keeping or lane centering; or • Use sensors or small unmanned aerial vehicles to enhance infrastructure inspection and asset management processes; or • Use sensors to monitor real-time conditions of pavement quality, signage, crosswalks, transit headways, or other public infrastructure; or • Use low-carbon or other innovative materials; or Page 369 of 406 41 Merit Criteria Non-Responsive Low Medium High • Use caps, land bridges, or underdecks; or • Use active grade crossing detection systems to enable responsive traffic management; or • Use detection systems on railroads to target and deter trespassing; or • Digitalize curb management to optimize use across purposes and modes, including freight, pick-up drop-off, and transit usage Innovative Project Delivery • Use practices that facilitate accelerated project delivery such as single contractor design-build arrangements, Advanced Digital Construction Management, Accelerated Bridge Construction, Digital as-builts, or an up-to-date programmatic agreement between an environmental resource agency and a state DOT, or other NEPA lead agency, that establishes a streamlined process for environmental consultations and permits for commonly encountered project types. Innovative Financing • Secure TIFIA, RRIF, or private activity bond financing; or • Use congestion pricing or other demand management strategies Page 370 of 406 42 42 Safety The Department will assess how the project targets a known safety problem and seeks to protect motorized or non-motorized travelers from safety risks on roadways, transit, rail, or ports. Applicants are highly encouraged to include data-driven information when addressing the safety criterion such as the current and projected number or rate of crashes, fatalities and/or serious injuries among transportation users and how those compare to the statewide average; details about the transportation user that will reap the safety benefits such as whether the project addresses vulnerable roadway users 8 or whether the project addresses inequities in crash victims. If applicable, applicants should describe how the project incorporates specific actions and activities identified in the Department’s National Roadway Safety Strategy, or Improving Safety for Pedestrians and Bicyclists Accessing Transit report, or FTA’s Safety Advisory 23-1: Bus-to- Person Collisions. Environmental Sustainability The Department will consider the extent to which the project incorporates considerations of climate change and environmental justice in the project planning or project delivery stage. Environmental justice means the just treatment and meaningful involvement of all people, regardless of income, race, color, national origin, Tribal affiliation, or disability, in agency decision-making and other Federal activities that affect human health and the environment so that people: (i) are fully protected from disproportionate and adverse human health and environmental effects (including risks) and hazards, including those related to climate change, the cumulative impacts of environmental and other burdens, and the legacy of racism or other structural or systemic barriers; and (ii) have equitable access to a healthy, sustainable, and resilient environment in which to live, play, work, learn, grow, worship, and engage in cultural and subsistence practices. The Department will evaluate whether and how the project demonstrates environmental sustainability benefits. For this assessment, the Department will consider, for example, how the project will significantly reduce transportation-related pollution like air pollution and greenhouse gas emissions; aligns with the applicant’s State, regional, county or city carbon-reduction plan or the U.S. National Blueprint for Transportation Decarbonization; address the disproportionate negative environmental impacts of transportation such as exposure to elevated levels of air, water, and noise pollution; or implement transportation-efficient land use and design, such as drawing on the features of historic towns and villages that had a mix of land uses, compact and walkable development patterns, accessible green space, and neighborhood centers that make it convenient to take fewer or shorter trips. The Department will assess whether and how the project is expected to reduce emissions, such as shifts to lower emissions vehicles, transit, or active transportation; shift freight to lower-carbon 8 As defined by FHWA’s Vulnerable Road User Safety Assessment Guidance, a vulnerable road user is a non-motorist and may include people walking, biking, or rolling as well as highway workers on foot in a work zone. Page 371 of 406 43 43 travel modes to reduce emissions; improve the resiliency of at-risk infrastructure 9 to withstand extreme weather events and natural disasters caused by climate change such as by using best- available climate data sets, information resources, and decision-support tools, and incorporating nature-based solutions or natural infrastructure; or incorporates lower-carbon pavement or construction materials as described in the Environmental Protection Agency’s interim guidance on low-carbon materials or the U.S. National Blueprint for Transportation Decarbonization. The Department will also consider whether and how the project will incorporate energy efficient investments such as electrification or zero emission vehicle infrastructure; redevelop brownfield sites; remove, replace, or restore culverts to improve passage of aquatic species; or avoid adverse impacts to air or water quality, wetlands, and endangered species. If applicable, applicants are encouraged to make floodplain upgrades consistent with the Federal Flood Risk Management Standard, to the extent consistent with current law, in Executive Order 14030, Climate-Related Financial Risk and Executive Order 13690, Establishing a Federal Flood Risk Management Standard and a Process for Further Soliciting and Considering Stakeholder Input. Quality of Life The Department will consider whether and how the project will improve quality of life, such as by increasing affordable transportation choices and expanding active transportation usage or significantly reducing vehicle dependence; reduce transportation and housing cost burdens by integrating mixed use development and a diversity of housing types (including affordable housing) with multimodal transportation infrastructure; coordinate and integrate land use, affordable housing, and transportation planning in order to create more livable communities and expand travel choices; reduce vehicle dependence and improve access to daily destinations such as jobs, healthcare, grocery store, schools, places of worship, recreation, or parks such as by adding new facilities that promote walking, biking; implement transit-oriented development that benefits existing residents and businesses; mitigate urban heat islands to protect the health of at- risk residents, outdoor workers, and others; or proactively address racial equity.10 Mobility and Community Connectivity The Department will assess whether and how the applicant will improve mobility and community connectivity. For this assessment, DOT will consider, for example, how the project will address system-wide connectivity with access to transit, micro-mobility, and mobility on- demand; implement plans, based on community participation and data, that identifies and addresses gaps in the existing network; remove physical barriers for individuals by reconnecting communities to direct, affordable transportation options; include transportation features that increase accessibility for non-motorized travelers, such as through a Complete Streets approach; 9 For the RAISE program, at-risk infrastructure is defined as infrastructure that is subject to, or faces increased long-term future risks of, a weather event, a natural disaster, or changing conditions, such as coastal flooding, coastal erosion, wave action, storm surge, or sea level rise, in order to improve transportation and public safety and to reduce costs by avoiding larger future maintenance or rebuilding costs. 10 Definitions for “racial equity” and “underserved communities” are found in Executive Order 13985, Advancing Racial Equity and Support for Underserved Communities Through the Federal Government, Sections 2 (a) and (b). Page 372 of 406 44 44 incorporate Americans with Disabilities Act (ADA) or Universal Design11 improvements; directly increase intermodal and multimodal freight movement; or considers last-mile freight plans in a Complete Streets and multimodal approach. Economic Competitiveness and Opportunity The Department will assess whether and how the project will improve economic competitiveness and opportunity. For this assessment, DOT will consider, for example, how the project will improve intermodal or multimodal freight mobility, especially for supply chain bottle necks; facilitate tourism; promote local inclusive economic development and entrepreneurship such as the utilization of Disadvantaged Business Enterprises or 8(a) firms; wealth building; long-term economic growth and other broader economic and fiscal benefits; create good-paying jobs with free and fair choice to join a union including through the use of a project labor agreement; or adopt local and economic hiring preferences for the project workforce or include other changes to hiring policies and workplace cultures to promote the entry and retention of underrepresented populations. DOT will evaluate the extent to which the project will promote greater public and private investments in land-use productivity, including rural main street revitalization or locally driven density decisions that support equitable commercial and mixed-income residential development. State of Good Repair The Department will assess whether and to what extent the project improves state of good repair. For this assessment, DOT will consider, for example, how the project will mitigate current or projected system vulnerabilities; restore and modernize (such as through road diets and Complete Streets approaches) the existing core infrastructure assets that have met their useful life; reduce construction and maintenance burdens through efficient and well-integrated design; create new infrastructure in remote communities that will be maintained in a state of good repair; prioritize improvement of the condition and safety of existing transportation infrastructure within the existing footprint; conduct routine or deferred maintenance; create new infrastructure (not in a remote community) that will be maintained in a state of good repair; or identify the party responsible for maintenance and how the new or improved asset(s) will be maintained in a state of good repair. The Department encourages applicants to improve the condition and safety of existing state and locally owned transportation infrastructure within the right-of-way before proposing projects that add new general purpose travel lanes serving single occupancy vehicles. Partnership and Collaboration The Department will consider the extent to which the project has or will support and engage diverse people and communities. For this assessment, DOT will consider, for example, how the project has or will collaborate with public and/or private entities; documents support from local, regional, and/or national levels; engage residents and community-based organizations to ensure 11 Definition for “Universal Design” found on the General Services Administration’s Section508.gov website and states, “Universal design is a concept in which products and environments are designed to be usable by all people, to the greatest extent possible, without the need for adaption or specialized design.” Page 373 of 406 45 45 equity considerations for underserved communities are meaningfully integrated throughout the project. Applicants should describe how the project incorporates specific actions and activities identified in the Department’s Promising Practices for Meaningful Public Involvement in Transportation Decision-Making Guide; coordinate with other types of projects such as economic development, commercial or residential development near public transportation, power/electric infrastructure projects, or broadband deployment; partner with Disadvantaged Business Enterprises or 8(a) firms; partner with high-quality workforce development programs with supportive services 12 to help train, place, and retain underrepresented communities in good- paying jobs or registered apprenticeships including through the use of local and economic hiring preferences, linkage agreements with workforce programs that serve underrepresented groups, and proactive plans to prevent harassment; partner and engage with local unions or other worker- based organizations in the development and lifecycle of the project, including through evidence of project labor agreements and/or community benefit agreements; or partners with communities, or community groups representative of historically underrepresented groups, to develop workforce strategies; or establish formal public-private partnerships or joint ventures to expand or create new infrastructure or economic development capacity. DOT will assess the level of detail and description provided about the partnerships listed above. Applications that provide more details and descriptions about the project partnership will be rated higher than those that do not, in alignment with the merit rating rubric. The Department will consider whether the applicant is participating in the Thriving Communities Network. Applications that include right-of-way acquisition plans that minimally disrupts communities and maintains community cohesion will be more competitive than right-of-way acquisition plans that disrupt communities. For projects involving other Federal agencies, or requiring action from other Federal agencies, DOT will consider the level of involvement and commitment from those agencies. For example, relevant port projects should demonstrate alignment with U.S. Army Corps of Engineers investment strategies. Innovation The Department will assess the extent to which the applicant uses innovative: (1) technologies; (2) project delivery; or (3) financing. If this project is the first time the applicant or community will deploy specific innovations, the Department will consider them innovative, to the extent applicants provide enough detail to determine whether the innovations being deployed are new or innovative to the applicant or community regardless of whether other applicants or communities have implemented these innovations. • Innovative Technologies: The Department will consider how the project enhances the environment for connected, electric, or automated vehicles to improve the detection, mitigation, and documentation of safety risks. Examples include the use of Advanced 12 Supportive services are critical to help women and people facing systemic barriers to employment be able to participate and thrive in training and employment. Recommended supportive services include childcare, tools, work clothing, application fees and other costs of apprenticeship or required pre-employment training, transportation and travel to training and work sites, and services aimed at helping to retain underrepresented groups like mentoring, support groups, and peer networking. Page 374 of 406 46 46 Driver Assistance Systems on public transit vehicles and detection systems on railroads to target and deter trespassing. The Department will assess the extent to which the project uses innovative technology that significantly enhances the operational performance and maintenance of the surface transportation system including sensors to inspect infrastructure and manage assets or to monitor real-time conditions of pavement quality, signage, crosswalks, or transit headways; active grade crossing detection systems to enable responsive traffic management; or digitalized curb management to optimize use across purposes and modes, including freight, pick-up drop-off, and transit usage. The use of low-carbon materials as well as the use of caps, land bridges, or underdecks are also considered innovative. o Please note that all innovative technology must follow 2 CFR § 200.216. If an applicant is proposing to deploy autonomous vehicles or other innovative motor vehicle technology, the Department will consider whether and how the applicant demonstrates that all vehicles will comply with applicable safety requirements, including those administered by the National Highway Traffic Safety Administration (NHTSA) and Federal Motor Carrier Safety Administration (FMCSA). Specifically, the Department will consider whether the vehicles acquired for the proposed project will comply with applicable Federal Motor Vehicle Safety Standards (FMVSS) and Federal Motor Carrier Safety Regulations (FMCSR). If the vehicles may not comply, the Department will consider applications that do one of the following more competitive than applications that do not: either (1) show that the vehicles and their proposed operations are within the scope of an exemption or waiver that has already been granted by NHTSA, FMCSA, or both agencies or (2) directly address whether the project will require exemptions or waivers from the FMVSS, FMCSR, or any other regulation and, if the project will require exemptions or waivers, present a plan for obtaining them. • Innovative Project Delivery: The Department will consider the extent to which the project utilizes innovative practices in contracting (such as public-private partnerships and single contractor design-build arrangements), single contractor design-build arrangements, project bundling, https://www.fhwa.dot.gov/construction/adcms/Advanced Digital Construction Management, Accelerated Bridge Construction, Digital as-builts, or an up- to-date programmatic agreement between an environmental resource agency and a state DOT, or other NEPA lead agency, establishing a streamlined process for environmental consultations and permits for commonly encountered project types. • Innovative Financing: The Department will assess the extent to which the project incorporates innovations in transportation funding and finance, for example through private sector funding or financing, using congestion pricing or other demand management strategies to address congestion, securing a TIFIA or RRIF loan, or receiving an allocation for private activity bonds through DOT’s Build America Bureau. iv. Project Readiness Capital project applications that receive second-tier analysis will be reviewed for Project Readiness and assigned three evaluation ratings: Page 375 of 406 47 47 • Environmental Risk Assessment • Financial Completeness Assessment • Technical Capacity Assessment Planning project applications that receive second-tier analysis will be reviewed for Project Readiness and assigned two evaluation ratings: • Financial Completeness Assessment • Technical Capacity Assessment Low ratings in any of these readiness areas do not disqualify projects from award, but competitive applications clearly and directly describe achievable risk mitigation strategies. Environmental Risk The Environmental Risk Assessment evaluates information provided in the Project Readiness file. It analyzes the project’s environmental approvals and likelihood of the necessary approvals affecting project obligation funds and timely expenditure of funds after obligation. The assessment results in a rating of “high risk,” “moderate risk,” or “low risk.” Technical Capacity The Technical Capacity Assessment will assess the applicant’s capacity to successfully deliver the project in compliance with applicable Federal requirements as well as the recipient’s experience working with Federal funds, civil rights compliance, and previous experience delivering infrastructure projects. This review is partially based on information submitted with the application and partially based on DOT Operating Administration knowledge of the applicant’s performance. Technical Capacity ratings will be one of the following: “certain,” “somewhat certain,” or “uncertain.” DOT will assign the highest rating of “certain,” if the application demonstrates that: the applicant has extensive experience with Federal funds; the applicant has extensive experience completing projects with similar scope; the applicant has the resources to deliver the project; and the project will comply with all applicable Federal requirements including, but not limited to, Buy America provisions, ADA regulations, Civil Rights requirements, Federal Motor Vehicle Safety Standards, and/or the Federal Motor Carrier Safety Regulations. If an applicant is proposing to adopt innovative technology or other innovative practices, DOT will assess whether the applicant’s capacity to implement those innovations, the applicant’s understanding of applicable Federal requirements and whether the innovations may require extraordinary permitting, approvals, exemptions, waivers, or other procedural actions, and the effects of those innovations on the project delivery timeline. Financial Completeness The Financial Completeness Assessment reviews the project budget to confirm the availability of funding for the project and whether the applicant presented a complete funding package based on reasonable cost estimates. Financial Completeness ratings are: “complete,” “partially complete,” or “incomplete.” Page 376 of 406 48 48 DOT will assign the highest rating of “complete,” if the application identifies all funding sources for the project budget, documents all funding is available and committed to the project, includes contingency amount in the project budget and describes a plan to address potential cost overruns, and cost estimates are no more than a year old or include an inflation factor. Planning grants are not required to include a contingency amount but must discuss a plan to address potential cost overruns. Projects with funding estimates that are based on early stages of design (e.g., less than 30 percent design) or outdated cost estimates without specified budget contingencies will receive a lower rating. All applicants, including those requesting 100 percent grant funding, should describe a plan to address potential cost overruns. v. Benefit-Cost Analysis For capital projects that receive second-tier analysis, the Department will consider the costs and benefits of projects seeking RAISE grant funding in determining whether a project is cost effective. To the extent possible, the Department will rely on quantitative, evidenced-based and data-supported analysis to assess how well a project addresses this criterion, including an assessment of the project’s estimated benefit-cost ratio (BCR) based on the applicant-supplied BCA described in the Benefit-Cost Analysis section. To evaluate the costs and benefits of a proposed project, the Department will assign the project as either negative net benefits (costs exceed benefits) or positive net benefits (benefits exceed costs). Projects with negative net benefit ratings will not be selected for an award, unless the project demonstrates exceptional benefits for underserved or disadvantaged communities, as identified by the Senior Review Team (see Review and Selection Process section). 2. REVIEW AND SELECTION PROCESS This section explicitly addresses the BIL requirement to describe the methodology for evaluation in the NOFO. The RAISE grant program review and selection process consists of Merit Criteria Review; Project Readiness Review (consisting of Environmental Risk Assessment, Financial Completeness Assessment, and Technical Capacity Assessment); Benefit-Cost Analysis; and Senior Review. The Secretary makes final project selections. Teams comprising Department staff review all eligible applications received by the deadline for a Merit Review and assign ratings as described in the Application Review Information section. Using the Merit Review rubric described in the Application Review Information section, the combination of eight merit criteria ratings will result in one overall Merit Rating: Highly Recommended, Recommended, Acceptable, or Unacceptable. “Highly Recommended” projects automatically advance for second-tier analysis. The Senior Review Team (SRT) reviews all “Recommended” projects to determine if the benefits of a particular criterion are so significant that the project merits advancing for second- tier analysis. The SRT can advance a “Recommended” project only if: Page 377 of 406 49 49 • The project received a “high” in one or more of the priority criteria of safety, environmental sustainability, mobility and community connectivity, or quality of life, and the benefits in that criterion are exceptional; or • The SRT provides additional information to demonstrate that a criterion has benefits that are aligned with a “high” rating for one or more of the priority merit criteria listed above (whether or not the Merit Review Team assigned a “high” rating) and the benefits in that criterion would be exceptional. Senior Operating Administration staff and OST staff may make recommendations to the SRT for which projects should advance based on exceptional benefits of a particular priority criterion. Applications for the FY 2025 RAISE grant program that have identical project scope to applications that were submitted and evaluated under the FY 2024 Reconnecting Communities Neighborhoods Program competition and received the designation of “Reconnecting Extra,” will automatically advance for second-tier analysis if they receive an overall merit rating of “Recommended” and have at least one “High” rating in a priority criterion. Second-tier analysis consists of: • Capital Projects o Cost-Benefit Analysis o Project Readiness: (1) Environmental Risk Assessment; (2) Financial Completeness Assessment; and (3) Technical Capacity Assessment • Planning Projects o Project Readiness: (1) Financial Completeness Assessment; and (2) Technical Capacity Assessment Following completion of second-tier analysis, the SRT determines which projects are designated as Highly Rated. Using the discretionary authority provided in statute, the Secretary selects projects from the Highly Rated List for award, consistent with the selection criteria and statutory requirements for geographic and modal diversity. The Secretary may, depending on the pool of qualified applications, seek to award at least one project per state or territory. Projects for which an FY 2025 RAISE application is advanced by the Senior Review Team to the Highly Rated List, but that are not awarded, are automatically designated as “Projects of Merit.” Projects with this designation will be carried over into FY 2026 RAISE and considered by the SRT for advancement to the Highly Rated List, along with other FY 2026 applications eligible for advancement to the Highly Rated List. Consistent with past practice and statute, the Department offers debriefs to applicants not selected for award to receive information about the RAISE project’s evaluation. Due to overwhelming demand, the Department is unable to provide a RAISE award to every competitive project that applies. Page 378 of 406 50 50 G. AWARD NOTICES 1. HOW PROJECT SELECTIONS ARE ANNOUNCED The Department emails each successful applicant and posts all selections in Fact Sheets as well as an excel file on the RAISE website. • Notice of selection is not authorization to begin or to incur costs for the proposed project. • Following that announcement, the RAISE program Office and relevant operating administration will contact the point of contact listed in the SF-424 to initiate development of the grant agreement. 2. ANNOUNCEMENT DATES • Round 1: The selections of applications, designated as FY 2024 Projects of Merit awarded reserved funding under Round 1 of this NOFO, will be announced by January 13, 2025. • Round 2: Selections under Round 2 of this NOFO, will be announced no later than June 28, 2025. 3. PRE-AWARD COSTS Unless authorized by the Department in writing after announcement of FY 2025 RAISE selections, any costs incurred prior to the Department’s obligation of funds for a project are ineligible for reimbursement and are ineligible cost share requirements.13 • Project costs incurred before project selections are announced cannot be paid for with funds from this competition. • Funds must be used only for the specific purposes as outlined in the award letter and/or authorized by the Department. 4. REIMBURSABLE PROGRAM Recipients of RAISE Grant awards will not receive lump-sum cash disbursements at the time of award announcement or obligation of funds. In general, RAISE Program funds are administered on a reimbursement basis. Grant recipients will generally be required to pay project costs upfront using their own funds, and then request reimbursement for those costs. • RAISE funds will reimburse recipients only after a grant agreement has been executed, allowable expenses are incurred, and valid requests for reimbursement are submitted. 13 Pre-award costs are costs incurred after award announcement, but directly pursuant to the development of a grant agreement where such costs are necessary for efficient and timely performance of the scope of work, as determined by DOT. Costs incurred under an advance construction (23 U.S.C. 115) authorization before the DOT announces that a project is selected for a FY 2025 RAISE award cannot be charged to FY 2025 RAISE funds. Likewise, costs incurred under an FTA Letter of No Prejudice under Chapter 53 of title 49 U.S.C. before the DOT announces that a project is selected for a FY 2025 RAISE award, cannot be charged to FY 2025 RAISE funds. Page 379 of 406 51 51 • Obligation occurs when a selected applicant and the Department enter into a written grant agreement after the applicant has satisfied applicable local, State and Federal requirements. If a recipient cannot complete a project on reimbursement basis, DOT will—on a case-by-case basis—consider recipient requests to use alternate payment methods as described in 2 CFR 200.305(b), including advance payments. Page 380 of 406 52 52 H. POST-AWARD REQUIREMENTS AND ADMINISTRATION 1. ADMINISTRATIVE AND NATIONAL POLICY REQUIREMENTS i. Administrative Requirements Please visit the RAISE website for the General Terms and Conditions for FY 2024 RAISE awards. The FY 2025 RAISE Terms and Conditions will be similar to the FY 2024 RAISE Terms and Conditions, but it will include relevant updates consistent with this notice. All awards will be administered pursuant to the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards found in 2 C.F.R part 200, as adopted by DOT at 2 C.F.R part 1201. Federal wage rate requirements included in subchapter IV of chapter 31 of title 40, U.S.C., apply to all projects receiving funds under this program, and apply to all parts of the project, whether funded with RAISE Grant funds, other Federal funds, or non- Federal funds. In connection with any program or activity conducted with or benefiting from funds awarded under this notice, recipients of funds must comply with all applicable requirements of Federal law, including, without limitation, the Constitution of the United States; the conditions of performance, non-discrimination requirements, and other assurances made applicable to the award of funds in accordance with regulations of the Department of Transportation; and applicable Federal financial assistance and contracting principles promulgated by the Office of Management and Budget. In complying with these requirements, recipients, in particular, must ensure that no concession agreements are denied or other contracting decisions made on the basis of speech or other activities protected by the First Amendment. If DOT determines that a recipient has failed to comply with applicable Federal requirements, DOT may terminate the award of funds and disallow previously incurred costs, requiring the recipient to reimburse any expended award funds. Additionally, applicable Federal laws, rules and regulations of the relevant operating administration administering the project will apply to the projects that receive RAISE grant awards, including planning requirements, Service Outcome Agreements, Stakeholder Agreements, Buy America compliance, and other requirements under DOT’s other highway, transit, rail, and port grant programs. For projects that are eligible under RAISE but are not eligible under DOT’s other programs or projects that are eligible under multiple DOT programs, the RAISE program will determine the appropriate requirements to ensure the project is delivered consistent with program and Department goals. In particular, Executive Order 14005 directs the Executive Branch Departments and agencies to maximize the use of goods, products, and materials produced in, and services offered in, the United States through the terms and conditions of Federal financial assistance awards. If selected for an award, grant recipients must be prepared to demonstrate how they will maximize the use of domestic goods, products, and materials in constructing their project. RAISE grant projects involving vehicle acquisition must involve only vehicles that comply with applicable Federal Motor Vehicle Safety Standards and Federal Motor Carriers Safety Regulations, or vehicles that are exempt from Federal Motor Page 381 of 406 53 53 Vehicle Safety Standards or Federal Motor Carrier Safety Regulations in a manner that allows for the legal acquisition and deployment of the vehicle or vehicles. For projects administered by FHWA, applicable Federal laws, rules, and regulations set forth in Title 23 U.S.C. and Title 23 C.F.R generally apply, including the 23 U.S.C. 129 restrictions on the use of toll revenues, and Section 4(f) preservation of parklands and historic properties requirements under 23 U.S.C. 138. For an illustrative list of the other applicable laws, rules, regulations, executive orders, polices, guidelines, and requirements as they relate to a RAISE grant project administered by the FHWA, please see the RAISE website. For RAISE projects administered by the Federal Transit Administration and partially funded with Federal transit assistance, all relevant requirements under chapter 53 of title 49 U.S.C. apply. For transit projects funded exclusively with RAISE grant funds, some requirements of chapter 53 of title 49 U.S.C. and chapter VI of title 49 CFR apply. For projects administered by the Federal Railroad Administration, all relevant requirements under 49 U.S.C. § 22905 apply. ii. Program Requirements Climate Change and Environmental Justice Impact Consideration Each applicant selected for RAISE grant funding must demonstrate effort to consider climate change and environmental justice impacts as described in the Application Review Information section, consistent with Executive Order 14008, Tackling the Climate Crisis at Home and Abroad. In the grant agreement, applicants will be required to memorialize commitments they have made in their applications in one or more of the activities in the Criteria section. Racial Equity and Barriers to Opportunity Each applicant selected for RAISE grant funding must demonstrate effort to improve racial equity and reduce barriers to opportunity as described in the Application Review Information section, consistent with Executive Order 14091, Further Advancing Racial Equity and Support for Underserved Communities Through the Federal Government. In the grant agreement, applicants will be required to memorialize commitments they have made in their applications in one or more of the activities listed in the Criteria section. Labor and Workforce Each applicant selected for RAISE grant funding must demonstrate, to the full extent possible consistent with the law, an effort to create good-paying jobs with the free and fair choice to join a union and incorporation of strong labor standards as described in the Application Review Information section, consistent with Executive Order 14025, Worker Organizing and Empowerment, and Executive Order 14052, Implementation of the Infrastructure Investment and Jobs Act. In the grant agreement, applicants will be required to memorialize commitments they have made in their applications in one or more of the activities listed in the Criteria section. Critical Infrastructure Security, Cybersecurity, and Resilience It is the policy of the United States to strengthen the security and resilience of its critical infrastructure against all hazards, including both physical and cyber threats, consistent with the - Page 382 of 406 54 54 National Security Memorandum on Critical Infrastructure Security and Resilience (NSM-22). Each applicant selected for Federal funding under this notice must demonstrate, prior to the signing of the grant agreement, effort s to consider and address physical and cyber security risks relevant to the transportation mode and type and scale of the project. Projects that have not appropriately considered and addressed physical and cyber security and resilience in their planning, design, and project oversight, as determined by the Department of Homeland Security, will be required to do so before receiving funds. Domestic Preference Requirements As expressed in Executive Order 14005, ‘Ensuring the Future Is Made in All of America by All of America’s Workers’ (86 FR 7475), the executive branch should maximize, consistent with law, the use of goods, products, and materials produced in, and services offered in, the United States. Funds made available under this notice are subject to domestic preference requirements based on the Operating Administration that administers the project, including 23 U.S.C. 313 (FHWA projects); 49 U.S.C. 5323(j) (FTA projects); 49 U.S.C. 22905(a) (FRA projects); and section 70914(a) of the Build America, Buy America Act (all projects). The Department expects all applicants to comply without needing a project-specific waiver for domestic preference requirements. Civil Rights and Title VI As a condition of a grant award, grant recipients should demonstrate that the recipient has a plan for compliance with civil rights obligations and nondiscrimination laws, including Title VI of the Civil Rights Act of 1964 and implementing regulations (49 CFR § 21), the Americans with Disabilities Act of 1990 (ADA), and Section 504 of the Rehabilitation Act, all other civil rights requirements, and accompanying regulations. This should include a current Title VI plan, completed Community Participation Plan, and a plan to address any legacy infrastructure or facilities that are not compliant with ADA standards. DOT’s and the applicable Operating Administrations’ Office of Civil Rights may work with awarded grant recipients to ensure full compliance with Federal civil rights requirements. Federal Contract Compliance As a condition of grant award all Federally assisted contractors are required to make good faith efforts to meet the goals of EO 11246, Equal Employment Opportunity (30 FR 12319, and as amended). Under Section 503 of the Rehabilitation Act and its implementing regulations, affirmative action obligations for certain contractors include an aspirational employment goal of 7 percent workers with disabilities. The U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) is charged with enforcing Executive Order 11246, Section 503 of the Rehabilitation Act of 1973, and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974. OFCCP has a Mega Construction Project Program through which it engages with project sponsors as early as the design phase to help promote compliance with non-discrimination and affirmative action obligations. OFCCP will identify projects that receive an award under this notice and are required to participate in OFCCP’s Mega Construction Project Program from a wide range of Federally assisted projects over which OFCCP has jurisdiction and that have a project cost above Page 383 of 406 55 55 $35 million. DOT will require project sponsors with costs above $35 million that receive awards under this funding opportunity to partner with OFCCP, if selected by OFCCP, as a condition of their DOT award. Project Signage and Public Acknowledgements Recipients are encouraged for construction and non-construction projects to post project signage and to include public acknowledgments in published and other collateral materials (e.g., press releases, marketing materials, website, etc.) satisfactory in form and substance to DOT, that identifies the nature of the project and indicates that “the project is funded by the Infrastructure Investment and Jobs Act.” In addition, recipients employing project signage are required to use the official Investing in America emblem in accordance with the Investing in America Emblem Style Guide. Costs associated with signage and public acknowledgments must be reasonable and limited. Signs or public acknowledgments should not be produced, displayed, or published if doing so results in unreasonable cost, expense, or recipient burden. The Recipient is encouraged to use recycled or recovered materials when procuring signs. 2. REPORTING i. Progress Reporting on Grant Activities Each applicant selected for RAISE grant funding must submit quarterly progress reports and Federal Financial Reports (SF-425) to monitor project progress and ensure accountability and financial transparency in the RAISE grant program. ii. Performance Reporting Each applicant selected for RAISE grant funding must collect and report to the DOT information on the project’s performance based on performance indicators DOT identifies related to program goals (e.g., travel time savings, greenhouse gas emissions, passenger counts, level of service, etc.) and other information as requested by DOT. Performance indicators should include measurable goals or targets that DOT will use internally to determine whether the project meets program goals, and grant funds achieve the intended long-term outcomes of the RAISE Grant Program. To the extent possible, performance indicators used in the reporting should align with the measures included in the application and should relate to at least one of the selection criteria defined in the Criteria section. Performance reporting continues for several years after project construction is completed, and DOT does not provide RAISE grant funding specifically for performance reporting. RAISE grant performance measures are posted on the RAISE website. iii. Program Evaluation As a condition of grant award, RAISE grant recipients may be required to participate in an evaluation undertaken by DOT, or another agency or partner. The evaluation may take different forms such as an implementation assessment across grant recipients, an impact and/or outcomes analysis of all or selected sites within or across grant recipients, or a benefit/cost analysis or assessment of return on investment. The Department may require applicants to collect data elements to aid the evaluation. As a part of the evaluation, as a condition of award, grant Page 384 of 406 56 56 recipients must agree to: (1) make records available to the evaluation contractor; (2) provide access to program records, and any other relevant documents to calculate costs and benefits; (3) in the case of an impact analysis, facilitate the access to relevant information as requested; and (4) follow evaluation procedures as specified by the evaluation contractor or DOT staff. Recipients and sub-recipients are also encouraged to incorporate program evaluation including associated data collection activities from the outset of their program design and implementation to meaningfully document and measure the effectiveness of their projects and strategies. Title I of the Foundations for Evidence-Based Policymaking Act of 2018 (Evidence Act), Pub. L. No. 115 –435 (2019) urges Federal awarding agencies and Federal assistance recipients and subrecipients to use program evaluation as a critical tool to learn, to improve equitable delivery, and to elevate program service and delivery across the program lifecycle. Evaluation means “an assessment using systematic data collection and analysis of one or more programs, policies, and organizations intended to assess their effectiveness and efficiency” (codified at 5 U.S.C. § 311). For grant recipients, evaluation expenses are allowable costs (either as direct or indirect), unless prohibited by statute or regulation, and such expenses may include the personnel and equipment needed for data infrastructure and expertise in data analysis, performance, and evaluation (2 CFR § 200). Credible program evaluation activities are implemented with relevance and utility, rigor, independence and objectivity, transparency, and ethics (OMB Circular A-11, Part 6 Section 290). iv. Reporting of Matters Related to Recipient Integrity and Performance If the total value of a selected applicant’s currently active grants, cooperative agreements, and procurement contracts from all Federal awarding agencies exceeds $10,000,000 for any period of time during the period of performance of this Federal award, then the applicant during that period of time must maintain the currency of information reported to the SAM that is made available in FAPIIS about civil, criminal, or administrative proceedings described in paragraph 2 of this award term and condition. This is a statutory requirement under section 872 of Public Law 110 -417, as amended (41 U.S.C. 2313). As required by section 3010 of Public Law 111- 212, all information posted in the designated integrity and performance system on or after April 15, 2011, except past performance reviews required for Federal procurement contracts, will be publicly available. Page 385 of 406 57 57 I. FEDERAL AWARDING AGENCY CONTACT(S) For further information concerning this notice please contact the RAISE grant program staff via e-mail at RAISEgrants@dot.gov. In addition, DOT will post answers to questions and requests for clarifications on the RAISE website. To ensure applicants receive accurate information about eligibility or the program, the applicant is encouraged to contact DOT directly, rather than through intermediaries or third parties, with questions. DOT staff may also conduct briefings on the RAISE grant selection and award process upon request. Page 386 of 406 58 58 J. OTHER INFORMATION 1. PROTECTION OF CONFIDENTIAL BUSINESS INFORMATION All information submitted as part of or in support of any application shall use publicly available data or data that can be made public and methodologies that are accepted by industry practice and standards, to the extent possible. If the applicant submits information that the applicant considers to be a trade secret or confidential commercial or financial information, the applicant must provide that information in a separate document, which the applicant may cross-reference from the application narrative or other portions of the application. For the separate document containing confidential information, the applicant must do the following: (1) state on the cover of that document that it “Contains Confidential Business Information (CBI);” (2) mark each page that contains confidential information with “CBI;” (3) highlight or otherwise denote the confidential content on each page; and (4) at the end of the document, explain how disclosure of the confidential information would cause substantial competitive harm. DOT will protect confidential information complying with these requirements to the extent required under applicable law. If DOT receives a Freedom of Information Act (FOIA) request for the information that the applicant has marked in accordance with this section, DOT will follow the procedures described in its FOIA regulations at 49 CFR § 7.29. Only information that is in the separate document, marked in accordance with this section, and ultimately determined to be confidential under § 7.29 will be exempt from disclosure under FOIA. 2. PUBLICATION AND SHARING OF APPLICATION INFORMATION Following the completion of the selection process and announcement of awards, the Department intends to publish a list of all applications received along with the names of the applicant organizations and funding amounts requested. Except for the information properly marked as described in the Protection of Confidential Business Information section, The Department may make application narratives publicly available or share application information within the Department or with other Federal agencies if the Department determines that sharing is relevant to the respective program’s objectives. Pete Buttigieg Issued in Washington D.C. on November 1, 2024 Page 387 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-884 FROM: Stephanie Hollinghead, Chief Nicole Love, Grants Coordinator SUBJECT: The City Council accepts equipment, installation and training of two (2) complete Vesta Positions for the Fairhope Police Department from Baldwin County 911 District. This equipment is needed to improve the communication interface and reduce the time necessary to obtain and share critical caller information between Baldwin County 911 and the Fairhope Police Department. Baldwin County 911 will also provide the first year of Motorola Solutions Services support. The total amount of the equipment and services is $70,501.85, all provided free of cost. After the first year, Fairhope PD will be responsible for the annual cost of $6,225.00. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: Approval of Resolution he City Council accepts equipment, installation and training of two (2) complete Vesta Positions for the Fairhope Police Department from Baldwin County 911 District. BACKGROUND INFORMATION: Baldwin County 911 District has been installing this equipment around the County for other municipalities. While the attached letter is written as a grant, we did not apply for anything and there is no federal money attached to this and we are not receiving any money. 911 has this money allocated for the specific purpose of purchasing and installing the equipment. The company will come to Fairhope PD and install and train PD staff. 911 will pay for the first year of the support service and PD will pay for subsequent years. This equipment is needed to improve the communication interface and reduce the time necessary to obtain and share critical caller information between Baldwin County 911 and the Fairhope Police Department. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001150-Police - N/A N/A N/A Page 388 of 406 50380 Line 40 Communications Annual service cost of $6,225.00 will be included in FY26 Budget. No costs to COF for first year. The equipment will be recorded in our capital asset system and equipment cost as a donation. GRANT: None 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 389 of 406 RESOLUTION NO. _____ AUTHORIZING THE ACCEPTANCE OF A BALDWIN COUNTY EMERGENCY COMMUNICATION VESTA GRANT AWARD WHEREAS, Code of Alabama § 11-98-4(f)(7) provides authority for the Baldwin County 911 District to award grants relative to dispatching equipment and services for municipalities; and WHEREAS, Baldwin County 911 selected the City of Fairhope’s Police Department to receive a grant for acquisition of equipment for the installation of two (2) complete Vesta Positions; and WHEREAS, The equipment, installation and training will be provided by RPPS/INdigital at a total cost to Baldwin County 911 of $63,101.85 which include the initial one year of Motorola Solutions Services system support of $7,400.00. WHEREAS, The Fairhope Police Department will be responsible for providing the annual recurring support cost of approximately $6,225.00 for year two and beyond. THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City of Fairhope accepts the Baldwin county Emergency Communication Vesta Grant in the amount of $63,101.85 (includes equipment, installation, training and the initial year of system support; and will allocate the necessary funds for the recurring annual support cost. Adopted on this 19th day of December, 2024 _________________________________ Jack Burrell, Council President Attest: _________________________________ Lisa A. Hanks, MMC City Clerk Page 390 of 406 1 December 5, 2024 Chief Stephanie Hollinghead Fairhope Police Department 161 North Section Street Fairhope, AL 36532 Via Email Only – stephanie.hollinghead@fairhopeal.gov Re: Baldwin County Emergency Communication District Vesta Grant Award Dear Chief Hollinghead: Baldwin County 911 is very pleased to formally notify you of your agency’s selection to receive a grant for the acquisition of equipment for the installation of two (2) complete Vesta Positions with the Fairhope Police Department. Code of Alabama §11-98-4 (f)(7) provides authority for the Baldwin County 911 District to award grants relative to dispatching equipment and services for municipalities. Currently, Baldwin County 911 transfers calls to the Fairhope Police Department via an administrative line without the capability of transferring ALI (Automatic Location Identification) records or CAD information collected by the 911 call taker. The enhanced Vesta Positions will provide for the automated transfer of ALI records and CAD information associated with emergency calls to the FPD, greatly improving the communication interface and reducing the time necessary to obtain and share critical caller information. The equipment, installation and training will be provided by RPSS/INdigital at a total cost to Baldwin County 911 of Sixty-Three Thousand One Hundred One Dollars and Eighty- Five Cents ($63,101.85), which includes the initial year of Motorola Solutions Services system support of Seven Thousand Four Hundred Dollars ($7,400.00). The Fairhope Police Department would be responsible for providing the annual recurring support cost of approximately Six Thousand Two Hundred Twenty-Five Dollars ($6,225.00) for year two and beyond. Additionally, FPD would be required to furnish CAT 6 connecting cables, an equipment rack/enclosure and upgraded monitors to display the data at your call stations. We anticipate that the equipment installation and training should occur by January 13, 2025. RAYMOND LOVELL Chairman ANTHONY LOWERY Vice Chairman ROY GLENN Secretary/Treasurer KRISTI STAMNES DIRECTOR PAUL MUELLER AL TOLBERT MARK SEALY DAVID WILSON MARK D. RYAN General Counsel 911 Telecommunicator Circle Robertsdale, AL 36567 251-947-3911 251-947-3911 Page 391 of 406 2 The Baldwin County 911 Board is pleased to be able to provide this important enhancement to the Fairhope Police Department, increasing the level of emergency service to the members of your community and law enforcement team. Please let me know if you have any questions regarding this Grant Award and congratulations! Sincerely, Kristi Stamnes Kristi Stamnes, Director Page 392 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-888 FROM: Jeff Montgomery SUBJECT: The I.T. Director, Jeff Montgomery, requests approval to procure the annual renewal of support/subscriptions for the firewall. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: To approve this procurement for the Annual Renewal of Firewall Support/Subscriptions at a cost of $66,568.04. BACKGROUND INFORMATION: Thre renewal will include Palo Alto Networks GlobalProtect Subscription - Qty 2 ($4,029.14 each; Palo Alto Networks Advanced Wildfire Subscription - Qty 2 ($6,027.98 each); Palo Alto Networks Advanced Threat Prevention Subscription - Qty 2 ($7,009.48 each); Palo Alto Networks Advanced URL Filtering Subscription - Qty 2 ($7,009.48 each); Palo Alto Networks Premium Support - Qty 2 ($5,178.80 each); Palo Alto GlobalProtect Subscription - Qty 1 ($4,029.14 each); Palo Alto Networks DNS Security Subscrition - Qty 1 ($4,029.14 each); The total cost for the year will be Sixty-Six Thousand Five Hundred Sixty-Eight Dollars and Four Cents ($66,568.04). This will be purchased through the purchasing cooperative NASPO (Contract #AR3229) with Clear Winds Technologies and therefore does not have to be let out to bid. 2024 Cost was $52,230.24 BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001160- 50300 IT - Computer Expense $58,000.00 $66,568.04 ($8,568.04) GRANT: N/A Page 393 of 406 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 394 of 406 RESOLUTION NO. ________ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope approved the procurement of the Annual Renewal of Palo Alto Support/Subscriptions for the Firewall that is on NASPO (Contract #AR3229) with Clear Winds Technologies and therefore does not have to be let out to bid. The total amount not-to-exceed $66,568.04. ADOPTED ON THIS 19TH DAY OF DECEMBER, 2024 ____________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 395 of 406 We have prepared a quote for you Palo Alto PA-3250 Renewal Quote # 049331 Version 1 Prepared for: City of Fairhope Jeff Montgomery jeff.montgomery@cofairhope.com Page 396 of 406 13001 Liberty Parkway Vestavia Hills, AL 35242 www.clearwinds.net (205) 413-8323 Software Description Price Qty Ext. Price PAN-PA-3250-GP- HA2-R Palo Alto Networks GlobalProtect Subscription for Device in an HA Pair Renewal - PA-3250 - 1 Year Serial # - 016301005633 Coverage Dates - 2-JAN-25 thru 1-JAN-26 NASPO Contract # AR3229 $4,029.14 1 $4,029.14 PAN-PA-3250- DNS-HA2-R Palo Alto Networks DNS Security Subscription for Device in an HA Pair Renewal - PA-3250 - 1 Year Serial # - 016301005633 Coverage Dates - 2-JAN-25 thru 1-JAN-26 NASPO Contract # AR3229 $4,029.14 1 $4,029.14 PAN-PA-3250- AWF-HA2-R Palo Alto Networks Advanced WildFire Subscription for Device in an HA Pair Renewal - PA-3250 - 1 Year Serial # - 016301005633 Coverage Dates - 2-JAN-25 thru 1-JAN-26 NASPO Contract # AR3229 $6,027.98 1 $6,027.98 PAN-PA-3250-ATP -HA2-R Palo Alto Networks Advanced Threat Prevention Subscription for Device in an HA Pair Renewal - PA-3250 - 1 Year Serial # - 016301005633 Coverage Dates - 2-JAN-25 thru 1-JAN-26 NASPO Contract # AR3229 $7,009.48 1 $7,009.48 PAN-PA-3250- ADVURL-HA2-R Palo Alto Networks Advanced URL Filtering Subscription for Device in an HA Pair Renewal - PA-3250 - 1 Year Serial # - 016301005633 Coverage Dates - 2-JAN-25 thru 1-JAN-26 NASPO Contract # AR3229 $7,009.48 1 $7,009.48 Page: 2 of 6Quote #049331 v1 Page 397 of 406 13001 Liberty Parkway Vestavia Hills, AL 35242 www.clearwinds.net (205) 413-8323 Software Description Price Qty Ext. Price PAN-SVC-PREM- 3250-R Palo Alto Networks Premium Support Renewal - PA-3250 - 1 Year Serial # - 016301005633 Coverage Dates - 2-JAN-25 thru 1-JAN-26 NASPO Contract # AR3229 $5,178.80 1 $5,178.80 PAN-PA-3250-GP- HA2-R Palo Alto Networks GlobalProtect Subscription for Device in an HA Pair Renewal - PA-3250 - 1 Year Serial # - 016301005688 Coverage Dates - 2-JAN-25 thru 1-JAN-26 NASPO Contract # AR3229 $4,029.14 1 $4,029.14 PAN-PA-3250- DNS-HA2-R Palo Alto Networks DNS Security Subscription for Device in an HA Pair Renewal - PA-3250 - 1 Year Serial # - 016301005688 Coverage Dates - 2-JAN-25 thru 1-JAN-26 NASPO Contract # AR3229 $4,029.14 1 $4,029.14 PAN-PA-3250- AWF-HA2-R Palo Alto Networks Advanced WildFire Subscription for Device in an HA Pair Renewal - PA-3250 - 1 Year Serial # - 016301005688 Coverage Dates - 2-JAN-25 thru 1-JAN-26 NASPO Contract # AR3229 $6,027.98 1 $6,027.98 PAN-PA-3250-ATP -HA2-R Palo Alto Networks Advanced Threat Prevention Subscription for Device in an HA Pair Renewal - PA-3250 - 1 Year Serial # - 016301005688 Coverage Dates - 2-JAN-25 thru 1-JAN-26 NASPO Contract # AR3229 $7,009.48 1 $7,009.48 Page: 3 of 6Quote #049331 v1 Page 398 of 406 13001 Liberty Parkway Vestavia Hills, AL 35242 www.clearwinds.net (205) 413-8323 Software Description Price Qty Ext. Price PAN-PA-3250- ADVURL-HA2-R Palo Alto Networks Advanced URL Filtering Subscription for Device in an HA Pair Renewal - PA-3250 - 1 Year Serial # - 016301005688 Coverage Dates - 2-JAN-25 thru 1-JAN-26 NASPO Contract # AR3229 $7,009.48 1 $7,009.48 PAN-SVC-PREM- 3250-R Palo Alto Networks Premium Support Renewal - PA-3250 - 1 Year Serial # - 016301005688 Coverage Dates - 2-JAN-25 thru 1-JAN-26 NASPO Contract # AR3229 $5,178.80 1 $5,178.80 Subtotal:$66,568.04 Page: 4 of 6Quote #049331 v1 Page 399 of 406 13001 Liberty Parkway Vestavia Hills, AL 35242 www.clearwinds.net (205) 413-8323 Palo Alto PA-3250 Renewal Prepared by:Prepared for:Quote Information: Clear Winds Technologies City of Fairhope Quote #: 049331 Joey Hopkins (205) 413-8323 jhopkins@clearwinds.net 555 South Section St Fairhope, AL 35632 Jeff Montgomery (251) 990-0135 jeff.montgomery@cofairhope.com Version: 1 Delivery Date: 12/10/2024 Expiration Date: 01/09/2025 Quote Summary Description Amount Software $66,568.04 Total:$66,568.04 PRICES SUBJECT TO CHANGE - PRICES BASED UPON TOTAL PURCHASE - PRICE DOES NOT INCLUDE TAXES OR DELIVERY COSTS - ALL DELIVERY, TRAINING OR CONSULTING SERVICES TO BE BILLED AT PUBLISHED RATES FOR EACH ACTIVITY INVOLVED - SERVICE COSTS ARE ESTIMATED BASED ON OUR KNOWLEDGE OF THE PROJECT - WE SPECIFICALLY DISCLAIM ANY AND ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO ANY IMPLIED WARRANTIES OR WITH REGARD TO ANY LICENSED PRODUCTS. WE SHALL NOT BE LIABLE FOR ANY LOSS OF PROFITS, BUSINESS, GOODWILL, DATA, INTERRUPTION OF BUSINESS, NOR FOR INCIDENTIAL OR CONSEQUENTIAL MERCHANTABILITY OR FITNESS OF PURPOSE, DAMAGES RELATED TO THIS AGREEEMENT. - ALL ACTUAL EXPENSES (INCLUDING TRAVEL, CAR RENTAL AND OTHER COMMONLY ACCEPTED EXPENSES) WILL BE INVOICED. – FIRST PAYMENT OF 50% OF TOTAL IS DUE UPON SIGNATURE. EQUIPMENT AND SOFTWARE WILL BE ORDERED WHEN THE PAYMENT IS RECEIVED. - INVOICES ARE PAYABLE ON RECEIPT. ALL SUMS NOT PAID WHEN DUE SHALL ACCRUE INTEREST DAILY AT THE ANNUAL RATE OF 18%. - MINIMUM 15% RESTOCKING FEE WITH ORIGINAL PACKAGING. - THE CLIENT AGREES NOT TO HIRE ANY CLEAR WINDS' PERSONNEL FOR A PERIOD OF EIGHTEEN MONTHS AFTER THE COMPLETION OF THIS AGREEMENT AND ANY CHANGE ORDERS WITHOUT WRITTEN CONSENT FROM CLEAR WINDS. SHOULD ANY CLEAR WINDS PERSONNEL BE HIRED BY THE CLIENT OR ANY OF ITS SUBSIDIARIES DURING THE EIGHTEEN MONTH PERIOD AFTER THE PERSON'S EMPLOYMENT ENDS AT CLEAR WINDS, THE CLIENT AGREES TO PAY 100% OF THAT EMPLOYEE'S ANNUAL INCOME TO CLEAR WINDS FOR THE COST OF REPLACING THAT EMPLOYEE. - REFERENCE THE FOLLOWING DOCUMENTS: CWT-0102 FOR ITOPS MANAGED SERVICES, CWT- 0103 FOR ITOPS ONLINE BACKUP, CWT-0104 FOR ITOPS DISASTER RECOVERY, CWT-0161 FOR VIRTUALIZATION IMPLEMENTATION AND CWT-9999 FOR NORMAL TERMS AND CONDITIONS. Page: 5 of 6Quote #049331 v1 Page 400 of 406 13001 Liberty Parkway Vestavia Hills, AL 35242 www.clearwinds.net (205) 413-8323 Clear Winds Technologies City of Fairhope Signature: Name:Joey Hopkins Title:Inside Sales Date:12/10/2024 Signature: Name:Jeff Montgomery Date: Page: 6 of 6Quote #049331 v1 Page 401 of 406 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Jeff Montgomery Date: 12/10/24 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. Clearwinds (NASPO AR3229) $ 66,568.04 2. Click or tap here to enter text. $ 3. Click or tap here to enter text. $ Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group ☐ Sole Source (Attach Sole Source Justification) ITEM OR SERVICE INFORMATION 1. What item or service do you need to purchase? Phase I - Police and City Hall 2. What is the total cost of the item or service? 199,791.80 3. How many do you need? 1 4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request 5. Vendor Name (Lowest Quote): Clearwinds 6. Vendor Number: 442 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? 58k, the rest can be pulled from graylog renewal. This will not be renewed this year. 3. Budget code: 001160- 50300 Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 402 of 406 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-890 FROM:Marcus McDowell, City Attorney Stephanie Hollinghead, Chief SUBJECT:Temporarily suspends Ordinance No. 1425 from noon on December 31, 2024, to noon on January 1, 2025, for purposes of New Year’s Celebration Activities. AGENDA DATE: December 19, 2024 RECOMMENDED ACTION: That the City Councill adopts Resolution to temporarily suspends Ordinance No. 1425 from noon on December 31, 2024, to noon on January 1, 2025, for purposes of New Year’s Celebration Activities. 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 403 of 406 RESOLUTION NO. ____ NOW THEREFORE BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City of Fairhope hereby temporarily suspends Ordinance No. 1425 from noon on December 31, 2024 to noon on January 1, 2025 for purposes of New Year’s Celebration Activities. ADOPTED THIS 13TH DAY OF OCTOBER, 2014 _________________________________ Jack Burrell, Council President Attest: ________________________________ Lisa A. Hanks, MMC City Clerk Page 404 of 406 ORDINANCE NO. 1425 AN ORDINANCE TO AMEND AND ADD TO CHAPTER 4 ALCOHOLIC BEVERAGES, ARTICLE I. IN GENERAL, SECTION 4-2, RELATING TO HOURS OF SALE, FAIRHOPE CODE OF ORDINANCES BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: Section 1. The Code of Ordinances, City of Fairhope, Alabama, Chapter 4 Alcoholic Beverages, Article I, Section 4-2, is hereby amended to reflect the following changes and additions: Article I. — IN GENERAL Section 4-2. Hours of Sale Regulated; Penalty. a) It shall be unlawful for any person holding a license issued by the state alcoholic beverage control board or a license issued by the city for the purpose of selling alcoholic beverages for consumption on premises and curtilage thereof, excluding private clubs, to exchange, barter, give or sell any alcoholic beverages to the general public during the following hours and days: Sunday through Wednesday from 12:00 a.m. (midnight) to 7:00 a.m.; and Thursday, Friday, and Saturday from 2:00 a.m. to 7:00 a.m. b) Upon conviction of violating this section, in addition to the penalty prescribed in section 1-8, any license issued by the city shall be revoked instanter. c) Any individual, business and/or group who plan to host an event that is not on a holiday as defined in this ordinance and that will not adhere to the rules and regulations set forth in this ordinance shall be allowed to obtain two (2) special event permits each year. Holidays, as defined in this section are: New Years Eve/New Year Day, Mardi Gras (dates specific to each parading organization permitted by the City of Fairhope, including Mardi Gras Day), St. Patrick's Day, Arts and Crafts (third weekend of March each year, Friday and Saturday only), Cinco de Mayo, Halloween, Thanksgiving Day, and the Fourth of July. d) The individual, business and/or group obtaining two (2) special event permits must complete an application with specifics on the requested event and must have written permission of two-thirds (2/3) of businesses/residents within three hundred 300) feet of said event and one hundred (100) percent of the businesses/residents within three hundred (300) feet of said event must be notified of the event. Application, petition and/or written permission, and notifications must be submitted to the City of Fairhope eight (8) weeks prior to the event. e) These two (2) special events will require review by the Chief of Police or his/her designee to determine if security is to be provided. If it is determined that security is needed, it must be provided thirty (30) minutes prior to the event and one hour after the event ends. Page 405 of 406 Ordinance No. 1425 Page-2— Section 2. The sections, paragraphs, sentences, clauses and phrases of this ordinance are severable, and if any phrase, clause, sentence, paragraph or section of this ordinance shall, be declared unconstitutional by a court of competent jurisdiction, then such ruling shall not affect any other paragraphs and sections, since the same would have been enacted by the municipality council without the incorporation of any such unconstitutional phrase, clause, sentence, paragraph or section. Section 3. This ordinance shall take effect immediately upon its due adoption and publication as required by law. ADOPTED THIS 24TH DAY OF MAY, 2010 ATTEST: Lisa A. anks, Cit Clerk a Page 406 of 406