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01-13-2025 City Council Agenda Packet
CITY OF FAIRHOPE CITY COUNCIL REGULAR AGENDA Monday, January 13, 2025 - 6:00 PM City Council Chamber Council Members Jack Burrell Corey Martin Jimmy Conyers Jay Robinson Kevin G. Boone Invocation and Pledge of Allegiance 1.Approve minutes of 19 December 2024 Regular City Council Meeting and minutes of 30 December 2024 Special Emergency City Council Meeting. 2.Report of the Mayor 3.Public Participation – Agenda Items – (3 minutes maximum) 4.Council Comments 5.Final Adoption: 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. (Introduced at the City Council Meeting on December 19, 2024.) 6.Final Adoption: 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. (Introduced at the City Council Meeting on December 19, 2024.) 7.Ordinance - An Ordinance to declare that certain real property of the City of Fairhope (Part of the Anna T. Jeanes School Property) for Hope Community outlined in Exhibit A attached to lease) is not needed for public or municipal purposes in response to an offer to lease property for a five (5) year term for the minimum yearly rent of $1.00 payable as specified in lease. Option to renew or extend lease is specified in Article 10. 8.Ordinance – An Ordinance to Establish the Salary for the Mayor and Councilmembers; City of Fairhope Code of Ordinance (Section 2-21). 9.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute Change Order No. 3 for procurement of scanning solutions for use in Project 4 for the Planning and Zoning Department; services have been previously negotiated through the National Cooperative Purchasing Alliance (NCPA) Buying Group (Contract 11-26) with MCCi, LLC and therefore does not have to be let out for bid. Change Order No. 3 is $24,394.94. Total contract price will not-to-exceed $110,693.48. Page 1 of 365 City Council Regular Meeting January 13, 2025 Page - 2 - 10.Resolution approving and authorizing the submission of the Application for the Fiscal Year 2025 Airport Infrastructure Grant ("AIG") Project for H. L. "Sonny" Callahan Airport (KCQF) for the Replacement of the Taxiway Lighting System. 11.Resolution - That the City of Fairhope approves the procurement of a Modular Dog Kennel Unit for the Haven; and the item is available as surplus from the City of Daphne. The total amount will be $25,000.00. The Haven will reimburse the City for the funds and will take care of the moving and setup fees for the unit which will be placed on the Haven’s facility. 12.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract for Extension No. 1 for (Bid No. 23-030) Consulting Services for FEMA Public Assistance Management Services - Government Services to Royal Engineers and Consultants, LLC for one (1) year extension of the annual contract from January 22, 2025 to January 21, 2026 per the same terms and conditions of the original contract and contract amendment No. 1. 13.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract for Extension No. 1 for (Bid No. 23-031) Consulting Services for FEMA Public Assistance Management Services - Utility's Damage Projects to Royal Engineers and Consultants, LLC for one (1) year extension of the annual contract from January 22, 2025 to January 21, 2026 per the same terms and conditions of the original contract and contract amendment No. 1. 14.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract with Volkert, Inc. for Professional Grant Administration Services for the FY2024 Community Project Funding (CPF) HUD Grant for the Airport Industrial Park (RFQ PS25-009) with a not-to-exceed amount of $16,257.41. 15.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a Contract with Sawgrass Consulting, LLC for Professional Surveying and Engineering Design Services for the Bon Secour at Grand Drainage Project (RFQ PS25-008) with a not-to-exceed amount of $22,500.00. 16.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract with Thompson Engineering, Inc. for Professional Engineering, Survey, and Graphical Information System (GIS) Services for (RFQ PS24-034) for the City of Fairhope - Fairhope Area Storm Water Mapping & Resiliency Planning with a not-to-exceed contract amount of $650,000.00. 17.Resolution - To award (Bid No. 25-011) to Sur-Line Turf, Inc. for Renovation of Ten (10) Golf Course Putting Greens at Quail Creek Golf Course with a bid proposal not-to-exceed $185,750.00. Page 2 of 365 City Council Regular Meeting January 13, 2025 Page - 3 - 18.Resolution - That certain limited public funds may be used for the removal of pine trees located at 19693 Quail Creek Drive with the cooperation of the landowner. Said trees are contiguous to the City’s public golf course and its removal will facilitate improved municipal landscaping and reduce safety concerns related to the size of the trees. The Governing Body hereby determines that the project serves a valid and sufficient public purpose notwithstanding any incidental benefit that may accrue to the private landowner; and hereby authorizes the Mayor to execute all documents necessary to facilitate right of entry permits and execute a contract with Ickes Tree Service who had the lowest quote of $4,365.00. 19.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a Change Order for the New Bathroom Building at Founders Park with a cost of $3,600.00 due to the elevations of the site, which resulted in a change to the building layout on the concrete footprint; and to award Change Order to Seale Marine Construction. 20.Resolution - That the City Council approves the selection by Mayor Sherry Sullivan for Professional Architectural Services for (RFQ PS25-015) for the design of the Welcome Center Envelope project to Goodwyn Mills and Cawood, Inc.; and hereby authorize Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. 21.Resolution - That the City Council approves the selection by Mayor Sherry Sullivan for Professional Engineering Services for (RFQ PS25-013) for the Water Main Installation on Dairy Road to Krebs Engineering; and hereby authorize Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. 22.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute Change Order No. 4 for (Bid No. 036-22) Pump Station and Force Main Maintenance - Phase II with a cost of $226,524.00; and to award Change Order No. 4 to A-Long Boring, Inc. The new contract total will be $5,351,549.00. 23.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract with CDG, Inc. 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 with a not-to-exceed contract amount of $330,000.00. 24.Resolution - That the City of Fairhope approves the award of the Request for Quotes for Labor and Materials for the Well Pump Replacement for Well #10 to Morrow Water Technologies, Inc. for a project cost not-to-exceed $60,406.86. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out. 25.Resolution - That the City of Fairhope approves the award of the Request for Quotes for Labor and Materials for replacement of two (2) high service pumps at Water Treatment Plant No. 2 to Morrow Water Technologies, Inc. for a project cost not-to-exceed $39,981.14. This Public Works project will be less than $100,000.00; and therefore, does not need to be formally bid out. Page 3 of 365 City Council Regular Meeting January 13, 2025 Page - 4 - 26.Resolution - That the City of Fairhope approves the award of the Request for Quotes for Labor and Materials for the High Service Pump Replacement for Well #4 to Griner Drilling Service, Inc. for a project cost not-to-exceed $17,908.60. This Public Works project will be less than $100,000.00, and therefore, does not need to be formally bid out. 27.Resolution - That the City of Fairhope approves the award of the Request for Quotes for Labor and Materials for the Well and Pump Replacement at Well #6 to Griner Drilling Service, Inc. for a project cost not-to-exceed $83,079.84. This Public Works project will be less than $100,000.00, and therefore, does not need to be formally bid out. 28.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute Change Order No. 3 for (Bid No. 005-22) RESTORE Lift Station Rehabilitation to add 267 days to the contract at no additional cost; and to award Change Order No. 3 to Ballcon, Inc. 29.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute Change Order No. 1 for (Bid No. 006-22) RESTORE Side Stream Storage to add 184 days to the contract at no additional cost; and to award Change Order No. 1 to Ballcon, Inc. 30.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract amendment with Stewart Engineering for (RFQ PS23-003) Professional Engineering Services for the 46KV Transmission Loop along the West Side of Greeno Road for additional Engineering services for Construction Alternate #1 for a not-to-exceed cost of $154,000.00, and additional Engineering Services for Construction Alternate #2 for a not- to-exceed cost of $90,000.00. If both alternates are contracted, the new contract total will be $410,000.00. 31.Resolution - That the City of Fairhope approves the procurement of Twenty-Three (23) Motorola APX 900 Radios plus accessories and programming that is on Alabama Statewide Contract (Contract #MA230000003341-1) with Motorola Solutions, Inc. and therefore does not have to be let out for bid. The total amount not-to-exceed $73,246.49. 32.Resolution - That the City Council approves the selection by Mayor Sherry Sullivan for Professional Engineering Services for (RFQ PS25-014) for the Gas Main Replacement Underneath I-10 to Sawgrass Consulting, LLC; and hereby authorize Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. 33.Resolution - That the City Council approves the selection by Mayor Sherry Sullivan for Professional Engineering Services for (RFQ PS25-016) for New FlowGIS Forms and Workflows to Magnolia River Services, Inc.; and hereby authorize Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. 34.Library Board - Reappointments 35.Request – Randal Wright, on behalf of the Friends of the Fairhope Public Library, requesting permission to serve alcohol at its annual Chocolate and Champagne Gala 2025 on Saturday, February 15, 2025, from 7:00 p.m. to 9:30 p.m. in the Fairhope Public Library. Page 4 of 365 City Council Regular Meeting January 13, 2025 Page - 5 - 36.Public Participation – (3 minutes maximum) 37.Executive Session - To discuss pending litigation and the legal ramifications of and legal options for potential litigation. 38.Adjourn Next City Council Regular Meeting - Monday, January 27, 2025, 6:00 p.m. Page 5 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-891 FROM: Lisa Hanks, CITY CLERK SUBJECT: The minutes of 19 December 2024 Regular City Council Meeting and minutes of 30 December 2024 Special Emergency City Council Meeting. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: That the City Council approves minutes of 19 December 2024 Regular City Council Meeting and minutes of 30 December 2024 Special Emergency City Council Meeting. BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $___ $___ ($____) GRANT: LEGAL IMPACT: FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: Individual(s) responsible for follow up: Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 6 of 365 STATE OF ALABAMA )( : COUNTY OF BALDWIN )( The City Council, City of Fairhope, met in regular session at 2:00 p.m., Fairhope Municipal Complex Council Chambers, 161 North Section Street, Fairhope, Alabama 36532, on Thursday, 19 December 2024. Present were Council President Jack Burrell, Councilmembers: Corey Martin, Jimmy Conyers (arrived 3:40 p.m.), Jay Robinson, and Kevin Boone, Mayor Sherry Sullivan, City Attorney Marcus E. McDowell (arrived 2:15 p.m.), and Assistant City Clerk Jenny Opal Wilson. City Clerk Lisa A. Hanks was absent. There being a quorum present, Council President Burrell called the meeting to order at 2:00 p.m. He asked for a motion to amend the agenda with an add on resolution as Item No. 29 to approve the recommendation by the Recreation Board that the Bayshore Tennis Team be allowed to use the tennis courts at the Mike Ford Tennis Center at a rate of $5.00 per player, per day. This does not apply to tournament play which will fall under Resolution No. 5189-24. This resolution will go into effect immediately until June 1, 2025. Councilmember Jay Robinson made a motion to amend the agenda with an add on resolution referenced as Item No. 29. Seconded by Councilmember Kevin Boone, motion passed unanimously by voice vote. The invocation was given by Pastor Betty Massey of Fairhope Christian Church and the Pledge of Allegiance was recited. Council President Jack Burrell thanked Pastor Massey. Councilmember Kevin Boone moved to approve the minutes of the 9 December 2024, Regular City Council Meeting and 9 December 2024, Work Session. Seconded by Councilmember Jay Robinson, motion passed unanimously by voice vote. Council President Jack Burrell moved to Item 2 Report of the Mayor. Mayor Sherry Sullivan addressed the City Council and wished everyone a Merry Christmas and announced that the City of Fairhope administrative offices and operations would be closed on Christmas Eve and Christmas Day. There will be no garbage, trash or recycling pickup. Before we meet again, we will have a New Year’s Eve Celebration with fireworks at midnight with the US Band playing downtown at 8:30 p.m. Information for event is on the social media channel or the City’s website. Page 7 of 365 19 December 2024 Mayor Sullivan introduced Ms. Allison Marlow of Girl Scout Troop 8017 to speak on behalf of their Annual Cookie Sale. Ms. Marlow gave a brief of Girl Scout Troop 8017 activities and goals, and she asks for permission by the Council for Girl Scout Troop 8017 to sell cookies downtown at their 10th Annual Cookie Sale beginning January 7, 2025 through the 1st weekend in March 2025 at the public area on the East Side of Julwin’s Restaurant. Council President Jack Burrell thanked Ms. Allison Marlow and commended the Girl Scout projects. Council President Burrell asked the Council for a motion to amend the agenda with an add on resolution as Item No. 30 that at the request of Girl Scout Troop 8017 to use the Public Area on the East Side of Julwin’s Restaurant for their Annual Cookie Sale beginning January 7, 2025. Councilman Jay Robinson made a motion to amend the agenda to add on resolution referenced as Item No. 30. Seconded by Councilmember Corey Martin, motion passed unanimously by voice vote. Council President Jack Burrell moved to Item No. 3 Public Participation on Agenda Items 6 – 30 (3 minutes maximum). There was no Public Participation on Agenda Items. Councilmember Corey Martin wished everyone a very bless Holiday Season and a Merry Christmas. Councilman Jay Robinson had no comment. Councilmember Kevin Boone wished everyone a Merry Christmas and to be safe out there. Council President Jack Burrell wished everyone a Merry Christmas and to those working with the City of Fairhope over the holiday season and thanked them for their service. He extended a Merry Christmas to Mayor Sherry Sullivan and the City Clerk’s Office. A Public Hearing was held as advertised on a proposed ordinance to 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 the 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. Public Hearing was held as advertised on a proposed ordinance as referenced. Councilmember Corey Martin introduced in writing an Ordinance to rezone property from B-2, General Business District to a PUD, Planned Unit Development to be known as the 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. Council President Burrell read the proposed ordinance. Planning Director Hunter Simmons briefly explained the proposed Ordinance. Page 8 of 365 19 December 2024 Staff recommends approval 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 Legens at Point Clear with the following condition(s): 1. Buildings are to be built in Substantial Conformance to the plans presented in the Master Development Plan. 2. The two lots shall be platted as one lot and maintained as a single-owner property. 3. Commercial units as labeled on the Site Plan have a base zoning of B -2, excluding the following uses: ▪ 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 4. Ownership and maintenance of roads, sidewalks, and landscape will be clarified with the MOP and/or a Development Agreement. 5. Multi-family residential cannot be built without the commercial components. To this end, construction will happen in one phase. Building phases will be reviewed during the Multiple-Occupancy Project (MOP) review. Council President Jack Burrell opened the Public Hearing at 2:40 p.m. Paul Marcinko, P.E., Jade Consulting thanked Staff, Utilities, and the Planning Commission. Paul was available to answer any concerns on the PUD Development. Amanda Cushman, 7878A Pale Moon Ct., Fairhope, Alabama 36532 opposed ordinance to rezone property. Amanada was concerned with the development and flooding. Page 9 of 365 19 December 2024 Lou Siemer, 116 Easton Circle, Fairhope, AL 36532 opposed ordinance to rezone property. Lou was concerned with the development and utilities. Danielle Ingram, 8565 Gale Rowe Lane, Fairhope, AL 36532 opposed ordinance to rezone property. Danielle was concerned with the safety of the children at the school and soccer fields nearby with the development of a high rise. Jeremy Ledlow, 233 Garrison Boulevard, Fairhope, AL 36532 opposed ordinance to rezone property. Jeremy was concerned with the infrastructure, traffic, and safety; how many more apartment complexes are going to be built in Fairhope. Council President Jack Burrell closed Public Hearing at 2:50 p.m. Paul Marcinko, P.E. Jade Consulting, discussed PUD Development for approval with concerns of the stream ( in rear), boardwalk, utilities, etc. Council President Jack Burrell concerned with PUD density. Councilmember Corey Martin concerned with our standards and smart growth. Councilmember Jay Robinson concerned with infrastructure of utilities and growth. Mayor Sherry Sullivan discussed infrastructure, new construction, and utilities. Due to lack of a motion for immediate consideration, this Ordinance will layover until the January 13, 2025 City Council meeting. Council President Jack Burrell moved to Item No. 6 for Final Adoption 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). Erik Cortinas, Building Official, gave brief overview of the Ordinance. Councilmember Jay Robinson moved for final adoption of Ordinance No. 1817, 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). Seconded by Councilmember Kevin Boone, motion for final adoption passed by the following voice votes: AYE – Burrell, Martin, Robinson, Boone. NAY - None. Council President Jack Burrell moved to Item No. 7 an Ordinance Repealing and Replacing Ordinance No. 1575 to protect the Public Health, Safety and Welfare by providing Policy and Procedure for Park Usage with the City of Fairhope. Paige Crawford, Director of Community Affairs, gave brief overview of the Ordinance. Page 10 of 365 19 December 2024 Councilmember Jay Robinson introduced in writing 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. Due to lack of a motion for immediate consideration, this Ordinance will layover until the January 13, 2025 City Council meeting. Councilmember Corey Martin moved to grant the request to Approve the 2025 Regular City Council Meetings. Seconded by Councilmember Kevin Boone, motion passed unanimously by voice vote. Page 11 of 365 19 December 2024 Councilmember Corey Martin introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Kevin Boone, motion passed unanimously by voice vote. RESOLUTION NO. 5298-24 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. Page 12 of 365 19 December 2024 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 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 Page 13 of 365 19 December 2024 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. 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. Page 14 of 365 19 December 2024 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. 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. Page 15 of 365 19 December 2024 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. 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. Page 16 of 365 19 December 2024 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. 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. Page 17 of 365 19 December 2024 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 Councilmember Jay Robinson introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Corey Martin, motion passed unanimously by voice vote. RESOLUTION NO. 5299-24 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 THIS 19TH DAY OF DECEMBER, 2024 ________________________________ Jack Burrell, Council President Attest: _________________________________ Lisa A. Hanks, MMC City Clerk Page 18 of 365 19 December 2024 Councilmember Corey Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council hereby authorizes Mayor Sherry Sullivan to execute 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. Seconded by Councilmember Jay Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 5300-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sherry Sullivan to execute 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 Councilmember Corey Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council adopts the recommendation from the Recreation Board of Founders Track and Field subject to availability with no rental fee reductions. Seconded by Councilmember Kevin Boone, motion passed unanimously by voice vote. * * Page 19 of 365 19 December 2024 RESOLUTION NO. 5301-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council adopts the following recommendation from the Recreation Board for 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 Councilmember Jay Robinson introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Corey Matin, motion passed unanimously by voice vote. * * Page 20 of 365 19 December 2024 RESOLUTION NO. 5302-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope did request, receive, and open bids for 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 Metal Building 50’ x 120’ Pre-engineered Metal Building 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 21 of 365 19 December 2024 Councilmember Corey Martin introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Boone, motion passed unanimously by voice vote. RESOLUTION NO. 5303-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope did request, receive, and open bids for 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. Adopted on this 19th day of December, 2024 _________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 22 of 365 19 December 2024 Page 23 of 365 19 December 2024 Councilmember Kevin Boone 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 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. Seconded by Councilmember Corey Martin, motion passed unanimously by voice vote. RESOLUTION NO. 5304-24 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 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. ADOPTED ON THIS 19TH DAY OF DECEMBER, 2024 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 24 of 365 19 December 2024 Councilmember Corey Martin introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Jay Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 5305-24 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 25 of 365 19 December 2024 Councilmember Corey Martin introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Jay Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 5306-24 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 Councilmember Kevin Boone introduced in writing, and moved for the adoption of the following resolution, a 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”). Seconded by Councilmember Jay Robinson, motion passed unanimously by voice vote. * * Page 26 of 365 19 December 2024 RESOLUTION NO. 5307-24 WHEREAS, the Owners of Cottonwood 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 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 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 27 of 365 19 December 2024 Councilmember Corey Martin introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Jay Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 5308-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope did request, receive, and open bids for 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 28 of 365 19 December 2024 Councilmember Corey Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council approves the selection by the Evaluation Team for Professional Engineering 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 the Council. Seconded by Councilmember Jay Robinson, motion passed unanimously by voice vote. Page 29 of 365 19 December 2024 RESOLUTION NO. 5309-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, 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 30 of 365 19 December 2024 Councilmember Jay Robinson introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Kevin Boone, motion passed unanimously by voice vote. Page 31 of 365 19 December 2024 RESOLUTION NO. 5310-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope did request, receive, and open bids for 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 32 of 365 19 December 2024 Councilmember Corey 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 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. Seconded by Councilmember Kevin Boone, motion passed unanimously by voice vote. Page 33 of 365 19 December 2024 RESOLUTION NO. 5311-24 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 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 Councilmember Corey Martin 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 Replacement of Drainage at Fire Station No. 2 to Blad Construction LLC for a project cost of $55,626.00, plus an additional contingency costs of $1,376.00, Total cost not to exceed $57,002.00. Seconded by Councilmember Jay Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 5312-24 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 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: _______________________________ Jenny Opal Wilson, MMC City Clerk Page 34 of 365 19 December 2024 Councilmember Jay Robinson introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Kevin Boone, motion passed unanimously by voice vote. RESOLUTION NO. 5313-24 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 Councilmember Jay Robinson introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Corey Martin, motion passed unanimously by voice vote. Page 35 of 365 19 December 2024 RESOLUTION NO. 5314-24 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 36 of 365 19 December 2024 Councilmember Kevin Boone introduced in writing, and moved for the adoption of the following resolution, a 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 recuring support cost of $6,225.00. Seconded by Councilmember Jay Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 5315-24 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 37 of 365 19 December 2024 Councilmember Jay Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhope approved the procurement of the Annual Renewal of Palo Alto Support/Subscriptions for the Firewall that is on NASPO (Contract #AR3229) with Clear Winds Technologies and therefore does not have to be let out to bid. The total amount not-to-exceed $66,568.04. Seconded by Councilmember Corey Martin, motion passed unanimously by voice vote. RESOLUTION NO. 5316-24 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 Councilmember Jay Robinson introduced in writing, and moved for the adoption of the following resolution, a 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. Seconded by Councilmember Corey Martin, motion passed unanimously by voice vote. * * Page 38 of 365 19 December 2024 RESOLUTION NO. 5317-24 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 19TH DAY OF DECEMBER, 2024 __________________________________ Jack Burrell, Council President Attest: ________________________________ Lisa A. Hanks, MMC City Clerk Councilmember Jay Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council hereby approves the recommendations by the Recreation Board that the Bayshore Tennis Team be allowed to use the tennis courts at the Mike Ford Tennis Center at a rate of $5.00 per player, per day. This does not apply to tournament play, which will fall under Resolution No. 5189-24. This resolution will go into effect immediately until June 1, 2025. Seconded by Councilmember Kevin Boone, motion passed unanimously by voice vote. RESOLUTION NO. 5318-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council hereby approves the recommendation by the Recreation Board that the Bayshore Tennis Team be allowed to use the tennis courts at the Mike Ford Tennis Center at a rate of $5.00 per player, per day. This does not apply to tournament play, which will fall under Resolution No. 5189-24. This resolution will go into effect immediately until June 1, 2025. ADOPTED THIS 19TH DAY OF DECEMBER, 2024 __________________________________ Jack Burrell, Council President Attest: ________________________________ Lisa A. Hanks, MMC City Clerk Page 39 of 365 19 December 2024 Councilmember Kevin Boone introduced in writing, and moved for the adoption of the following resolution, a resolution that at the request of Girl Scout Troop 8017 to use the Public Area on the East Side of Julwin’s Restaurant for their Annuel Cookie Sale beginning January 7, 2025.Seconded by Councilmember Jay Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 5319-24 BE IT HEREBY RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That at the request of Girl Scout Troop 8017 to use the Public Area on the East Side of Julwin’s Restaurant for their Annual Cookie Sale beginning January 7, 2025. ADOPTED ON THIS 19TH DAY OF DECEMBER, 2024 ______________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk The following individual spoke during Public Participation for Non-Agenda Items: Jeff Hyde, 245 Falls Creek Street, Fairhope, AL 36532 thanked Council for resolution in support of Bayshore Tennis Team. Councilmember Jay Robinson moved to adjourn the meeting. Seconded by Councilmember Kevin Boone, motion passed unanimously by voice vote. There being no further business to come before the City Council, the meeting was duly adjourned at 3:38 p.m. Jack Burrell, Council President _______________________________ Lisa A. Hanks, MMC City Clerk Page 40 of 365 30 December 2024 Page 41 of 365 30 December 2024 STATE OF ALABAMA )( : COUNTY OF BALDWIN )( The City Council, City of Fairhope, met in Special session at 4:00 p.m., Fairhope Municipal Complex Council Chamber, 161 North Section Street, Fairhope, Alabama 36532, on Monday, 30 December 2024. Present were Council President Jack Burrell, Councilmembers: Jimmy Conyers and Jay Robinson, Mayor Sherry Sullivan, City Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks. Councilmembers Corey Martin and Kevin Boone were absent. There being a quorum present, Council President Burrell called the meeting to order at 4:00 p.m.; and announced that the Special-Called Meeting was to declare the December 29, 2024 Section Street Embankment and Drainage Failure an Emergency Public Works Project. City Engineer Richard Johnson addressed the City Council and explained the emergency need at Section Street and Bayou Drive; and the process for the repairs. Mr. Johnson stated it would take 15 calendar days to complete the repair. Council President Burrell thanked Mr. Johnson, the Public Works Department, and Mayor Sullivan who handled this issue yesterday. He also thanked the companies who took time to bid for this project. Council President Burrell questioned the flow of the water and if there was some way to slow down the flow. Mr. Johnson replied Sawgrass will be doing a “Hydraulic Study” while overseeing this project. Councilmember Conyers questioned if there were other issues within this area. Mr. Johnson mentioned a Restore Act Grant to do a “Stormwater Inventory” and should be on the next City Council agenda. Council President Burrell read the resolution in its entirety; and asked City Clerk Lisa Hanks and City Attorney Marcus McDowell if everything was legal with this resolution. City Attorney McDowell replied that he and the City Clerk met this morning and went over the resolution and the procedures for the project; and everything was correct. Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council declares the December 29, 2024 Section Street Embankment and Drainage Failure an Emergency - Public Works Project. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. Page 42 of 365 30 December 2024 RESOLUTION NO. 5320-24 A RESOLUTION DECLARING AN EMERGENCY WHEREAS, the City of Fairhope has sustained damage from the rain events that occurred on December 27, 28, and 29, 2024 and Section Street at Big Mouth Gully (Bayou Street) now has significant embankment loss and major drainage failure with part of the sidewalk, flume, & curbing gone and the roadway undermined; and WHEREAS, the City Council, due to the emergency circumstances requiring immediate action to avoid further damage to our infrastructure is desirous on declaring the December 29, 2024 Section Street Embankment and Drainage Failure an "Emergency - Public Works Project" pursuant to Code of Alabama 1975, Section 39-2-2(e); so that immediate repairs may be contracted to avoid additional damages to the infrastructure; and WHEREAS, there is a need for the City to enter into various Public Works contracts to affect the repair of this critical public infrastructure in order to provide adequate health, safety, and convenience of the public without delay; and authorizes the Mayor to execute the necessary contracts for immediate repairs with vendors and engineers. NOW, THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, WHILE IN SPECIAL-CALLED SESSION ON DECEMBER 30, 2024, as follows: the City Council of the City of Fairhope hereby officially declares the December 29, 2024 Section Street Embankment and Drainage Failure an Emergency - Public Works Project; approves soliciting informal bids for immediate repairs to prevent further damage to our infrastructure for engineering and repairs; and authorizes the Mayor to execute emergency contracts for engineering with Sawgrass Consulting with a not-to-exceed amount of $71,000.00, and for general contracting with McElhenney Construction Co., LLC with a not-to-exceed $683,521.36. ADOPTED AND APPROVED THIS 30TH DAY OF DECEMBER, 2024 _________ Jack Burrell, Council President Attest: Lisa Hanks, MMC City Clerk Page 43 of 365 30 December 2024 Councilmember Robinson moved to adjourn the meeting. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. There being no further business to come before the City Council, the meeting was duly adjourned at 4:14 p.m. Jack Burrell, Council President ________________________________ Lisa A. Hanks, MMC City Clerk Page 44 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1177 FROM:Hunter Simmons, PLANNING DIRECTOR SUBJECT:Ordinance to amend Zoning Ordinance No. 1253 and to rezone the property of Steven W. Corbett 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. (Introduced at the City Council Meeting on December 19, 2024.) AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: That the City Council adopts Ordinance to amend Zoning Ordinance No. 1253 and to rezone the property of Steven W. Corbett from B-2, General Business District to a PUD, Planned Unit Development, to be known as Legends at Point Clear. BACKGROUND INFORMATION: The Ordinance to amend Zoning Ordinance No. 1253 and to rezone the property of Steven W. Corbett from B-2, General Business District to a PUD, Planned Unit Development, to be known as Legends at Point Clear was introduced at the City Council Meeting on December 19, 2024 and a Public Hearing was held. BUDGET IMPACT/FUNDING SOURCE: GRANT: LEGAL IMPACT: FOLLOW UP IMPLEMENTATION: Page 45 of 365 ORDINA CE 0. 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 hereb y is changed and altered in respect to that certain property de scribed b elow: After the appropriate public notice and hearing , the Planning Comrrti sio n 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 .0 2) PARCEL "A" STATE OF ALABAMA COUNTY OF BALDWIN A PORTION OF THE SOUTH HALF OF THE NORTHEAST QUARTER OF THE SOUTHEAST QUARTER OF SECTIO 29 , TOWNSHIP 6 SOUTH, RANGE 2 EAST , BALDWIN COUNTY, ALABAMA ; MORE PARTICULARLY DESC RIB ED AS FOLLOWS : BEGINNING AT A CONCRETE MONUMENT AT THE NORTHEAST CO RNER OF RW BATTLES LLC REPLAT , AS RECORDED ON SUD E 2776 B-D OF THE RECORDS IN THE OFFICE OF THE JUDGE OF PROBATE, BALDWIN COUNTY, ALABAMA; THE CE RUN ORTH 89'-16'-58" WEST ALO G TH ORTH 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 241.89FEETTO A 1-1/4" OP NTOPPIPE; THENCE RUN SOUTH 89'-39'- 31 " WEST ALO G SAID ORTH LINE A DISTANCE OF 106.51 FEET TO A CAPPED REBAR (MOORE); THE CE R NORTH 00'-26'-47" WEST A DISTANCE OF 325 .86 FEET TO A CAPPED REBAR (MO ORE); 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); THE CE RUN SOUTH 89'-34'-04" WEST DISTANCE OF 295.63 FEET TO l" IRO 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 PROJECTIO THEREOF A DIST A CE OF 498 .20 FEET TO A CAPPED REBAR (WATTIER); THE CE RUN ORTH 89'-4 7'-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 SLID E 2356-F OF THE RECORDS IN THE OFFICE OF THE JUDGE OF PROBATE, BALDWIN COUNTY, ALABAMA, SAID POINT ALSO BEING O THE WEST RIGHT-OF-WAY LINE OF GREENO ROAD (U.S. HIGHWAY 98 , 245' R/W); TH CE RUN SOUTH 00'-31 '-40" WEST ALONG SAID WEST RIGHT-OF-WAY LINEA DISTANCE OF 499.87 FEET TO THE POINT OF BEGINNING . THE DESCRIB ED PARCEL CONTAINS 11 .62 ACRES , MORE OR LESS . Page 46 of 365 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 CO CRETE MONUME TAT THE ORTHEAST CORNER OF RW BATTLES LLC REPLAT , AS RECORDED ON SLIDE2776B-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 ORTH LINE A DISTANCE OF 241 .89 FEET TO A 1-1/4" OPEN TOP PIPE; THENCE RUN SOUTH 89'-39'- 3 l" 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; THE CE CONTINUE SOUTH 89'-39'-31" WEST ALONG SAID NORTH LINE A DISTA CE OF 208 .73 FEET TO CAPPED REBAR (MOORE) AT THE NORTHWEST CORNER OF SAID RW BATTLES LLC REPLAT; THE CE 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); THE CE RUN ORTH 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. T hat, 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 P lanning , will require re-approval by the Planning Commission and the City Council of the City of Fairhope, Alabama, as a PUD amendment. 2 . T ha t, attached as "Exhibit B" is an approved Master Development Plan (MDP). The property must develop in sub stantia l conformance with the approved MDP. Any substantial deviation from the attached MDP, as determined by the Director of P lanning , will require re-approval by the P lanning Commission and the City Council of the City of Fairhope, Alabama, as a PUD amendment. 3. T hat, the following development regulations shall govern: Uses : Allowed uses listed for B-2 in the City of Fairhope Zoning Ordinance ex cept the uses listed below Convenience Store Automobi le Service Station Outdoor Sales Lot Garden Center Day Care Automobile Repair Recreational Vehicle Park Kenne l or Animal Hospital Limited Manufacturing -No uses with a Drive Through Personal Storage -No u ses within the Dwe lling Category shall be all owed in the commerc ial spaces Hotel/Motel Bed & Breakfast Boarding House or Dormitory Page 47 of 365 Ordinance o. Page -3- Setbacks: F ron t -25 ' Rear -25 ' Side /Street Side -O' or 20' wh en abuttin g re sidenti al Building Height: Maximum buildin g hei ght sh a ll 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. 125 3 and to use said premi ses for any use permitted or building so ught to be erected on said property sh all be in compliance with the building l aws of the City of Fairhope and that any structure hall b e approved by the Building Offi cial of the City of Fairhope and that any structure be erected only in compliance with such law s, including the requirements of Ordinance No. 1253 . Severability Clause -if any part, section or subdi vis ion of this ordinance shall be held uncon titutional or in valid 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 immedi ately upon its due adoption and publication as required b y law. ADOPTED THIS 13TH DAY OF JANUARY , 2025 ATTEST: Lisa A. Hanks , MMC City Clerk Jack Burrell , Counci l President ADOPTED THIS 13TH DAY OF JANUARY , 2025 Sherry Sullivan , Mayor Page 48 of 365 Page 49 of 365 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 50 of 365 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 51 of 365 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 52 of 365 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 53 of 365 PUD Request Legends at Point Clear 10/3/2024 Appendix A PUD Zoning Application 1. Legal Description Page 54 of 365 PUD Request Legends at Point Clear 10/3/2024 Appendix B Warranty Deed 1. Owner AuthorizationArticles of Incorporation Page 55 of 365 PUD Request Legends at Point Clear 10/3/2024 Appendix C List of Property Owner Withing 300’ and map Page 56 of 365 PUD Request Legends at Point Clear 10/3/2024 Appendix D EcoSolutions Stream Assessment Letter Page 57 of 365 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 58 of 365 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 59 of 365 Page 60 of 365 Page 61 of 365 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 62 of 365 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 63 of 365 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 64 of 365 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 65 of 365 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 66 of 365 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 67 of 365 7 ZC 24.02 Legends at Point Clear Rezoning B-2 to PUD Proposed Plaza with Commercial Mixed-Use Buildings Page 68 of 365 8 ZC 24.02 Legends at Point Clear Rezoning B-2 to PUD Elevation Floor Plans Page 69 of 365 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 70 of 365 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 71 of 365 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 72 of 365 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 73 of 365 Page 74 of 365 Page 75 of 365 Page 76 of 365 Page 77 of 365 Page 78 of 365 Page 79 of 365 Page 80 of 365 Page 81 of 365 Page 82 of 365 Page 83 of 365 Page 84 of 365 Page 85 of 365 Page 86 of 365 Page 87 of 365 Page 88 of 365 Page 89 of 365 Page 90 of 365 Page 91 of 365 Page 92 of 365 Page 93 of 365 Page 94 of 365 Page 95 of 365 Page 96 of 365 Page 97 of 365 Page 98 of 365 Page 99 of 365 Page 100 of 365 Page 101 of 365 Page 102 of 365 Page 103 of 365 Page 104 of 365 Page 105 of 365 Page 106 of 365 Page 107 of 365 Page 108 of 365 Page 109 of 365 Page 110 of 365 Page 111 of 365 Page 112 of 365 Page 113 of 365 Page 114 of 365 Page 115 of 365 Page 116 of 365 Page 117 of 365 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 118 of 365 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 119 of 365 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 120 of 365 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 121 of 365 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 122 of 365 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 123 of 365 Page 124 of 365 Page 125 of 365 Page 126 of 365 Page 127 of 365 Page 128 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1178 FROM:Paige Crawford, DIRECTOR OF COMMUNITY AFFAIRS SUBJECT: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. (Introduced at the City Council Meeting on December 19, 2024.) AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: That the City Council adopts 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. (Introduced at the City Council Meeting on December 19, 2024.) BACKGROUND INFORMATION: 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 was introduced at the City Council Meeting on December 19, 2024. BUDGET IMPACT/FUNDING SOURCE: GRANT: LEGAL IMPACT: FOLLOW UP IMPLEMENTATION: Page 129 of 365 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 OFF AIRHOPE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAIRHOPE, ALABAMA, as follows: POLICY AND PROCEDURE FOR PARK USAGE ORDINANCE It is express ly 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 add iti onal 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 schedul ed in each park. Organizations/Individuals may only request a park rental two times per calendar year. Only the following u ses 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 wi ll 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 fes ti val 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 wi th 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 R eservations are on a first come, first served basis. All fees, App lication , Cance llation Policy, and Indemnity/Hold Harmless Agreement are required prior to booking. The dat es requested cannot be guaranteed until all of these are received. Once received, yo ur reservation will be placed on the calendar and all necessary City Personnel will be notified . Page 130 of 365 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 .0 0 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 pub li c 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 alcoho l 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 Personal and Advertising Injury Products/Completed Operation Aggregate General Aggregate Coverage to include: Premises and operations Personal injury and Advertising Injury Products/completed operations Independent Contractors Blanket Contractual Liability Broad Form Property Damage $1,000 ,000 $1,000,000 $2 ,000 ,000 $2,000,000 Page 131 of 365 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 . VEIDCULAR TRAFFIC Absolutely no vehicular traffic is permitted on the lawn or sidewalks of our parks. This includes unloading and reloading supp lies. 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 o. 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 (DEPO SIT RE QUIRED) A refundab le 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. TE TS/STAGJNG 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 132 of 365 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 sha ll take effect immediately upon its due adoption and publication as required bylaw . ADOPTED TIDS THE 13TH DAY OF JANUARY , 2025 Attest: Lisa A. Hanks , MMC City Clerk. Jack Burrell , Council President ADOPTED TIDS THE 13TH DAY OF JANUARY , 2025 Sherry Sullivan, Mayor Page 133 of 365 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 134 of 365 Page 135 of 365 Page 136 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1229 FROM:Sherry Sullivan, Mayor Jack Burrell, Council Member SUBJECT:Declare that certain real property of the City of Fairhope (Part of the Anna T. Jeanes School Property) for Hope Community outlined in Exhibit A attached to lease) is not needed for public or municipal purposes in response to an offer to lease property for a five (5) year term for the minimum yearly rent of $1.00 payable as specified in lease. Option to renew or extend lease is specified in Article 10. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: That the City Council adopts Ordinance to declare that certain real property of the City of Fairhope (Part of the Anna T. Jeanes School Property) for Hope Community outlined in Exhibit A attached to lease) is not needed for public or municipal purposes in response to an offer to lease property for a five (5) year term for the minimum yearly rent of $1.00 payable as specified in lease. Option to renew or extend lease is specified in Article 10. BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No.Account Title Current Budget Cost Available Budget $___$___($____) GRANT: LEGAL IMPACT: Page 137 of 365 ORDINANCE NO . BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY OF FAIRH OPE, ALABAMA, AS FOLLOWS: SECTION 1. It is hereby established and declared that the following described real property of the City of Fairhope, Alabama , is not needed for public or municipal purposes during the term of this lease , to-wit: FROM THE POINT OF COMMENCEMENT AT THE SOUTHEAST CORNER SECTION 19 , TOWNSHIP 6 SOUTH , RANGE 2 EAST ; RUN NORTH , ALONG THE CENTERLINE OF SOUTH SECTION STREET, ± 29.7 FEET TO A POINT ; THENCE RUN WEST , ± 39 .5 FEET TO THE POINT OF BEGINNING (POB); THENCE RUN S 89 °28'49" W , ALONG THE NORTH RIGHT-OF-WAY LINE OF TWIN BEECH ROAD (CR44), ± 624.5 FEET TO A POINT ; THENCE RUN N 00 °35'02" W , LEA YING SAID RIGHT-OF-WAY,± 1292.4 FEET TO A POINT ; THENCE RUN EAST ,± 358 .8 FEET TO A POINT ; THENCE RUNS 00 °43'42" W , ± 668 .7 FEET TO A POINT ; THENCE RUN 89 °50 '18 " E, ± 108.2 FEET TO A POINT ; THENCE RUN SOUTH , ±391.8 FEET TO A POINT ; THENCE RUN EAST , ±182 FEET TO A POINT ON THE WEST RIGHT-OF-WAY LINE OF SOUTH SECTION STREET; THENCE RUN S 00 °43 '31 ", ALONG SAID RIGHT-OF-WAY , ±226 .5 FEET TO THEPOINT OF BEGINNING ; CONTAINING 12 .74 ACRES, MORE OR LESS , LYING IN SECTION 19 , TOWNSHIP 6 SOUTH , RANGE 2 EAST , BALDWIN COUNTY, ALABAMA. SECTION 2 . The City of Fairhope , Alabama , having received an offer from Hope Community to lease that real property described in Section 1, above , it is hereby declared to be in the best interest of the public and the City of Fairhope , Alabama , to lease said real property Hope Community under the following terms and conditions , to- wit The leased property to be used only for the purpose of carrying on as a community center, cultural center, teaching farm and kitchen, gardens and walking trails, administrative offices and generally a business that nurtures unity , relationships through food , healing and education , and for no other object or purpose without the written consent of the City of Fairhope, for the term of five (5) years for the minimum yearly rent of $1.00 payable as specified in lease . Option to renew or extend lease is specified in Article 10 . SECTION 3. Pursuant to the authority granted by Section 11-47-21 of the Code of Alabama of 1975 , the Mayor of the City of Fairhope , Alabama, is hereby directed to execute said lease agreement in the name of the City of Fairhope , Alabama. SECTION 4. 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 . Page 138 of 365 Ordinance No. Page -2- SECTION 5. This ordinance shall take effect immediately upon its due adoption and publication as required by law . ADOPTED THIS 13TH DAY OF JANUARY , 2025 ATTEST: Lisa A. Hanks, MMC City Clerk Jack Burrell , Council President ADOPTED THIS 13TH DAY OF JANUARY, 2025 Sherry Sullivan, Mayor Page 139 of 365 LEASE AGREEMENT 1. PARTIES: This Lease Agreement (this “LEASE”) is made and entered to be effective as of _________ __, 20__, by and between the CITY OF FAIRHOPE, an Alabama municipal corporation (“LESSOR”), and HOPE COMMUNITY, an Alabama non-profit corporation (“TENANT”). 2. TERM OF LEASE: This LEASE shall commence on ____________________ ___, 20___, and shall run for an initial term of five (5) years therefrom (the “TERM”). 3. PREMISES: LESSOR hereby leases to TENANT the premises as described and depicted on the attached Exhibit A, containing 12.74 acres, more or less (hereinafter, the “PREMISES”), located at the intersection of Twin Beech and South Section Street, Fairhope, Alabama 36532. 4. RENT: The annual rent shall be One Dollar ($1.00) per year. 5. COVENANTS: a) TENANT agrees to pay said rent in full (Five dollars) for the TERM of this LEASE at the commencement of the TERM. b) TENANT agrees to use and occupy the PREMISES for the purpose of carrying on as a community center, cultural center, teaching farm and kitchen, gardens and walking trails, administrative offices and generally a business that nurtures unity, relationships through food, healing and education, and for no other object or purpose without the written consent of the LESSOR. c) TENANT 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 Lease 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 Lease Agreement created hereby shall be personal to the entity named in this lease only. d) TENANT shall at all times keep the PREMISES in a reasonably neat, orderly and sanitary condition and shall keep the entryways adjoining the PREMISES reasonably clean and free from rubbish and dirt. TENANT will not make or suffer any waste of the PREMISES or permit anything to be done in or upon the PREMISES creating a nuisance thereon, and TENANT further agrees to permit the LESSOR or its agents at all reasonable times to enter upon the PREMISES for examining or showing the same to prospective customers of LESSOR. [TENANT shall be responsible for the cost of initial landscaping installation. Said initial landscaping plans and installation shall be coordinated with City staff.] The TENANT further covenants and agrees to keep the grounds and exterior area adjoining the PREMISES in a reasonably clean and sanitary condition and shall conduct routine lawn maintenance on the PREMISES and be responsible for landscaping as part of the course of routine maintenance. e) TENANT agrees that the PREMISES shall revert back to the LESSOR if the Tenant violates any term and/or condition of this agreement, declares Bankruptcy, becomes insolvent or otherwise ceases to carry out the purpose of carrying on as a community center, cultural center, teaching farm and kitchen, gardens and walking trails, administrative offices and generally a business that nurtures unity, Page 140 of 365 relationships through food, healing and education. Any reversion determination pursuant to this paragraph shall be at the sole discretion of the Governing Body of the City of Fairhope. If reversion occurs, TENANT shall be refunded its prorated lease payment only. f) TENANT agrees to surrender possession of the PREMISES upon termination of this LEASE (or any extension hereof) in as good condition as when received, reasonable wear and tear excepted. Upon surrender or termination, all attached trade fixtures and other attached furniture, fixtures and equipment shall become the property of the LESSOR. If, during the TERM of this LEASE, or any renewal or extension thereof, the PREMISES shall partially be damaged by fire or other casualty, the same shall be repaired with all proper speed at the expense of the LESSOR unless the LESSOR and TENANT shall mutually agree in writing within sixty (60) days after such damage to terminate this LEASE. However, during the TERM of this LEASE, or any renewal or extension thereof, should the PREMISES be damaged by fire or casualty so that the PREMISES are rendered totally unfit for occupancy and cannot be restored within 120 days, then at the option of either the LESSOR or TENANT, this LEASE may be terminated from the date of such damage by either party giving written notice to the other party of such cancellation within sixty (60) days following such damage; and upon such termination, TENANT shall immediately surrender the PREMISES to LESSOR who may enter and repossess the PREMISES. In the event during the TERM of this LEASE, or any renewal or extension thereof, the PREMISES shall be rendered unfit for occupancy but can be restored within 120 days, then LESSOR, at LESSOR’s expense, shall promptly restore the PREMISES to its former condition (not including TENANT improvements). g) TENANT shall pay all charges and bills for water, gas, electricity, and such other utilities as may be assessed or charged against TENANT during the TERM. h) TENANT shall have the right and privilege to renovate, remodel, construct and build or install in the PREMISES any trade fixture, equipment, and structures as may be determined necessary in TENANT’s sole discretion. All such trade fixtures, equipment, and structures of every kind and nature used in PREMISES supplied and installed at the sole cost and expense of the TENANT shall at all times be and remain the property of the TENANT, and TENANT shall have the right to remove all or any part of the trade fixtures from the PREMISES at any time; provided, however, that TENANT shall repair or reimburse LESSOR for the cost of repairing any damage to the PREMISES resulting from the removal of any such trade fixture. LESSOR shall have no obligation to perform any improvements whatsoever. i) TENANT SPECIFICALLY ACKNOWLEDGES that in the event of a natural disaster, the LESSOR prioritizes repairs and services to City infrastructure and facilities first and no real or perceived delay in repairs to the PREMISES shall be construed as an abandonment of the terms and conditions of this LEASE. 6. HOLD OVER TERM: If the TENANT remains in possession beyond the expiration of this LEASE, or any extension or renewal hereof, and negotiation of rent or demand to quit the PREMISES has been given, such holding over shall be deemed a month-to-month tenancy at the same renewal and terms as were in effect at the time such holding over takes place. 7. CANCELLATION PRIVILEGE: It is expressly understood and agreed by the parties hereto that the TENANT shall have the option to terminate this LEASE at the end of any fiscal year in the event fails to appropriate funding to fully comply with the TENANT’s responsibilities. TENANT may otherwise terminate this LEASE for any reason at the end of any calendar year upon one (1) month’s notice. Page 141 of 365 8. SUBORDINATION: The TENANT’s rights under this LEASE shall remain subordinate to any bona fide mortgage or deed to secure debt which is now or may hereafter be placed upon the PREMISES; provided that the TENANT’s tenancy shall not be disturbed, nor shall the covenants and conditions of this LEASE be invalidated or changed. 9. DEFAULT: If at any time one party shall default in any of its covenants or obligations under this LEASE, the other party shall give written notice of the nature of the default. If the default cannot be cured within a reasonable period, the aggrieved party may cancel this LEASE without further obligation. 10. RENEWAL: This LEASE may be renewed for two additional five (5) year periods, by TENANT’s giving LESSOR at lease ninety (90) days’ written notice prior to the expiration date of the TERM, or any renewal or extension thereof, of its intention to so renew or extend, upon all the same terms and conditions as herein stated, provided that such renewal or extension is mutually agreeable to both LESSOR and TENANT in writing. 11. NOTICES: All rent payments due hereunder shall be made to, and notices required to be given to LESSOR hereunder, shall be sent to LESSOR at LESSOR’s address, and such other address as LESSOR may direct from time to time by written notice to TENANT. All notices required to be given by LESSOR or TENANT hereunder shall be sent to TENANT at TENANT’s address, or to such address as TENANT may direct from time to time by written notice to LESSOR. 12. BENEFIT: This LEASE and all of the covenants and provision herein shall inure to the benefit of and be binding upon the successors and assigns of the parties hereto. Each provision hereof shall be deemed both a covenant and condition and shall run with the land. 13. INTEGRATION AND WAIVER: This written LEASE contains the entire agreement of the parties hereto with reference to the leasing of said PREMISES, except as may be further amended or modified in writing between the parties. No waiver of any breach of covenant herein contained shall be construed as a waiver of the covenant itself or any subsequent breach thereof. 14. INSURANCE: TENANT will provide for itself, its officers, trustees, employees, and agents general liability insurance for bodily injury, wrongful death or property damage naming the City of Fairhope as an also insured and shall also provide insurance to cover contents and fixtures. A letter of verification of said insurance will be provided setting forth the limits of liability and designation of policy years. It is further agreed and understood by the parties that the TENANT is not herein and will not provide any type of insurance for the protection of the building from fire or casualty. Further it is understood by the parties and agreed to that the insurance on the building included in the PREMISES is the sole responsibility of the CITY OF FAIRHOPE, and the TENANT by entering into this LEASE assumes no responsibility for insuring the protection of said building. At all times after the execution of this LEASE, the LESSOR through its own expense will maintain insurance against loss or damage to said building, which coverage will be based on the value of said building only. 15. LESSOR and TENANT agree the parking lot, contiguous sidewalks, sidewalks and contiguous surface drives are to be considered part of the leased premises for non-exclusive use by TENANT during TENANT’S normal operating business hours. The Lessor assumes no responsibility for and makes no representations regarding the condition of said areas and Tenant takes all of the leased, described or Page 142 of 365 devised areas enumerated herein as is and where is. LESSOR reserves the right to limit or restrict parking lot access during certain limited special events. 16. BUILDING MAINTENANCE: LESSOR and TENANT agree TENANT shall be responsible for all maintenance, repair and replacement of all mechanical, electrical, roofing and plumbing systems associated with the PREMISES throughout the TERM. TENANT agrees to take the building and premises as is where is and LESSOR makes no warranties or guarantees as to the safety, functionality or suitability of any mechanical, electrical, plumbing or other building system including roofing, HVAC, electrical, plumbing, etc. After turnover, LESSOR shall not be required to repair or replace any mechanical, electrical or plumbing system damage. LESSOR may at its discretion repair damage caused by negligent or willful acts of the TENANT, its agents, employees, or invitees and charge back TENANT for said repair or replacement. 17. LANDLORD/TENANT GENERAL RESPONSIBILITIES: (N/A). 18. TENANT is required to obtain all permits for code compliant repair, construction or improvement on the PREMISES with the understanding that certain fees may be waived at the sole discretion of the City of Fairhope. 19. RELEASE, HOLD HARMLESS AND INDEMNITY AGREEMENT: TENANT does hereby completely and fully release, remise, acquit, and discharge forever LESSOR, and its officers, agents, and employees, of and from any and all claims, demands, actions, causes of action, suits, costs, personal injury, wrongful death, damages, expenses, compensation, and liability of every kind, character, and description, either direct or consequential, at law or in equity, of whatever kind or nature, including, but not limited to, claims in contract, tort or equity that have arisen or may arise, directly or indirectly, in connection with the TENANT’s use of the PREMISES including but not limited to the building, sidewalks, adjacent parking areas, drives and to the unleased portions of the building and its exterior including exterior grounds, sidewalks, parking, etc. To the extent allowed by law, TENANT shall indemnify and hold harmless LESSOR from LESSOR’s loss or expense, including reasonable attorney fees for claims for personal injury, wrongful death, property damage, loss, damage, or injury of any kind or character to any person or property arising from the use of the PREMISES by the TENANT, its members, agents, employees, or invitees or their respective use of the unleased areas and exterior grounds, sidewalks, parking, etc. Additionally, to the extent allowed by law, TENANT shall indemnify and hold harmless LESSOR from LESSOR’s loss or expense, including reasonable attorney fees, against all claims caused by or arising from any act or omission of the LESSOR, its agents, servants and/or employees. 20. GOVERNING LAW: This LEASE shall be governed by and interpreted under the laws of the State of Alabama. [Signatures on Following Page] Page 143 of 365 [Signature Page for Lease Agreement between CITY OF FAIRHOPE and HOPE COMMUNITY] IN WITNESS WHEREOF, the parties have caused this Lease Agreement to be executed on the date first above written. LESSOR: CITY OF FAIRHOPE, an Alabama Municipal Corporation Sherry Sullivan, Mayor ATTEST: Lisa A. Hanks, MMC, City Clerk TENANT: HOPE COMMUNITY, an Alabama non-profit corporation Name: Its: Page 144 of 365 19 20N 00°35'02" W - ± 1292.4'EAST - ±358.8'S 00°43'42" W - ± 668.7'N 89°50'18" E - ±108.2'S 00°43'31" W - ± 618.9'POC SOUTHEAST CORNER SECTION 19, TOWNSHIP 6 SOUTH, RANGE 2 EAST POB (LEASE) EAST ±182'S 00°43'31" W - ± 226.5' CITY PARCEL 1.66 ACRES School Building Asphalt Parking Chain Link Fence N NORTH ±29.7' WEST ±39.5' PARENT PARCEL (TOTAL) 14.4 ACRES LEASE PARCEL 12.74 ACRES SOUTH ±391.8' TWIN BEECH ROAD (CR44)SOUTH SECTION STREETS 89°28'49" W - ±624.5' LEGAL DESCRIPTION: FROM THE POINT OF COMMENCEMENT AT THE SOUTHEAST CORNER SECTION 19, TOWNSHIP 6 SOUTH, RANGE 2 EAST; RUN NORTH, ALONG THE CENTERLINE OF SOUTH SECTION STREET, ± 29.7 FEET TO A POINT; THENCE RUN WEST, ± 39.5 FEET TO THE POINT OF BEGINNING (POB); THENCE RUN S 89°28'49" W, ALONG THE NORTH RIGHT-OF-WAY LINE OF TWIN BEECH ROAD (CR44), ± 624.5 FEET TO A POINT; THENCE RUN N 00°35'02" W, LEAVING SAID RIGHT-OF-WAY, ± 1292.4 FEET TO A POINT; THENCE RUN EAST, ± 358.8 FEET TO A POINT; THENCE RUN S 00°43'42” W, ± 668.7 FEET TO A POINT; THENCE RUN N 89°50'18” E, ± 108.2 FEET TO A POINT; THENCE RUN SOUTH, ±391.8 FEET TO A POINT; THENCE RUN EAST, ±182 FEET TO A POINT ON THE WEST RIGHT-OF-WAY LINE OF SOUTH SECTION STREET; THENCE RUN S 00°43'31”, ALONG SAID RIGHT-OF-WAY, ±226.5 FEET TO THEPOINT OF BEGINNING; CONTAINING 12.74 ACRES, MORE OR LESS, LYING IN SECTION 19, TOWNSHIP 6 SOUTH, RANGE 2 EAST, BALDWIN COUNTY, ALABAMA. EXHIBIT A Page 145 of 365 Page 146 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1228 FROM:Jack Burrell, Council Member SUBJECT:Establish the Salary for the Mayor and Councilmembers; City of Fairhope Code of Ordinance (Section 2-21). AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: That the City Council adopts Ordinance to Establish the Salary for the Mayor and Councilmembers; City of Fairhope Code of Ordinance (Section 2-21). BACKGROUND INFORMATION: The council may, by ordinance adopted at least six months prior to the election, establish the salary for the members of the council for the next term. If the council fails to take action within the time allowed or takes no action at all, the officers of the succeeding administration receive the same salaries paid the mayor and council of the last term. AGO to Hon. R. E. Pate, October 29, 1964. Section 11-43-80, Code of Alabama 1975, stipulates that the mayor shall receive a salary, payable in equal monthly installments, as the council prescribes. That salary must be fixed by the council not less than six months prior to each general municipal election. Such an ordinance is of permanent operation and is subject to the voting requirements for ordinances of this type. BUDGET IMPACT/FUNDING SOURCE: Account No.Account Title Current Budget Cost Available Budget $___$___($____) GRANT: LEGAL IMPACT: Page 147 of 365 ORDINANCE NO. AN ORDINANCE TO ESTABLISH THE SALARY FOR THE MAYOR AND COUNCILMEMBERS; CITY OF FAIRHOPE CODE OF ORDINANCES (SECTION 2-21) BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAIRHOPE, ALABAMA FOLLOWS: Section 1. Section 2. Section 3. Section 4 . Section 5. Section 6. Section 7 . Section 8. Attest: That the salary of the Mayor of the City of Fairhope, Alabama shall be and the same is hereby fixed at the amount of Ninety Thousand dollars ($90,000.00) payable on the same pay cycle as City employees out of the City Treasury. That each Councilmember shall be compensated at the sum of Fourteen Thousand Four Hundred dollars ($14 ,400.00) payable in equal monthly installments out of the City Treasury . That the City of Fairhope Council President shall be compensated at the sum of Fifteen Thousand Six Hundred dollars ($15,600.00) payable in equal monthly installments out of the City Treasury. That each Councilmember shall be paid a $50.00 per month cell phone stipend. The Mayor and members of the City Council will have the option of participating in the City of Fairhope's Group Health Insurance Plan: Option I with no monthly payment. That the City Council hereby repeals and replaces Ordinance No. 1659; and all ordinances and parts of ordinances in conflict with this Ordinance. This ordinance shall become effective on the first Monday in November 2020; and shall continue in force and effect until repealed by action of the council. The sections, paragraphs , sentences, clauses and phrases of thi s 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. ADOPTED AND APPROVED THIS 13TH DAY OF JANUARY, 2025 Jack Burrell, Council President Lisa A. Hanks , MMC City Clerk ADOPTED AND APPROVED THIS 13TH DAY OF JANUARY , 2025 Sherry Sullivan, Mayor Page 148 of 365 ORDINANCE NO. 1659 AN ORDINANCE TO ESTABLISH MONTHLY SALARY FOR THE MAYOR AND COUNCILMEMBERS; CITY OF FAIRHOPE CODE OF ORDINANCES (SECTION 2-21) BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAIRHOPE, ALABAMA FOLLOWS: Section 1. That the salary of the Mayor of the City of Fairhope, Alabama shall be and the same is hereby fixed at the amount of Eighty-Five Thousand dollars ($85,000.00) payable in equal monthly installments out of the City Treasury. Section 2. That each Councilmember shall be compensated at the sum of Twelve Thousand dollars ($12,000.00) payable in equal monthly installments out of the City Treasuiy. Section 3. That the City of Fairhope Council President shall be compensated at the sum of Thirteen Thousand Two Hundred dollars ($13,200.00) payable in equal monthly installments out of the City Treasury. Section 4. The Mayor and members of the City Council will have the option of participating in the City of Fairhope's Group Health Insurance Plan: Option I with no monthly payment. Section 5. That the City Council hereby repeals and replaces Ordinance No. 1570: and all ordinances and parts of ordinances in conflict with this Ordinance. Section 6. This ordinance shall become effective on the first Monday in November 2020; and shall continue in force and effect until repealed by action of the council. Section 7. 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 afTect 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. *5^ ADOPTED AND APPROVED THIS 9IH DAY OF SEPTEMBER. 2019 Jack Burrell.<^^ncil President Attest: Kimberly City Treasurer Page 149 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1209 FROM:Hunter Simmons SUBJECT:Planning and Zoning Director, Hunter Simmons, is requesting a change order no. 3 for the contract with MCCi, LLC for scanning solutions for physical documents/images of Planning Department Plans and Documents. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve Change Order No. 3 for the contract with MCCi, LLC for scanning solutions for physical documents/images of Planning Department Plans and Documents. The change order cost is $24,394.94 and the new contract total will be $110,693.48. BACKGROUND INFORMATION: The City Council approved the original contract with MCCi, LLC for scanning solutions for physical documents/images of Planning Department Plans and Documents for $35,861.87 on January 27, 2020. Change Order No. 1 for $30,835.25 was approved on March 22, 2021. Change Order No. 2 for $39,796.86 was approved on June 13, 2022. Change Order No. 3 is for additional items to be scanned: 123,269 Regular Format Images @ $0.16 = $19,723.04 2,610 Large Format Images @ $1.79 = $4,671.90 Total Cost for Change Order No. 3 is Twenty-Four Thousand Three Hundred Ninety- Four Dollars and Ninety-Four Cents $24,394.94. This will close out the contract with MCCi, LLC. The new total contract price is not-to-exceed One Hundred Ten Thousand Six Hundred Ninety-Three Dollars and Forty-Eight Cents ($110,693.48). BUDGET IMPACT/FUNDING SOURCE: Account No.Account Title Current Budget Cost Available Budget 001120- 50290 Planning - Professional Services $0.00 $24,394.94 ($24,394.94) Page 150 of 365 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 151 of 365 RESOLUTION NO. _____ 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. 3 for procurement of scanning solutions for use in Project 4 for the Planning and Zoning Department; services have been previously negotiated through the National Cooperative Purchasing Alliance (NCPA) Buying Group (Contract 11-26) with MCCi, LLC and therefore does not have to be let out for bid. Change Order No. 3 cost is $24,394.94 for additional work due to more physical documents and images. Total contract price will not-to-exceed $110,693.48. ADOPTED ON THIS 13TH DAY OF JUNE, 2022 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 152 of 365 | Change Order Page 1 of 1 CHANGE ORDER NUMBER 03 TO THE ORDER DOCUMENT SCANNING SOLUTION This is Change Order Number 03 (“CO”) to the Order Document Scanning Solution (“Order”) dated 07/01/2020 by and between MCCi, LLC (“MCCi”) and City of Fairhope (“Client.”) MCCi and Client may be referred to individually as a “Party” or collectively as the “Parties”. Capitalized terms used and not otherwise defined herein shall have the meaning ascribed to them in the Order. The Parties desire to amend the Order as follows: Order Date Document Title Summary Financial Impact 07/01/2020 Document Scanning Solution Scanning Order: Pricing $35,861.87 09/22/2021 Change Order 01 Client has more physical documents/images than estimated on the original order. This CO authorizes the completion of the additional work. Remaining Images to be processed: 7,724 images x $1.45/per image= $11,199.80 $10,639.81 5/16/2022 Change Order 02 Reallocate unused funds of $5,301.61 from Change Order 01 for use in Project 4. Add Project 4 –See Exhibit A Project 4 estimated total costs = $45,098.47 Total additional funds needed = $39,796.86 $39,796.86 12/13/2024 Change Order 3 Client has more physical documents/images than estimated on the original order. This CO authorizes the completion of the additional work needed to scan the remaining documents/images. Remaining Items to be scanned, 123,269 Regular Format images @ $0.16= $19,723.04 2,610 Large Format images $1.79 = $4,671.90 Total additional funds needed $24,394.94 $24,394.94 Cumulative Totals $110,693.48 All other terms to the Order remain unchanged. IN WITNESS WHEREOF, the parties have caused this CO be signed by their respective duly authorized representatives as of the date last written below: MCCi, LLC CITY OF FAIRHOPE By: __________________________________________ By:_________________________________________________ Name: ______________________________________ Name: _____________________________________________ Title: ________________________________________ Title: ______________________________________________ Date: ________________________________________ Date: ______________________________________________ Page 153 of 365 Page 154 of 365 Page 155 of 365 RESOLUTION NO. 4477-22 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. 2 for procurement of scanning solutions services for use in Project 4 for the Planning and Zoning Department; services have been previously negotiated through the National Cooperative Purchasing Alliance (NCPA) Buying Group (Contract 11-26); the cost for additional work will be $45,098.47 ; and awards Change Order No. 2 to MCCI , LLC .; ($5 ,301.61 will be used from Change Order No . 1 to offset the cost; the total additional funds requested is $39 ,796.86.) ADOPTED ON THIS 13TH DAY OF JUNE, 2022 ~'°ye<;;?$ Council President Attest: ~ City Cler Page 156 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1219 FROM:Jack Burrell, Council Member Lisa Hanks, CITY CLERK SUBJECT:Application for the Fiscal Year 2025 Airport Infrastructure Grant ("AIG") Project for H. L. "Sonny" Callahan Airport (KCQF) for the Replacement of the Taxiway Lighting System. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: That the City Council approves and authorizes the submission of the Application for the Fiscal Year 2025 Airport Infrastructure Grant ("AIG") Project for H. L. "Sonny" Callahan Airport (KCQF) for the Replacement of the Taxiway Lighting System. 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 157 of 365 RESOLUTION NUMBER ____ A RESOLUTION APPROVING AND AUTHORIZING THE APPLICATION FOR THE FISCAL YEAR 2025 AIRPORT INFRASTRUCTURE GRANT PROJECT FOR H. L. “SONNY” CALLAHAN AIRPORT (KCQF) WHEREAS, the City of Fairhope, Alabama, as the designated Sponsor for H. L. “Sonny” Callahan Airport (KCQF) intends to apply for Federal and State matching funds for an Airport Infrastructure Grant Project (AIG) during fiscal year 2025; and WHEREAS, the overall scope of the AIG project is the Replacement of the Taxiway Lighting System at the H. L. “Sonny” Callahan Airport (KCQF); and WHEREAS, the application submission deadline is no later than May 1, 2025. THEREFORE, BE IT RESOLVED, by the City of Fairhope, Alabama as follows: 1. That the City of Fairhope is authorized to make Application for Federal Assistance for the AIG project for FY2025 for the purpose of seeking Federal funding through the AIG program for the project described above. 2. That the application be submitted for and on behalf of the City of Fairhope by its Mayor, as designated by the City Council, who is authorized by this Resolution to sign the application and any related forms or documents on behalf of the City of Fairhope. 3. That the final grant agreement, if AIG funds are awarded based on the pre- application, shall remain subject to the approval of the City Council. BE IT FURTHER RESOLVED, that the City of Fairhope, in reliance upon an appropriate resolution from Fairhope Airport Authority, hereby affirms that the local matching share of funds in the amount required for the AIG project funds during FY2025 shall be the responsibility of Fairhope Airport Authority, and not the City of Fairhope. I, the undersigned qualified and acting as the City Clerk of the City of Fairhope, Alabama hereby certify that the above and foregoing is a true copy of a resolution lawfully passed and adopted by the City Council of the City of Fairhope named therein, at a regular meeting of such body held on the 13th day of January, 2025, and that such resolution is on file in the office of the City Clerk, City of Fairhope, Alabama. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Fairhope on this 13th day of January, 2025. _____________________________ Jack Burrell, Council President ATTEST: ______________________________ Lisa A. Hanks, MMC City Clerk Page 158 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1223 FROM: Richard Johnson, CITY ENGINEER SUBJECT: Modular Dog Kennel Unit for the Haven; and the item is available as surplus from the City of Daphne. The total amount with be $25,000.00. The Haven will reimburse the City for the funds and will take care of the moving and setup fees for the unit which will be placed on the Haven’s facility. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: That the City Council adopts Resolution that the City of Fairhope approves the procurement of a Modular Dog Kennel Unit for the Haven; and the item is available as surplus from the City of Daphne. The total amount will be $25,000.00. The Haven will reimburse the City for the funds and will take care of the moving and setup fees for the unit which will be placed on the Haven’s facility. BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget No cost to the City as the Haven will reimburse for the cost of Kennel. This will be a donation. GRANT: LEGAL IMPACT: FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: Page 159 of 365 Individual(s) responsible for follow up: Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 160 of 365 RESOLUTION NO. ________ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City of Fairhope approves the procurement of a Modular Dog Kennel Unit for the Haven; and the item is available as surplus from the City of Daphne. The total amount will be $25,000.00. The Haven will reimburse the City for the funds and will take care of the moving and setup fees for the unit which will be placed on the Haven’s facility. ADOPTED ON THIS 13TH DAY OF JANUARY, 2025 ____________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 161 of 365 Memorandum From: Richard D. Johnson, P.E., City Engineer To: Jack Burrell, Council President Thru: Sherry Sullivan, Mayor CC: Haven Director; City Clerk; Treasurer; Purchasing; File Date: January 6, 2025 Subject: Purchase of a Modular Dog Kennel Unit for the Haven – Available as surplus from the City of Daphne Council President: The City Council in the FY2025 Budget budgeted funds for the Haven Remodel, Phase II – The Kennel Area. During construction dog kennels will be displaced and that will lower operational capacity of the shelter. The City of Daphne faced the same problem during their reconstruction and purchased the unit shown in the attachments. They are now in their new facility and plan to surplus the unit. It is our understanding they would be willing to accept $25,000.00, which is 58.4% of the new purchase price. They have inquired as to our interest in this unit. It would solve our capacity problem during construction. If we rented a kennel unit for a couple of months (like the office trailer in phase one) we could possibly spend around $10K-$12K. If we purchased Daphne’s unit, used it during construction, and then auctioned it off, we may have the opportunity to get close to 100% of our money back out of it, or we could retain it and let the Haven use it for additional capacity and overflow. Michael Graham, Director of the Haven and I toured the facility, it is in great shape, self- contained and barely over a year old. The City Treasurer has indicated that it would be appropriate to purchase it using Haven Project Funds if the Council was so inclined. In addition, we have reached out to the Haven Staff to see if they would be willing to share in 20% of the purchase price. I am requesting an appropriation of $26,000.00: $25,000.00 for the purchase of the Kennel Unit from the City of Daphne and $1,000.00 for a local company to collect, move and place the unit on the Haven’s facility. Thank you for your Consideration in this matter. RDJ Page 162 of 365 Page 163 of 365 Page 164 of 365 Page 165 of 365 Page 166 of 365 Page 167 of 365 Page 168 of 365 Page 169 of 365 Page 170 of 365 Page 171 of 365 Page 172 of 365 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Richard D. Johnson, PE City Engineer Date: 01-06-2025 Department: The Haven Animal Shelter – City Facility under PW 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. City of Daphne, Alabama $ 25,000.00 2. Tony’s Towing – to move/relocate Kennel Unit $ Est. $1,000.00 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? Surplus Modular Kennel Unit 2. What is the total cost of the item or service? $26,000.00 – with moving costs 3. How many do you need? One Unit 4. Item or Service Is: ☐ New ☒ Used ☐ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): City of Daphne, Alabama 6. Vendor Number: Not Applicable 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? $150,000.00 (in the aggregate - unencumbered) 3. Budget code: 001750-51131 Line 10 - Haven Remodel - Phase II - Kennel Area Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 173 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1179 FROM: Kim Creech, CITY TREASURER Richard Johnson, CITY ENGINEER SUBJECT: The City Treasurer, Kim Creech, and City Engineer, Richard Johnson, have requested a one (1) year extension of the annual contract for Bid No. 23-030 Consulting Services for FEMA Public Assistance Management Services - Government Services for the same terms and conditions as the original contract and contract amendment no. 1. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To authorize the Mayor, Sherry Sullivan, to execute Extension No. 1 for the annual contract for Bid No. 23-030 Consulting Services for FEMA Public Assistance Management Services - Government Services for the same terms and conditions as the original contract and contract amendment no. 1. BACKGROUND INFORMATION: The original contract was executed January 22, 2024 and awarded to Royal Engineers and Consultants, LLC. Contract Amendment No. 1 amended the contract to comply with FEMA contract regulations, including a not-to-exceed annual contract amount of $500,000.00. The request for Extension No. 1 will extend the contract until January 21, 2026. The Vendor has agreed to Extension No. 1, with all terms and conditions of the bid award and contract amendment no. 1. Council awarded Bid No. 23-030 Consulting Services for FEMA Public Assistance Management Services - Government Services on 12/11/2023. Previous Council Action: Resolution No. 4941-23, Adopted by Council on December 11, 2023 (Original bid award). Resolution No. 5122-24, Adopted by Council on July 22, 2024 (Amended Contract to comply with FEMA contract regulations including a not-to-exceed annual contract amount of $500,000.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Page 174 of 365 Budget TBD Disaster Costs $0.00 $0.00 $0.00 GRANT: N/A LEGAL IMPACT: N/A FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: N/A Individual(s) responsible for follow up: N/A Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A Page 175 of 365 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a contract for Extension No. 1 for (Bid No. 23-030) Consulting Services for FEMA Public Assistance Management Services - Government Services to Royal Engineers and Consultants, LLC for one (1) year extension of the annual contract from January 22, 2025 to January 21, 2026 per the same terms and conditions of the original contract and contract amendment No. 1. ADOPTED ON THIS 13TH DAY OF JANUARY, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 176 of 365 City of Fairhope Bid No. 23-030 Request for Proposal Consulting Services for FEMA Public Assistance Management Services – Government Services Contract Extension No. 1 This EXTENSION NO.1 of CONTRACT ("Extension") is made this _____ day of _______________________ ,202___, for the purpose of extending the agreement known as Bid No. 23-030 Request for Proposal Consulting Services for FEMA Public Assistance Management Services – Government Services, dated January 22, 2024, (“Original Contract") between the City of Fairhope and Royal Engineers and Consultants, LLC (the "Parties"). 1. Extension 1 of this agreement, which is attached hereto as a part of this Extension, is described below: Bid No. 23-030 Request for Proposal Consulting Services for FEMA Public Assistance Management Services – Government Services and will end on January 21, 2025 at midnight. 2. The Parties agree to extend Extension 1 agreement for an additional period, which will begin immediately upon the expiration of the original time period January 22, 2025 and will end on January 21, 2026. 3. This Extension binds and benefits both Parties and any successors or assigns. This document, including the attached Original Contract and Contract Amendment No. 1, is the entire agreement between the Parties. All other terms and conditions of the Original Contract, including pricing, remain unchanged. IN WITNESS WHEREOF, the parties hereto have executed this Contract Extension as of the day and year first above written. THE CITY OF FAIRHOPE, ALABAMA ATTEST: ______________________________ BY: Sherry Sullivan, Mayor BY: Lisa A. Hanks, MMC, City Clerk NOTARY FOR THE CITY STATE OF ALABAMA} COUNTY OF BALDWIN} I, the undersigned authority in and for said State and County, hereby certify that Sherry Sullivan as Mayor of the City of Fairhope whose name is signed to the foregoing document and who is known to me, acknowledged before me on this day, being informed of the contents of the document she executed the same voluntarily on the date of the same bears date. Given under my hand and Notary Seal on this _____day of__________________ , 202___. Notary Public______________________________ My Commission Expires:______________ Page 177 of 365 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 178 of 365 RESOL UTIO N 0 . 4941-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE , ALAB AMA , as fo ll ows: [1] Th at th e C it y of Fairh ope did requ es t, receive , and op en bid s to procure services fo r (Bid No. 23 -0 30) Co nsultin g Servi ces fo r FEMA Publi c Ass istan ce Man agem ent Serv ices -Governm en t Serv ices at 55 5 So uth Secti on Str eet in th e Ci ty of Fairhope offices , Fairhop e, A lab am a. [2 ] At th e app ointed ti m e and pl ace , bid s were rece ive d and tabul ated as fo ll ows: Pl ease see attached Bid Tabul ati on for Co nsultin g Services fo r FEMA Publi c Assistance Managem ent Services - Governm ent Services [3] After eva lu ating th e bid s with th e requ ired specifi cati o ns, Royal Engin eer s an d Co nsultan ts, LLC is now award ed (Bid o. 23-030) for Co nsulti ng Serv ices fo r FEMA Publi c Ass istance Managem ent Services -Governm ent Serv ices . Th e cost of thi s co ntract will b e determin ed if it is acti vated tim e o f a di sas t er. Th e h ourl y ra tes fo r thi s firm are includ ed in prop osal. DU LY AD OP TED THI S 11 TH Corey Martin , Co unci l President Att es t: Page 179 of 365 RESOLUTION NO. 5122-24 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 for (Bid No. 023-30) Consulting Services for FEMA Public Assistance Management Services -Government Services with Royal Engineers & Consultants , LLC to comply with FEMA contract regulations , including a not-to-exceed annual contract amount of $500 ,000.00 . ADOPTED ON THIS 22ND DAY OF ruL Y 2024 Corey Martin, Council President Attest: ~-~ L~,MNIC City Clerk Page 180 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1180 FROM: Kim Creech, CITY TREASURER Richard Johnson, CITY ENGINEER SUBJECT: The City Treasurer, Kim Creech, and City Engineer, Richard Johnson, have requested a one (1) year extension of the annual contract for Bid No. 23-031 Consulting Services for FEMA Public Assistance Management Services - Utility's Damage Projects for the same terms and conditions as the original contract and contract amendment no. 1. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To authorize the Mayor, Sherry Sullivan, to execute Extension No. 1 for the annual contract for Bid No. 23-031 Consulting Services for FEMA Public Assistance Management Services - Utility's Damage Projects for the same terms and conditions as the original contract and contract amendment no. 1. BACKGROUND INFORMATION: The original contract was executed January 22, 2024 and awarded to Royal Engineers and Consultants, LLC. Contract Amendment No. 1 amended the contract to comply with FEMA contract regulations, including a not-to-exceed annual contract amount of $500,000.00. The request for Extension No. 1 will extend the contract until January 21, 2026. The Vendor has agreed to Extension No. 1, with all terms and conditions of the bid award and contract amendment no. 1. Council awarded Bid No. 23-031 Consulting Services for FEMA Public Assistance Management Services -Utility's Damage Projects on 12/11/2023. Previous Council Action: Resolution No. 4942-23, Adopted by Council on December 11, 2023 (Original bid award). Resolution No. 5123-24, Adopted by Council on July 22, 2024 (Amended Contract to comply with FEMA contract regulations including a not-to-exceed annual contract amount of $500,000.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Page 181 of 365 Budget TBD Disaster Costs $0.00 $0.00 $0.00 GRANT: N/A LEGAL IMPACT: N/A FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: N/A Individual(s) responsible for follow up: N/A Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A Page 182 of 365 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a contract for Extension No. 1 for (Bid No. 23-031) Consulting Services for FEMA Public Assistance Management Services - Utility's Damage Projects to Royal Engineers and Consultants, LLC for one (1) year extension of the annual contract from January 22, 2025 to January 21, 2026 per the same terms and conditions of the original contract and contract amendment No. 1. ADOPTED ON THIS 13TH DAY OF JANUARY, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 183 of 365 City of Fairhope Bid No. 23-031 Request for Proposal Consulting Services for FEMA Public Assistance Management Services – Utility’s Damage Projects Contract Extension No. 1 This EXTENSION NO.1 of CONTRACT ("Extension") is made this _____ day of _______________________ ,202___, for the purpose of extending the agreement known as Bid No. 23-031 Request for Proposal Consulting Services for FEMA Public Assistance Management Services – Utility’s Damage Projects, dated January 22, 2024, (“Original Contract") between the City of Fairhope and Royal Engineers and Consultants, LLC (the "Parties"). 1. Extension 1 of this agreement, which is attached hereto as a part of this Extension, is described below: Bid No. 23-030 Request for Proposal Consulting Services for FEMA Public Assistance Management Services – Utility’s Damage Projects and will end on January 21, 2025 at midnight. 2. The Parties agree to extend Extension 1 agreement for an additional period, which will begin immediately upon the expiration of the original time period January 22, 2025 and will end on January 21, 2026. 3. This Extension binds and benefits both Parties and any successors or assigns. This document, including the attached Original Contract and Contract Amendment No. 1, is the entire agreement between the Parties. All other terms and conditions of the Original Contract, including pricing, remain unchanged. IN WITNESS WHEREOF, the parties hereto have executed this Contract Extension as of the day and year first above written. THE CITY OF FAIRHOPE, ALABAMA ATTEST: ______________________________ BY: Sherry Sullivan, Mayor BY: Lisa A. Hanks, MMC, City Clerk NOTARY FOR THE CITY STATE OF ALABAMA} COUNTY OF BALDWIN} I, the undersigned authority in and for said State and County, hereby certify that Sherry Sullivan as Mayor of the City of Fairhope whose name is signed to the foregoing document and who is known to me, acknowledged before me on this day, being informed of the contents of the document she executed the same voluntarily on the date of the same bears date. Given under my hand and Notary Seal on this _____day of__________________ , 202___. Notary Public______________________________ My Commission Expires:______________ Page 184 of 365 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 185 of 365 RESOLUTION 0. 4942-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALAB MA, as fo llo w : [1] That the did reque t, receive, and open bids to procure services for (Bid No . 23- 031) Consu ltin g Services for City of Fa irhop e FEMA Public Assistance Management Services -Uti lity 's Damage Projects at 555 South Section Street in the City of Fairhope offices , Fairhope, Alabama. [2] At th e appo inted time and place, bids were received and tabulated as follows: Please see attached Bid Tabulation for Consulting Services for FEMA Public A si tance Management Services - Uti lity 's Dam age Projects [3] After evaluating the bids with the required specifications , Royal Engineers and Consultants , LLC is now awarded (Bid o. 23-031) for Consulting Services for FEMA Public Assistance Management Services -Utilit s amage Projects. The cost of thi contract will b e determined if it is activated at t e ti e of a disaster. The hourly rates for this finn are included in proposal. DULY ADOPTED THIS 11 TH DA Corey Martin, Council President Attest: Page 186 of 365 RESOLUTION NO. 5123-24 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 for (Bid No. 023-31) Consulting Services for FEMA Public Assistance Management Services -Utility 's Damage Projects with Royal Engineers & Consultants , LLC to comply with FEMA contract regulation s, including a not-to-exceed annual contract amount of $500 ,000.00 . ADOPTED ON THIS 2 Corey Martin, Council President Attest: iliraA.Hnks , City Cler Page 187 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1181 FROM: Nicole Love, Grants Coordinator Richard Johnson, CITY ENGINEER SUBJECT: Grant Coordinator, Nicole Love, and City Engineer, Richard Johnson, are requesting the hiring of a Professional Grant Administrator for the FY2024 Community Project Funding (CPF) HUD Grant for the Airport Industrial Park. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve the negotiated not-to-exceed contract amount of $16,257.41 for this project and allow the Mayor to execute a contract with Volkert, Inc. BACKGROUND INFORMATION: Grant Coordinator, Nicole Love, and City Engineer, Richard Johnson are requesting the hiring of a professional grant program administration provider for the FY2024 Community Project Funding (CPF) HUD Grant for the Airport Industrial Park. The work to be performed is for professional engineering associated with the project, which will include the following: A. Prepare and submit grant application packet B. Grant Administration to include: 1. Develop Action Plan in DRGR 2. Submit Environmental Review Documents in DRGR 3. Submit Project Invoices for Drawdown of Funds 4. Prepare Documentation Letters for City when Draws are submitted and when they are approved. 5. Develop and Track Statement and Distribution of Project Grant Costs 6. Performance Reports C. Grant Closeout - Develop Grant Closeout Package The Mayor and The Grant Coordinator would like to establish a not-to-exceed amount for Professional Grant Program Administration Services of $16,257.41. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Page 188 of 365 Budget 001100- 52040 General Gov - Grant Expense $0.00 $16,257.41 ($16,257.41) GRANT: FY2024 Community Project Funding (CPF) HUD Grant for the Airport Industrial Park 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 189 of 365 RESOLUTION NO. ____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That Mayor Sherry Sullivan is hereby authorized to execute a contract with Volkert, Inc. for Professional Grant Administration Services for the FY2024 Community Project Funding (CPF) HUD Grant for the Airport Industrial Park (RFQ PS25-009) with a not-to-exceed amount of $16,257.41. DULY ADOPTED THIS 13TH DAY OF JANUARY, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 190 of 365 Volkert, Inc. 1110 Montlimar Drive Suite 1050 Mobile, Alabama 36609 (251) 342-1070 www.volkert.com A Century of Integrity in Infrastructure November 18, 2024 VIA E-Mail Ms. Sherry Sullivan, Mayor City of Fairhope 161 North Section Street Fairhope, Alabama 36532 RE: Proposal for Grant Administration Services for Airport Industrial Park (HUD Grant) Dear Mayor Sullivan: Enclosed, please find a copy of our proposal to provide professional services for the following project: FY2024 Community Project Funding (CPF) Grant Administration – Airport Industrial Park This proposal has been developed on a cost-plus basis with a not to exceed limit of $16,257.41. Please refer to Attachment A for a detailed description of scope and anticipated man-hours. Thank you for the opportunity to provide these services. If you have any questions or comments or require additional information, please contact us. If the City agrees with the provided proposal, please let us know and we will send a copy of our standard agreement for execution between Volkert, Inc. and the City of Fairhope. Sincerely, VOLKERT, INC. Jordan Stringfellow, P.E. Assistant Vice President JHS/ Attachment VOLKERT, INC. Jordan Stringfellow, Assistant Vice Presid VOLKERT, INC. Jordan Stringfellow, P Assistant Vice Presid Jordan Stringfellow, Project Engineer Page 191 of 365 ATTACHMENT A – ENGINEERING FEE PROPOSAL Volkert Project Number: TBD Project Description: FY2024 Community Project Funding Grant Administration – Airport Industrial Park Client: City of Fairhope Location: Fairhope, Alabama Date: November 18, 2024 Volkert, Inc. 1110 Montlimar Dr. Suite 1050 Mobile, AL 36609 Proposal Prepared By: Jordan Stringfellow, P.E. Assistant Vice President Page 192 of 365 ATTACHMENT A (Engineering Fee Proposal) DATE: November 18, 2024 PROJECT DESCRIPTION: FY2024 Community Project Funding (CPF) Grant Administration – Airport Industrial Park 2 | P a g e INDEX DESCRIPTION SHEET NUMBER Project Introduction & Scope ........................................................................................................ 3 Special Services Summary ....................................................................................................... 3 – 4 Summary of Engineering Fee Proposal .......................................................................................... 5 Special Service Man-Hour & Cost Estimate ................................................................................... 6 Page 193 of 365 ATTACHMENT A (Engineering Fee Proposal) DATE: November 18, 2024 PROJECT DESCRIPTION: FY2024 Community Project Funding (CPF) Grant Administration – Airport Industrial Park 3 | P a g e PROJECT INTRODUCTION & SCOPE This project will provide Grant Administration services for the City of Fairhope for the Fiscal Year 2024 Community Project Funding (CPF) Grant to construct the Airport Industrial Park. Services will include the oversight and administration of the grant including submission of the grant application package, draw down requests for funds, required reporting, and grant closeout documentation. Since this project has not yet been designed, the exact timeline and number of months needed for grant reporting is unknown. Therefore, this agreement will be a cost-plus contract with a not to exceed limit assuming a 24-month grant period. Refer to page 5 for man hour estimates. BASIC SERVICES (Lump Sum) There are no Basic Services included in this agreement. SPECIAL SERVICES (Cost Plus with Not to Exceed) The project will provide grant administration support to the City of Fairhope for the FY 2024 Community Project Funding (CPF) grant awarded for the Airport Industrial Park. Services will include: • Compile and submit documentation for the Grant Application Package o Project Scope ▪ Goals ▪ Deadlines ▪ Project Deliverables o Project Narrative ▪ Name ▪ Purpose ▪ Sufficient Scope ▪ Location ▪ Map o Funding Narrative o Project Activities o Project Budget o Environmental Review Questions o Lobbying Activities Disclosure o Assurances o Direct Deposit Page 194 of 365 ATTACHMENT A (Engineering Fee Proposal) DATE: November 18, 2024 PROJECT DESCRIPTION: FY2024 Community Project Funding (CPF) Grant Administration – Airport Industrial Park 4 | P a g e o Annual Single Audit Questions • Action Plan Set-Up in DRGR o Project Activities o Set up Project Performance and Accomplishment Measures • Environmental Review o Upload required documentation in DRGR o Environmental Documentation efforts shall be performed by others or under a separate project. • Drawdown Funds o Compile and upload documents in DRGR for reimbursement throughout life of project. o Prepare documentation letters when invoices are submitted and when they are approved. o Man-hour totals assume the project life will be 2 years (24 months) from notice to proceed. Man-hour totals assume one drawdown per month. • Performance Reports o Compile and upload documents in DRGR for all required performance reports throughout life of project o Man-hour totals assume the project life will be 2 years (24 months) from notice to proceed. • Grant Closeout o Compile and upload documents in DRGR for closeout of project EXCLUDED SERVICES Any service not specifically mentioned or described within this document is 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 195 of 365 ATTACHMENT A (Engineering Fee Proposal) PROJECT DESCRIPTION: FY2024 Community Project Funding (CPF) Grant Administration - Airport Industrial Park DATE: November 18, 2024 1 GRANT ADMINISTRATION Project Manager Staff 2 Prof Staff 1 Prof Admin 1.A FY2024 Grant Application 1.A1 Prepare & Submit Grant Application Packet 2 16 1B FY2024 Grant Administration 1.B1 Develop Action Plan in DRGR 2 16 1.B2 Submit Environmental Review Documents in DRGR 4 1.B3 Submit Project Invoices for Drawdown of Funds (Assume 24 months)4 24 1.B4 Prepare Documentation Letters for City when Draws are Submitted and when they are Approved (Assume 24 months) 4 24 1.B5 Develop and Track Statement and Distribution of Project Grant Costs 24 1.B6 Performance Reports (Assume 24 months) 2 12 1C FY2024 Grant Closeout 1.C1 Develop Grant Closeout Package 2 16 16 0 0 136 1 Man-hour Rate COST 16 $77.83 $1,245.28 0 $68.59 $0.00 0 $48.76 $0.00 136 $34.07 $4,633.52 $5,878.80 150.73% $8,861.12 $14,739.92 10%$1,473.99 0.740%$43.50 $16,257.41 NTE Project Manager Staff 2 Professional Staff 1 Professional FCCM (Direct Labor Only) SUBTOTAL LABOR COSTS Administrative Assistant TOTAL DIRECT LABOR Combined Overhead TOTAL LABOR + OVERHEAD Operating Margin TOTAL GRANT ADMINISTRATION $16,257.41 MAN-HOUR GRANT ADMINISTRATION ESTIMATE TOTAL GRANT ADMINISTRATION MAN-HOURS PROPOSED GRANT ADMINISTRATION FEE Labor Costs FY2024 Community Project Funding (CPF) Grant Administration - Airport Industrial Park Task No. FY2024 Community Project Funding (CPF) Grant Administration - Airport Industrial Park Task No. Grant Administration ___________________________________________________________________________________________________ 5 | P a g e Page 196 of 365 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Nicole Love Date: November 25, 2024 Department: Treasury 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. Volkert, Inc. $ $16,257.41 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? Grant administration services 2. What is the total cost of the item or service? $16,257.41 3. How many do you need? 1 4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): Volkert, Inc. 6. Vendor Number: Click or tap here to enter text. If you do not have a Vendor Number, please go to the City of Fairhope page: www.FairhopeAL.gov, Departments, Purchasing, Vendor Registration, and complete the required information. BUDGET INFORMATION 1. Is it budgeted? ☐ Yes ☒ No ☐ Emergency Request 2. If budgeted, what is the budgeted amount? Click or tap here to enter text. 3. Budget code: Click or tap here to enter text. Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 197 of 365 Page 198 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1182 FROM: Richard Johnson, CITY ENGINEER George Ladd , PUBLIC WORKS DIRECTOR SUBJECT: The City Engineer, Richard Johnson, is requesting the procurement of Professional Engineering and Surveying Services to perform design services for the Bon Secour at Grand Drainage Project. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve negotiated not-to-exceed amount of $22,500.00 for this project and allow the Mayor to execute a contract with Sawgrass Consulting, LLC. BACKGROUND INFORMATION: The City Engineer, Richard Johnson, is requesting the procurement of Professional Engineering and Surveying Services to perform design services for the Bon Secour at Grand Drainage Project. The work to be performed is for professional engineering associated with the project, which will include the following: A. Topographic Survey B. Design C. Bid Procurement The Mayor and The City Engineer would like to establish a not-to-exceed amount for Professional Engineering Services and Surveying Services of Twenty-Two Thousand Five Hundred Dollars ($22,500.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 103-55853 Capital Drainage Projects $22,500.00 $22,500.00 $0.00 GRANT: Page 199 of 365 N/A LEGAL IMPACT: N/A FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: N/A Individual(s) responsible for follow up: N/A Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A Page 200 of 365 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a Contract with Sawgrass Consulting, LLC for Professional Surveying and Engineering Design Services for the Bon Secour at Grand Drainage Project (RFQ PS25-008) with a not-to-exceed amount of $22,500.00. DULY ADOPTED THIS 13TH DAY OF JANUARY, 2025 ______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 201 of 365 Page 202 of 365 Page 203 of 365 Page 204 of 365 Page 205 of 365 Page 206 of 365 Page 207 of 365 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: George Ladd, PW Director & Richard D. Johnson, PE, City Eng. Date: 11-19-2024 Department: Public Works – Public Drainage 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. Sawgrass Consulting, LLC $ Action: Select & Authorize Mayor to set NTE 2. Click or tap here to enter text. $ 3. Click or tap here to enter text. $ Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group ☐ Sole Source (Attach Sole Source Justification) ITEM OR SERVICE INFORMATION 1. What item or service do you need to purchase? Professional Surveying and Engineering Design Services 2. What is the total cost of the item or service? Estimate - $22,500.00 – no CE&I 3. How many do you need? Design for 2025-PWI 018 Bon Secour at Grand Drainage Project 4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): Sawgrass Consulting, LLC 6. Vendor Number: 4246 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? $75,000.00 – 2 @ $37,500.00 (in the aggregate - unencumbered) 3. Budget code: 103-55853 Drainage Improvements – See Details: Major Outfall Repair Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 208 of 365 Page 209 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1204 FROM: Richard Johnson, CITY ENGINEER Nicole Love, Grants Coordinator SUBJECT: The City Engineer, Richard Johnson, and the Grants Coordinator, Nicole Love, are requesting to find a qualified firm to provide professional engineering, surveying, and graphical information system (GIS) services for the inventorying, documenting, mapping, and graphical databasing of the City of Fairhope's Municipal Separate Storm Sewer System (MS4). AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve the negotiated fee schedule for RFQ PS24-034 Professional Engineering, Survey, and Graphical Information System (GIS) Services for the City of Fairhope - Fairhope Area Storm Water Mapping & Resiliency Planning and authorize the Mayor to execute a contract for the not-to-exceed amount of $650,000.00. BACKGROUND INFORMATION: The City Council approved the selection of Thompson Engineering, Inc. as the result of RFQ PS24-034 Professional Engineering, Survey, and Graphical Information System (GIS) Services for the City of Fairhope - Fairhope Area Storm Water Mapping & Resiliency Planning and approved the Mayor to negotiate the contract fee schedule. The services included with this contract are: Task 1: Stormwater Infrastructure Mapping Task 2: Repetitive Flood Loss Assessment Task 3: Stormwater Management Manual The Mayor and City Engineer would like to establish a not-to-exceed amount for Professional Engineering, Survey, and Graphical Information System (GIS) Services of Six Hundred Fifty Thousand Dollars ($650,000.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget Page 210 of 365 103-55853 Capital Drainage Improvements $650,000.00 $650,000.00 $0.00 GRANT: RESTORE Act - ADCNR Grant Number GNSSP20AL0002-01-00 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 211 of 365 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, Survey, and Graphical Information System (GIS) Services for (RFQ PS24-034) for the City of Fairhope - Fairhope Area Storm Water Mapping & Resiliency Planning to Thompson Engineering; and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 21ST DAY OF NOVEMBER, 2024 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 212 of 365 December 31, 2024 Richard Johnson, P.E., City Engineer City of Fairhope 161 North Section Street Fairhope AL. 36532 Subject: Proposal for Engineering Services - Stormwater Mapping and Resiliency Planning Thompson Proposal No. 24-4110-0130 Dear Mr. Johnson, Thompson Engineering, Inc. (Thompson) is pleased to present this proposal for Professional Services for the City of Fairhope Stormwater Mapping and Resiliency Planning Project. The proposal herein addresses the services to be provided by Thompson and the proposed fee required to complete the scope of work. Project Understanding Established over 100 years ago, the City of Fairhope has experienced extensive growth and land development extending beyond the limits of the original utopian single tax colony. As the City continues to grow, the City recognizes the need to develop a better understanding of the current condition and operation of the City’s overall stormwater management system. With a forward-thinking approach and a recent RESTORE Act grant to fund the project, the City desires to hire a consultant to develop a GIS Stormwater Infrastructure Inventory of all publicly and privately maintained drainage infrastructure, perform a repetitive loss assessment to help the City address and remedy potential losses, and develop an updated and standardized stormwater management manual to be used as a data management and planning tool for future development and maintenance of existing infrastructure. We understand that the primary goal for this project is to map as much of the City’s drainage system as possible within the budget available for this task (Task 1 described herein) which equals 80% of the overall grant amount. The remaining 20% of the grant shall be used to provide the flood loss assessment and stormwater management manual update (Tasks 2 and 3). These Tasks will require more specific direction from the City in order to determine the expected deliverables. Our proposed fees have been aligned with this understanding. Please note however, based on our team’s experience with developing Stormwater Management Manuals and updates to Land Development Codes and Subdivision Regulations, the budget for these tasks is not enough to provide the City with the services that are typically required to achieve these tasks, including extensive Code Analysis and Public Engaement. Therefore, the scope of work and deliverables for these tasks has been refined to stay within budget while still meeting the requirements of the grant. These deliverables are also expected to help inform and prepare the City for future actions that would be needed to fully develop the comprehensive changes we believe are needed to meet the City’s ultimate goals for stormwater management and planning. Page 213 of 365 Scope of Work Task 1: Stormwater Infrastructure Mapping We understand the City desires to capture all existing stormwater infrastructure in a manner that can be used in guiding decisions about future development, including future infrastructure projects and stormwater resiliency planning. Within the City limits, there are at least 13 defined watersheds draining to a unique creek, branch or gully. Thompson will work with key City staff to prioritize watersheds and to determine a work plan for efficient assignment of survey field crews. Thompson will work with the City’s GIS Supervisor to establish the City’s desired protocols for field collection, data management and mapping standards. This includes standardizing the desired attributes to be collected during survey and desired workflow for integration of the data into the City’s GIS platform. After approval of established field collection protocols and workflows by the City, Thompson will begin the field work and data collection. Assumptions/Exclusions • This scope does not include cleaning of drainage structures. Thompson will coordinate with City Staff to have structures cleaned out as needed. • Surveying boundary shall not extend beyond City limits, unless otherwise directed by the City for specific watersheds that may be affected by upstream development. • This Task will be performed on a time and materials basis according to the priorities set by the City until the not to exceed budget is reached. Task 2: Repetitive Flood Loss Assessment Thompson will work closely with the City’s Floodplain Manager and other key staff to determine high-risk properties that may be subject to repetitive flood loss, and to develop general strategies needed to mitigate future losses and reduce flood risk. Thompson’s team will work closely with the City of Fairhope Floodplain Manager to retrieve the community-based National Flood Insurance Program (NFIP) Multiple Loss Properties dataset and identify applicable flood risk drivers (i.e., pluvial, fluvial, or storm surge) for each property. Additionally, a general structure inventory for properties within the city limits will be obtained from either the City of Fairhope, the Hydrologic Engineering Center National Structure Inventory, or Microsoft Buildings Footprints and used to further characterize flood risk for at-risk properties not included within the NFIP Multiple Loss Properties dataset. Existing topographic, flood hazard, supporting spatial data, and historical storm information will be used to identify flood risk drivers and develop strategies to reduce future losses. Once flood risk drivers are identified, site-specific analyses will be completed to determine potential solutions the City may employ to address flooding. Mitigation strategies may include a list of recommended site-specific projects, enhancements to future development/stormwater regulations, or general recommendations for areas with common flood risk drivers. Recommendations affecting stormwater management within the city may also be included in Stormwater Management Manual updates to support Task 3, following. The methodology of the Repetitive Loss Assessment and recommendations for mitigation strategies will be documented in a technical report to be submitted to the city. Page 214 of 365 Assumptions/Exclusions • This scope does not include any formal design, plan development, or specifications associated with recommended projects. • This scope does not include any FEMA map revisions/coordination associated with recommended projects. Task 3: Stormwater Management Manual (SWM) Thompson will prepare the City of Fairhope’s Stormwater Management (SWM) Manual for use by developers, engineers, and landscape architects in designing both private and public land development projects. The purpose of providing standard SWM guidance and required submittals is to outline requirements and expectations that are clearly documented for developing the land and for reviews by City of Fairhope planning and permitting staff. The following phased approach will be followed in developing the City’s Stormwater Management Manual: Task 3A: SWM Manual Meeting As a first step, Thompson will meet in person with City of Fairhope departments, including but may not be limited to Planning, Public Works, Permitting, and Floodplain Management to discuss the opportunities and challenges involved in managing stormwater in Fairhope. Meeting notes will document the agreed-to SWM Manual elements, a broad understanding of SWM requirements the City intends to adopt, and SWM Plan submittals and review procedures to include the following: • Stormwater issues • Drainage infrastructure • Land development trends and concerns • Areas most prone to flooding (to be identified by Thompson Engineering) • Current management and maintenance of infrastructure • The goals and objectives of managing stormwater in the city • Stormwater management strategies that could apply to the entire city in addition to flood-prone areas • Responsibilities of land developers, private and public Deliverables: Meeting Notes Assumptions/Exclusions • Key City Staff (as determined appropriate by the City) will need to be present for a 2 to 3- hour meeting to discuss the topics outlined above. • Thompson will provide the City with a matrix formatted template to be completed by City Staff regarding existing City Code Analysis as it relates to stormwater. This may include subdivision regulations, landscape requirements, green infrastructure and LID requirements, etc. Task 3B: SWM Manual Outline Thompson will prepare a draft outline of the manual content and organization for City review that will include the following: Page 215 of 365 • Public education goals and objectives • Private land development requirements • Public land requirements (parks, civic bldgs., schools) • Stormwater management plan submittal requirements • SWM plan review process • LID/GI facilities o Functions o Components o Flexibility based on-site conditions The draft outline will be submitted to the City prior to a virtual review meeting Thompson will host with City staff. It is envisioned that the outline will be modified in real time during the virtual meeting such that the meeting outcome is the final outline upon which the Draft SWM Manual will be prepared. Thompson will proceed with Task 3C upon receipt of all comments, which will be tracked in a comment tracking matrix. Deliverables: Draft SWM Manual Outline Meeting Notes Outline Comment Tracking Matrix Final SWM Manual Outline Assumptions/Exclusions • Following review and approval from City Staff, the finalized outline will direct organization and content of the SWM Manual. Task 3C: Draft SWM Manual Layout & Content Based on the Final SWM Manual Outline from Task 3B, Thompson will prepare a draft manual layout and draft text and sketch graphics. The draft layout and content will be submitted to the City prior to conducting an in-person review meeting with City staff. The outcome of this meeting is intended to be the agreed upon SWM Manual layout and content, including SWM Plan requirements for land development. Thompson will proceed with Task 3D upon receipt of all comments, which will be tracked in a comment tracking matrix. Deliverables: Draft SWM Manual Layout in InDesign Draft SWM Manual Text & Sketch Graphics Content SWM Manual Layout & Content Comment Tracking Matrix Assumptions/Exclusions • Public Engagement activities are specifically excluded from the scope of work. If the City elects to conduct public engagement meetings, it is recommended this be done after the development of the draft SWM Manual and prior to completing the Final SWM Manual. Task 3D: Final SWM Manual Based on the Task 3C meeting with City staff and all comments received, Thompson will update the SWM Manual Comment Tracking Matrix and note elements, requirements, and procedures Page 216 of 365 to be resolved before finalizing the SWM Manual. If necessary, Thompson will host a virtual meeting with City staff to resolve open comments and questions. Thompson will prepare the Final SWM Manual laid out in InDesign with final text and finished graphics. A pdf file will be submitted to the City for final approval. Minor modifications are anticipated and accounted for in the fee for Task 3D. Substantial changes will necessitate additional fees. Deliverables: Updated SWM Manual Layout & Content Comment Tracking Matrix Meeting Notes (if necessary) Final SWM Manual (pdf file for review) Final SWM Manual (pdf and InDesign files) Summary of Cost & Professional Services Fees Thompson will provide the professional services described above at either a Lump Sum or Time and Materials Not to Exceed (NTE) basis as summarized below. Additional services requested by the City and not listed in the Scope of Work and Professional Services to be performed on a time and materials basis as indicated above will be subjected to Thompson’s Standard Hourly rates (see Appendix A). Additional services will not be undertaken without prior written approval by the City. Professional Services Fee Task 1: Stormwater Infrastructure Mapping $520,000.00^ Task 2: Repetitive Flood Loss Assessment $32,500.00* Task 3: Stormwater Management Manual (SWM) $97,500.00* Task 3A: SWM Manual Meeting $12,500.00* Task 3B: SWM Manual Outline $17,500.00* Task 3C: Draft SWM Manual Layout & Content $41,000.00* Task 3D: Final SWM Manual $26,500.00* Total Fee $650,000.00 ^TIME AND MATERIALS NTE *LUMP SUM Closure This proposal has been prepared with the expressed understanding that the selection of our firm to perform these professional services under a mutually agreed to contract and is based upon the qualifications, experience, and reputation of the staff of Thompson Engineering, and not solely upon the cost of the services proposed. We trust that the fees and scope of services outlined herein are acceptable and within your budgetary requirements and we look forward to the commencement of the work. Please feel free to contact us with any questions you may have. Page 217 of 365 Respectfully submitted, THOMPSON ENGINEERING, INC. Katie Parker, P.E. Nick Combs, P.E. Senior Vice President - East Business Unit Leader Project Manager kparker@thompsonengineering.com ncombs@thompsonengineering.com THOMPSON ENGINEERING, INC. Page 218 of 365 Appendix A Page 219 of 365 Page 220 of 365 Page 221 of 365 PRF - RFQ Storm Water Mapping Engineer Final Audit Report 2024-08-01 Created:2024-07-29 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAANVsLd-nCjqk26h_9MSPkCgzbXhNCF5GH "PRF - RFQ Storm Water Mapping Engineer" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2024-07-29 - 5:25:17 PM GMT Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature 2024-07-29 - 5:25:49 PM GMT Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2024-07-29 - 7:04:21 PM GMT Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) Signature Date: 2024-07-29 - 7:05:14 PM GMT - Time Source: server Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature 2024-07-29 - 7:05:15 PM GMT Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov) Signature Date: 2024-08-01 - 7:39:22 PM GMT - Time Source: server Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2024-08-01 - 7:39:23 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2024-08-01 - 8:37:23 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2024-08-01 - 8:38:06 PM GMT - Time Source: server Agreement completed. 2024-08-01 - 8:38:06 PM GMT Page 222 of 365 ► RESOLUTION NO. 5275-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City Council approves the selection by the Evaluation Team for Professional Engineering, Survey , and Geographic Information System (GIS) Services for (RFQ PS24-034) for the City of Fairhope -Fairhope Area Storm Water Mapping & Resiliency Planning to Thompson Engineering; and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 21 ST DAY OF NOVEMBER, 2024 Attest : ~A~ City Clerk Page 223 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-880 FROM: Pat White, PARKS & RECREATION DIRECTOR SUBJECT: The Golf Course Superintendent, Tomm Johnson, and the Director of Parks and Recreation, Pat White, have requested to procure a qualified contractor to provide all materials, equipment, supplies and labor necessary to renovate ten (10) putting greens at Quail Creek Municipal Golf Course. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve the award of Bid No. 25-011 Renovation of Ten (10) Golf Course Putting Greens at Quail Creek Golf Course for a not-to-exceed amount of $185,750.00. BACKGROUND INFORMATION: A service bid was issued on November 8, 2024, posted to the City of Fairhope's website, and published in the Gulf Coast Media newspaper. Three (3) responsive bids were received at the bid opening on December 5, 2024 at 10:00 a.m. The Director of Parks and Recreation and the Golf Course Superintendent recommends the award be made to Sur-Line Turf, Inc. Their low bid price was One Hundred Eighty- Five Seven Hundred Fifty Dollars ($185,750.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001550- 50475 Golf Grounds - Capital Improvements $185,750.00 $185,750.00 $0.00 GRANT: N/A LEGAL IMPACT: N/A Page 224 of 365 FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: N/A Individual(s) responsible for follow up: N/A Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A Page 225 of 365 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 Renovation of Ten (10) Golf Course Putting Greens at Quail Creek Golf Course (Bid Number 25- 011) 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 25-011) Renovation of Ten (10) Golf Course Putting Greens at Quail Creek Golf Course [3] After evaluating the bid proposals with the required bid specifications, Sur-Line Turf, Inc. is now awarded the bid for Renovation of Ten (10) Golf Course Putting Greens at Quail Creek Golf Course for bid proposal not-to-exceed of $185,750.00. Adopted on this 13th day of January, 2025 _________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 226 of 365 Page 227 of 365 Page 228 of 365 Page 229 of 365 Page 230 of 365 Page 231 of 365 Page 232 of 365 Page 233 of 365 Page 234 of 365 Page 235 of 365 Page 236 of 365 Page 237 of 365 Page 238 of 365 Page 239 of 365 Page 240 of 365 Page 241 of 365 o" ;;..~ 0 ... --:) V "'Lr\HA.~i"'" CITY OF FAIRJIOPE PURCHASING DEPARTMENT PROJECT REQUEST FORM Requester : Tomm Johnson Department: Parks and Recreation Project Name: Golf Greens Renovation (Front Nine) Project Description: Renovation of Ten (10) Golf Greens to Install TifEagle Bermudagrass Project Category: X Bid Professional Service Other: Budget Amount: $250,000 Budget Code : --------------- Budgeted for Current FY : X Yes No BID INFORMATION Bid Duration : One Month Project Duration : _T_h_r_e_e_M_o_nt_h_s ________ _ Engineer of Record: Pre -Bid Meeting: X No Yes Mandatory X Non-Mandatory Scope of Work Provided By : Tomm Johnson Contract Extensions : No Yes Project Manager: Tomm Johnson Insurance Requirements : Minimum X Maximum Bonds : X Bid X Performance X Labor & Materials Related Bi ds/RF's FORCE ACCOUNT INFORMATION Fo rce Account Project : No Yes Estimated Amount: ------Budget Code : ___ _ Notes: ----------------------------------------- SIGNATURES Requester: Senior Accountant : _____________ _ City Treasurer: ______________ _ Mayor: 555 S Section Street/ Fairhope, Alabama 36532 251 .928.8003 (p) / www.FairhopeAl.gov COF-PUR -003 091321 1550/50475 Page 242 of 365 PRF - Golf Greens Renovation Final Audit Report 2024-10-29 Created:2024-10-24 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAA76mC9tlRRrF9x1gHcM6nUopNkNO9c7eE "PRF - Golf Greens Renovation" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2024-10-24 - 8:04:41 PM GMT Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature 2024-10-24 - 8:05:06 PM GMT Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2024-10-25 - 5:08:10 PM GMT Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) Signature Date: 2024-10-28 - 5:07:27 PM GMT - Time Source: server Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature 2024-10-28 - 5:07:28 PM GMT Email viewed by Kimberly Creech (kimberly.creech@fairhopeal.gov) 2024-10-28 - 11:29:16 PM GMT Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov) Signature Date: 2024-10-28 - 11:31:19 PM GMT - Time Source: server Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2024-10-28 - 11:31:21 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2024-10-29 - 1:57:50 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2024-10-29 - 1:58:56 PM GMT - Time Source: server Agreement completed. 2024-10-29 - 1:58:56 PM GMT Page 243 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1227 FROM: Bobby Hall, Golf Pro SUBJECT: Removal of pine trees located at 19693 Quail Creek Drive with the cooperation of the landowner. Said trees are contiguous to the City’s public golf course and its removal will facilitate improved municipal landscaping and reduce safety concerns related to the size of the trees. The Governing Body hereby determines that the project serves a valid and sufficient public purpose notwithstanding any incidental benefit that may accrue to the private landowner; and hereby authorizes the Mayor to execute all documents necessary to facilitate right of entry permits and execute a contract with Ickes Tree Service who had the lowest quote of $4,365.00. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: That the City Council adopts resolution that certain limited public funds may be used for the removal of pine trees located at 19693 Quail Creek Drive with the cooperation of the landowner. BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001550- 50360 Golf Grounds - General Maintenance $4,365.00 $4,365.00 $0.00 GRANT: LEGAL IMPACT: Page 244 of 365 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 245 of 365 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That certain limited public funds may be used for the removal of pine trees located at 19693 Quail Creek Drive with the cooperation of the landowner. Said trees are contiguous to the City’s public golf course and its removal will facilitate improved municipal landscaping and reduce safety concerns related to the size of the trees. The Governing Body hereby determines that the project serves a valid and sufficient public purpose notwithstanding any incidental benefit that may accrue to the private landowner. The Mayor is hereby authorized to execute all documents necessary to facilitate right of entry permits and execute a contract with Ickes Tree Service who had the lowest quote of $4,365.00. Adopted on this 13th day of January, 2025 ______________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 246 of 365 1 PARCEL: Lot 16, Unit One, Quail Creek Estates PROJECT: Quail Creek Golf Course 19693 Quail Creek Drive Pine Tree Removal Fairhope, AL 36532 TEMPORARY RIGHT-OF-ENTRY PERMIT AND CONSTRUCTION EASEMENT STATE OF ALABAMA} COUNTY OF BALDWIN} The undersigned hereby certifies and warrants that he is the title owner or the authorized agent of said owner of the property described herein, and the undersigned hereby authorized the City of Fairhope (City), its successors and assigns, including its contractors and subcontractors, the authority and permission to enter in and onto the premises located within the County of Baldwin, State of Alabama, more commonly identified as: COMMONLY DESCRIBED AS THE PROPERTY LOCATED AT (ADDRESS): LOT 16, UNIT ONE, QUAIL CREEK ESTATES, ACCORDING TO THE PLAT THEREOF RECORDED IN SLIDE NO 1201-A, IN THE OFFICE OF THE JUDGE OF PROBATE, BLADWIN COUNTY, ALABAMA. PROPERTY ADDRESS: 19693 QUAIL CREEK DRIVE, FAIRHOPE, AL 36532 AND DO THE FOLLOWING WORK ON THE ABOVE-DESCRIBED PROPERTY: INGRESS & EGRESS; EQUIPMENT, MATERIALS, WORKING AREA AS NECESSARY FOR THE REMOVAL OF THREE (3) PINE TREES IN THE BACK YARD OF RESIDENCE. 1) Tree removal is requested by the City of Fairhope, to benefit the growth of grasses at Hole #1 putting green. Allowing more sunlight to the grasses for photosynthesis to occur. 2) Will help establish a better root growth and lateral growth for grasses. 3) Will benefit play for patrons at the Quail Creek Golf Course. All at no direct expense to the said property owner. It is understood and agreed that all lands and/or improvements that are disturbed in the utilization of the rights hereby granted will be the sole responsibility of the property Owner to restore. I/We hereby indemnify and hold harmless the City, its agents, servants and employees from all claims and causes of action that may arise from injury to me or third parties or who are injured or suffer property damage that is in any way caused by the work described. This indemnity and hold harmless agreement is given to the City to protect the City and its agents, servants and employees from cost of defense and claims for injuries and damages that may be caused either directly or indirectly by the work described. All rights hereby granted are temporary in nature and will be abandoned by the City and will totally revert to Page 247 of 365 2 the owners upon completion and acceptance of the Project by the Owner or 30 days from the date hereof, whichever first occurs. For the considerations and purposes set forth herein, I hereby set my hand and seal this the ______ day of _________________, 2025. Witnessed By: ____________________________ X) ____________________________ (Signature) CHRYSTAL M. PINKNEY, OWNER 19693 Quail Creek Drive Fairhope, AL 36532 Phone: (251)-620-9816 or (251)-487-6684 Witnessed By: ____________________________ X)_____________________________ Sherry Sullivan, Mayor City of Fairhope 161 North Section Street Fairhope, AL 36532 Page 248 of 365 13520 State Hwy 104 Silverhill, AL 36576 www.ickestreeservice.com Office Fax 251 .945.5144 251.945.1393 Date: 12/30/2024 1 :58 PM City of Fairhope PO Drawer 429 Fairhope, AL 36533 Job Name: City of Fairhope 20241213 Work Site: South Section St Fairhope, AL 36533 # 1 Mobile: 251-278-9240 Bobby Hall Proposed By: Chare Parkin Customer Code: 953016 Item Pine Description Tree Removal with Crane (Owned) 3 pine trees located on edge of homeowners property on the SE side of the #1 green. Access for equipment wlll be off of Lakerldge Drive onto the cart path, then north towards the green. All equipment can be staged in the rough area behind the green as there is no underground drainage or irrigation in that area according to the client Client will obtain pennission from the homeowner to remove the trees prior to work being scheduled . Stumps will be ground 6 to 8 Inches below ground level. No surface roots will be ground. Every attempt will be made to minimize depressions caused by trunk removal, but due to the size of the trees being removed, some depressions from trunks will be unavoidable . We will not be responsible for repair of those depressions. Page 1 of3 Qty Cost 3 $4,365.00 Page 249 of 365 13520 State Hwy 104 Silverhill, Al 36576 # Item 2 Notes: Customer Signature www.ickestreesarvice.com Office Fax 251.945.5144 251.945.1393 Description Schedulng 2-4 We are currenUy runn ing a 2-4 week backlog of work before we will be able to start your job after we receive your signed contract. We do not schedule work more than 2 weeks ahead due to possible changes caused by weather, emergencies, or other issues. We will contact you 1 to 2 weeks before the scheduled date of your work to check for scheduling conflicts. If there is a conflict with your schedule, we will reschedule your work to the first open date in our schedule, We often perform the work while no one is home. If you require us to perform the work while you are present, you must provide us dates that you will be available when you return the signed contract If you do not let us know that you must be present prior to our schedullng the work, we reserve the right to charge a $75 rescheduling fee. Please remember that weather and emergencies may cause the work to be postponed and we will reschedule the work as soon as possible. Qty Cost 0 $0.00 Subtotal: $4,365.00 Date Page 2 of 3 Tax: $0.00 Total: $4,365.00 Page 250 of 365 Terms and C"ondUlons It is a,rttd by :,nd b~·ctn h k Trct <;m·1rt-, Inc :ind tht dm,t 1c hc111 :111d or rhrnt·s 3J:tCIII) that the follo-.. m,: pro,·is1011s arc m3dt as p:irt ol this contntct h1J•n11tt b)' C'o ■tracter. ld:cs Tice o;;cn ice, In, 1'J11:1111~ 1h3111 i, 111;.nrcd fo, hah,111)' 1c,ull11111f,01111111u1y hi ~•sout sl "' l>l\>J)tll~ oJ 1h31 all tniploycts 3cc c l\1"11-d by Workers· ('ornpt"!ls.,11011 u 1tcpi 1rcd by 13" l"nt,r,c 1,s ol'lns11r~ncc arc 3,•:11l1blc upnn request C-o■tract < oaplftle ■: lckc~ Tnr Sn,·i,c.Jnc :,pee. to do 1h best t<l meet Jny •~et'dupon pnf,'flll:1nce du •. but sh3II 110( be ha bit uo 11.1 • OI othn• 11ic foe dcl~ys bcnusr uf" ullm. l:lhut, or :1 11\ olht1 c:n1sc bc,·untl its «-.111,,1. ntlt c.h:1II thc chenl hr ocht\ ttl of u1111plt11011 for dcl3p S ■~-" Work111■■1Mp : lchs Tin 'ictvicr, Im· "311.inls th JI ,II ,rbot 1u1h111:1I Opt'131lon ," 111 folln " lhe lott'.i Hn1on ufthe ANSI 713.l.1 inckistry ufcty 54anib1d s nd th ANSI A.100. tend3rd P1,cllrts Th< diem .ipcc; ro nut enter the" llfk Mca ""ll :1rbor,cul11111I opeuu111u uni :1u1 hor 11ed by tht Cft'1\ ludcr Oil-Slit TR't' Ow ■rnhlp: The chrnl \\nrranis 1ha1 all ll<h li>JtJ o,c lonlrJ '"' 1hr d1mf , PIOP<'''Y• and, af nut, tltot 1hr d,cnt h t 1ncocd full pcmm,s1on from tbr o"' ntt tu ,llou lckts Tree Sm·icc, 111, 10 pc, forn1 the SJl('CJ loed.,. 01 k ~hoold :111y tu• bc n11s1akenly 1dmt1ficd os 1u...,. ne1sl11p .uid Of v1ol:1t1on of:my 1110,·nn111c111 e>r du~11 cc or law, the chem 31J CCS to mdrmni~· ,nd huld lw111 k ss Jct•~ 1 rte Srn,rc , Inc for :in,· <bm:s1cs oc c·os1s ,ncunrd from dtr rrsa lt rhcicnl J ■dt111nlftrldl .. , Th e chcnr ,,,.., to •• 11 11j,· and hold h:11mlns Ickes I ore '-•"·icr. Inc ~•d ,ts cm 1 I" for 1hc use-ol pcsl1r1dcs nnd or chrm1ols in ats Job pcrfonn:uiet' !iilu•p Grtlldtng: Unlc:i~ sprufird u, 1hr pwpus:il. siump 111u1d111111s 1101 mdudrd 1111h.-1~1ct qu,,trd -;u,1 •• and ~uhsu1f:tec rnot~ beyond 1hr Jttlmp ~•• RO( ~ound tmku spe1:1r1cd 1111h1s pt<'po Jal C'l•a•np: t'kan•up sh:ill u1dudc remo, mp; -..·ood, bn,sh. and, hppanj\i, 3nd ul:u,, uf al c11111c u allcnNI ~ di• -41<ufied "ork. unku noted oOltl,nse on Ib is pto I L ■w ■ R.,■lr: hkrs Tire Sct,·rcr, Inc "'111 ttrmpr h• in111u11ur .ill d1SIU1banc • o lh• d1 cn1·s 13-..n. ho\\ n <r, la• n ,,, 1 11s :ue 11111 m,loded m the C<lC\11:art prart, unkss n ot ed oth n•,isc on this piopos:.I C"o■H■INI C"o■tl ■aracirs : Any idd111oa131 •;o,1: 01 tq1t1pmc111 r<'quutd 10 complct<' the" ork, c~nsed h~ the chent', b,lurt' tn m1l:c kna•.-11 or c:nucd by pt~·,ously onknu-..n furr,p;n 11101n1.:1l m thr llunl.:. the b1~nll1r,;., 11111lrrt""'",l· '" :m~ ,~hn cuod111ui1 not app,ucnl ut cstunetmr; lh<'-.. 01k ,~c•f~d. rlull bt pJ1d for hy tht' cl1t11t on a tullt :ind m .1ttt13I b3ns lcke> Trtt S tr'\·i,·c, Inc i.; not rt'f'Olli1blt for dJm3frs to 311)' and all hrddtn ohs1tl.lc.t1utt1 t ..uch s,~bul uuc l11u1tcd cu,. undftg_hJ11t1d :i.prmlclns. d,:u11 INlc-i.. 1n,·1,,,hk fnu r:. oc unrJc:,110.inJ ,■bits unlc-ss the-,-w , ~•• :idrquotrly ~nd :>entr:it r ly mopprd by rt~ clar111 and• <O\IY,. p,rsmtcd bcfoc r u, :11 rlac IUlle the "I ad· Ii p•rflllm<'J Co■tnn Pl'rtod 1t ·a•rell ■Uon Fn: Tim ro111n1t \h:ill be III folfe foe 90 day. fH~n the d:it e 11f ncrntion It 1he chmt ,,ncds "'1thm. or dtl:iys beyond. !>O J ol the nrcuhon dale , 1 c conunct, the c laciit $lull p:iy ~-••• ut the, nnrr,n Jll ,cc ~nd uncel1~11on sllnll 0111,· be ac~cp(t'd 111 \\t1llnJ! .ind shall bt' sent to Ickes Tre e '>tf\'ICt', Int by cithn m311 t)I ttn,il S.,llrd■U : The clitttt ts not r cqu ar<'d to be , 11 du1 u11 ti~ c,)nhactrd -..·01 k. h.,,u,·c,. af the cllttll ,..ts.It ltl be pi escn1 tairm,![ tlll: c011b 3ctcd -.. ork. thn. mu5t J)I0\'1dc dates th th~· 11 ill l•<' :inllablc rltm11111 norm:il bu,;u1c•s dl}I Hthr ,.o,l n11u1 be icsdmJot!C"d chit' ro rh , hcnt. 11e icm,·e thC' ri"1r ta d1:11gc a rrsd1tih1hn.[! fer nf$?5 pc, ocrnrrrn« ~nd the chcnl -.. 111 In tli,11 pcm u,,., "' lhc scl1rd11lu111 u>t:tlanu T-• .CP•~·•ttit: Ps~mn111s due upua u)mplct1or1 .,fthc ,,.,,k F:11lu1r to 1c1111t full p1~111t111., nhm JO d;iy. <•I the complcllon of the.., 01k,. 111 rc'llllt in a fin:incc ch,r.[!c or 1•. ptr mu111h The r hmt aptts to bl" 1nponsiblc I"' 3'1Y nd all «><I< n t collrcllon of ~,d amoomrs du r under this coolr3ct mclud111!(, but no hmKed to, :anorn~· lees :ind cou1l co54s R.,■,ned C'llluk Ftti Th«c" 111 hr:, $.I:, Oil fer ,h:1r1tt'd for all chcch 1ctumcd to ou, office fr• 11l\n •s111l1nr111 timds s..·rr■IIIUIJ: JC.my porh01111ftl11s cu,111.in sh,11 be held lo be m,·1hd or uncnforc c~ble tor :111y 1e1,011.tl1C 1rm:11111111t prons1om shall cootmue to br \'ahd :and c11lorcublc. Jf :i rourt finds th>t All~' pr u,•rsion ol lh15 ro111roe1 ,s t11\'3hd ot un ,nfoc<ubl,,bur 1h01 by hm1t111,!I such pconsoon 11 "'0llld brcomc va lid and enforcc:ihlc. then suc h prn,·1s101is 51,.11 b• dccmrd ttt hr.,"''""• Nutrncd,a11d tt,fo..-ed :is so hm,ted 1'-IC'll!U <.1•••ir: Tlus cooll3<1 conslt!Ut t s th t C"ntur a~ccmnn by and brn• ccn rhc p;lll1r• hn·cto and •lf~>e1scdcs au~ and .ill prior ll<',!loll>IIDfll a11d or onl or "'Tlltcn •ir«nimts, if any, by :ind be1w,r11 thr pJrties A~ta■n orPropoHI: TI1c cltrnc ■Ille" 1h:11 the abo,·e ~'"•~d Cl)l ll t3tt tcmii ~11d c,'<1d1 11 ocu ate uusfactoc~· aud hc,dl~ :iucptctl aud utho,on Ickes Tll't Srn:icr, Inc 10 pctronn thr \\Olk ns I , 11ied 011111 rn11uoc1 puuuant to lht' c1111t1:icrttttns and c,;,11d1 t1uns narc lei.cs fre e StlYIC(', Inc 1-'age 3 or 3 Page 251 of 365 # ESTIMATE RON .. TrN Semo. 9229 Fairhope Avenue Fairhope, AL 365S2 Btlto Rosestre8SQ!Vlce@yahoo.com (251 )455-5907 www.roaestreesarvlce.com Bobby Hall Quall Creek Golf Course Quail Creek Golf Course Fairhope, AL 36632 Estimate detal8 Estimate no.: 6309 Estimate date: 12/16/2024 Date Product or service Description 1. NOTE Phone(251)278-9240 2. Tree 8ervloe 3 Removals 3. Conditions -dry 2-3 days dry/No irrigation 4. 1\-eeService Behind #1 Green : Remove 3 Pine Trees Diameters of 30', 28 ', and 24 ' 5. Tree Service G ri nd Stumps of 3 Removed Pine Trees Total Aceepted date Accepted by Stir., to Bobby Hall Quail Creek Golf Course Quail Creek Golf Course Fairhope, AL 36532 Qty Rate Amount $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $4,000.00 $4,000.00 $500.00 $500 .00 $4,500.00 Page 252 of 365 ULTIMATE TREE SERVICES, INC. We Go Out On A Umb for Our Cvstomers 15297 (.ounty Road 9 Summerdale, AL 36580 Phone 251-979-1216 ultlmatetreesvc@gmail .com 10: QUAIL CREEK GOLF COURSE 19841 QUAIL CREEK DR . FAIRHOPE, AL 36532 251-278-9240 BOBBY.HALL@FAIRHOPEALGOV DESCRIPTION TREE REMOVAL WITH STUMP GRINDING DISCOUNT FOR: P.O.# lHANIC YOU FOR YOUR BUSINESS! ESTIMATE DATE: 12/13/2024 RATE AMOUNT 3 $5550 1 $750 $4800 Page 253 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1226 FROM: George Ladd , PUBLIC WORKS DIRECTOR Pat White, PARKS & RECREATION DIRECTOR SUBJECT: Change Order for the New Bathroom Building at Founders Park with a cost of $3,600.00 due to the elevations of the site, which resulted in a change to the building layout on the concrete footprint; and to award Change Order to Seale Marine Construction. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: That the City Council adopts resolution to authorize Mayor Sherry Sullivan to execute a Change Order for the New Bathroom Building at Founders Park with a cost of $3,600.00 due to the elevations of the site, which resulted in a change to the building layout on the concrete footprint; and to award Change Order to Seale Marine Construction. BACKGROUND INFORMATION: The Director of Parks and Recreation, Pat White, and the Public Works Director, George Ladd, is requesting approval for a Change Order in the amount of $3,600.00 for the new bathroom building at Founders Park. This change order is necessary due to the elevations of the site, which resulted in a change to the building layout on the concrete footprint. Previous Council Action: Council adopted Resolution No. 5032-24 on April 8, 2024, awarding Seale Marine Construction Founder's project for a not-to-exceed amount of $25,600.00. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001250- 50475 Recreation - Capital Improvements $0.00 $3,600.00 ($3,600.00) GRANT: Page 254 of 365 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 255 of 365 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a Change Order for the New Bathroom Building at Founders Park with a cost of $3,600.00 due to the elevations of the site, which resulted in a change to the building layout on the concrete footprint; and to award Change Order to Seale Marine Construction. ADOPTED ON THIS 13TH DAY OF JANUARY, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 256 of 365 Sheriy Sullivan Mqyor Council A1embers Kevin G. Boone Jack Burrell, ACMO Jimmy Conyers Corey Manin Jay Robinson Lisa A. Hanks, MMC City Clerk Kimberl y Creech Cil)' Treasurer 161 North Section Street P.O. Drawer 429 Fairhope. Alabama 36533 251-928-2136 251-928-6776 Fax www.fairhopeal.gov Prt7ttd vn rc.-ydcd paper MEMO To : Mayor Sherry Sullivan City Council Members From : Rhonda Cunningham Purchasing Agent Date: January 8, 2025 Re: New Bathroom Building at Founders Park The Director of Parks and Recreation , Pat White , and the Public Works Director, George Ladd, is requesting approval for a Change Order in the amount of $3 ,600.00 for the new bathroom building at Founders Park. This change order is necessary due to the elevations of the site , which resulted in a change to the building layout on the concrete footprint. Thank you Page 257 of 365 Page 258 of 365 Page 259 of 365 Page 260 of 365 Page 261 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1210 FROM: Richard Johnson, CITY ENGINEER George Ladd , PUBLIC WORKS DIRECTOR Paige Crawford, DIRECTOR OF COMMUNITY AFFAIRS SUBJECT: City Engineer, Richard Johnson, and Director of Community Affairs, Paige Crawford, are requesting the hiring of Professional Architectural Firm for the plan and design of the Welcome Center Envelope project. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve the selection by the Mayor for Professional Architectural Services for the Welcome Center Envelope Project, and authorize the Mayor to negotiate the not-to- exceed cost to be approved by City Council. BACKGROUND INFORMATION: The City Engineer and the Director of Community Affairs is seeking to remodel and rebuild the facade of the Welcome Center Envelope. The chosen architect will provide planning and design work for the remodel. Mayor Sullivan has selected Goodwyn Mills and Cawood to provide the professional architectural services. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001270- 50475 Museum/Welcome Center Capital Improvements $ $ $ GRANT: N/A Page 262 of 365 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 263 of 365 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City Council approves the selection by Mayor Sherry Sullivan for Professional Architectural Services for (RFQ PS25-015) for the design of the Welcome Center Envelope project to Goodwyn Mills and Cawood, Inc.; and hereby authorizes Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 13TH DAY OF JANUARY, 2025 _________________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 264 of 365 Sherry Sullivan Mayor Council Members: Kevin G. Boone Jack Burrell, ACMO Jimmy Conyers Corey Martin Jay Robinson Lisa A. Hanks, MMC City Clerk Kimberly Creech Treasurer 61 North Section St. PO Box 429 Fairhope, AL 36533 251-928-2136 (p) MEMO To: Lisa Hanks, City Clerk Kim Creech, Treasurer From: ______________________________ Erin Wolfe, Purchasing Manager Date: December 31, 2024 Re: RFQ PS25-015 Professional Architectural Design Services for the Welcome Center Envelope Project The City Engineer, Richard Johnson, is requesting the hiring of a professional Architectural firm for the design of the Welcome Center Envelope Project. Per our Procedure for Procuring Professional Services, Richard Johnson and I are providing firms for the Mayor to select from for the work. The proposed scope of work shall include: • Design and plan for the Welcome Center Envelope Project Please move this procurement of professional services forward to the Mayor for the selection of a professional service provider. The short list is: _____________ ___________ Goodwyn, Mills and Cawood, Inc. _____________ ___________ None. Submit another list Cc: file, Richard Johnson, Paige Crawford, Mayor Sherry Sullivan Jan 2, 2025 Page 265 of 365 Memo to choose - Architect - Welcome Center Envelope Project Final Audit Report 2025-01-02 Created:2024-12-31 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAAsS2dlpc83f6L5w_2Jxq0CX3yEWzM2pAh "Memo to choose - Architect - Welcome Center Envelope Projec t" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2024-12-31 - 5:36:04 PM GMT Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2024-12-31 - 5:36:32 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2024-12-31 - 7:45:24 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2025-01-02 - 3:43:48 PM GMT - Time Source: server Agreement completed. 2025-01-02 - 3:43:48 PM GMT Page 266 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1203 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is requesting the hiring for Professional Engineering Services for the Water Main Installation on Dairy Road. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve the selection by the Mayor for Engineering Services for the Water Main Installation on Dairy Road, and authorize the Mayor to negotiate the not-to-exceed cost to be approved by City Council. BACKGROUND INFORMATION: 5,300' of 12" Ductile Iron Pipe Water Main needs to be installed on the North Side of Dairy Road, between US 98 and Section Street. The chosen engineer will provide bid specifications and oversee the project that will include the following: 1. Preliminary Services 2: Engineering Design Services 3. Bid Period Services 4. Construction Review Services Mayor Sullivan has selected Krebs Engineering for this project. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004010- 59500 Water - Utility System Improvements $ $ $ GRANT: N/A LEGAL IMPACT: Page 267 of 365 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 268 of 365 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City Council approves the selection by Mayor Sherry Sullivan for Professional Engineering Services for (RFQ PS25-013) for the Water Main Installation on Dairy Road to Krebs Engineering; and hereby authorize Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 13TH DAY OF JANUARY, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 269 of 365 Sherry Sullivan Mayor Council Members: Kevin G. Boone Jack Burrell, ACMO Jimmy Conyers Corey Martin Jay Robinson Lisa A. Hanks, MMC City Clerk Kimberly Creech Treasurer 61 North Section St. PO Box 429 Fairhope, AL 36533 251-928-2136 (p) MEMO To: Lisa Hanks, City Clerk Kim Creech, Treasurer From: ______________________________ Erin Wolfe, Purchasing Manager Date: December 18, 2024 Re: RFQ PS25-013 Professional Engineering Services for the Water Main Installation on Dairy Road The Superintendent of Water/Wastewater, Daryl Morefield, is requesting the hiring of a professional engineering firm for 5,300’ of 12” Ductile Iron Pipe Water Main on the North side of Dairy Road, between US98 and Section Street. Per our Procedure for Procuring Professional Services, Daryl Morefield and I are providing firms for the Mayor to select from for the work. The proposed scope of work for the installation of a Water Main on Dairy Road shall include: Task 1: Preliminary Services Task 2: Engineering Design Services Task 3: Bid Period Services Task 4: Construction Review Services Please move this procurement of professional services forward to the Mayor for the selection of a professional service provider. The short list is: _____________ ___________ Krebs Engineering _____________ ___________ None. Submit another list Cc: file, Daryl Morefield, Mayor Sherry Sullivan Dec 18, 2024 Page 270 of 365 Memo to choose - Prof Engineer for Water Main on Dairy Rd - Revised Final Audit Report 2024-12-18 Created:2024-12-18 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAAZPxlJwfqPWFrIpbN7x-HdzNhoxpUUOHn "Memo to choose - Prof Engineer for Water Main on Dairy Rd - Revised" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2024-12-18 - 8:18:26 PM GMT Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2024-12-18 - 8:18:54 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2024-12-18 - 9:14:35 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2024-12-18 - 9:15:12 PM GMT - Time Source: server Agreement completed. 2024-12-18 - 9:15:12 PM GMT Page 271 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1206 FROM: Richard Johnson, CITY ENGINEER Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water and Wastewater Department, Daryl Morefield, and City Engineer, Richard Johnson, have requested Change Order No. 4 for the Contract with A-Long Boring, Inc. for Bid No. 036-22 Pump Station and Force Main Maintenance - Phase II. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve Change Order No. 4 and authorize the Mayor to execute the Change Order No. 4 for $226,524.00. The new contract total will be $5,351,549.00 BACKGROUND INFORMATION: The contract award for Bid No. 036-22 Pump Station and Force Main Maintenance - Phase II to A-Long Boring, Inc. was approved on September 26, 2022 for $4,688,680.00. Change Order No. 1 was approved on May 13, 2024 for $176,000.00. Change Order No. 2 was approved on May 28, 2024 for $18,630.00. Change Order No. 3 was approved on September 9, 2024 for $241,715.00. Change Order No. 4 is the correction of unit quantities for Bid Line No. 9 (645C500) - Ductile Iron Fittings. There was a significant "bust" in the listed (projected) quantity. 6,650 lbs was listed and bid upon when the actual quantity was 16,960 lbs. At a unit cost of $40.00/lb, this represents a significant cost differential of $412,400.00. However, in other quantities there were underruns and resultant cost savings. To close out the project, make semifinal payment and release the retainage, an additional $226,524.00 must be appropriated to the contract. The Change Order No. 4 cost is Two Hundred Twenty-Six Thousand Five Hundred Twenty-Four Dollars ($226,524.00). This change order will bring the total contract cost to Five Million Three Hundred Fifty-One Thousand Five Hundred Forty-Nine Dollars ($5,351,549.00). Previous Actions: Resolution #4566-22, September 26, 2022 - Award Bid No. 036-22 Pump Station and Force Maintenance - Phase II in account not-to-exceed $4,688,680.00. Resolution #5063-24, May 13, 2024 - Approve change order 1 for Bid No. 036-22 in the Page 272 of 365 amount of $176,000.00. Resolution #5075-24, May 28, 2024 - Approve change order 2 for Bid No. 036-22 in the amount of $18,630.00. Resolution #5180-24 September 9, 2024 - Approve change order 3 for Bid No. 036-22 in the amount of $241,715.00. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004020- 59500 WW Sys Imprv - Lift Stations $226,524.00 $226,524.00 $0.00 Total cost of Phase II including Change Order No. 4 of $226,524.00 is now $5,351,549.00. 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 273 of 365 RESOLUTION NO. _____ 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. 4 for (Bid No. 036-22) Pump Station and Force Main Maintenance - Phase II with a cost of $226,524.00; and to award Change Order No. 4 to A-Long Boring, Inc. The new contract total will be $5,351,549.00. ADOPTED ON THIS 13TH DAY OF JANUARY, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 274 of 365 CHANGE CITY OF FAIRHOPE ORDER REQUEST OWNER: CITY OF FAIRHOPE ARCHITECT/ENGINEER: Matthew C. Rogers, PE – Thompson Engineering CONTRACTOR: A-Long Boring, Inc. PROJECT: Project Force Main Maintenance – Phase II – Bid Number 036-22 CHANGE ORDER REQUEST NO. #4 (No. Four) DATE: December 16, 2024 1. DESCRIPTION OF CHANGE: In the original Unit Quantities of the Bid Line No. 9 (645C500) – Ductile Iron Fittings, there was a significant “Bust” in the listed (projected) quantity. 6650 lbs. was listed and bid upon when the actual quantity was 16,960 lbs. At a unit price of $40.00/Lbs. this represents a significant cost differential of $412,400.00. However, in other quantities there were underruns and resultant cost savings. To close out the project, make semifinal payment and release the retainage, an additional $226,524.00 must be appropriated to the contract. 2. CHANGE ORDER COSTS: $226,524.00 Proposal Attached See Quantities Below Cost Estimated/Proposal Required Item Quantity Material Unit Price Labor (Hours) Labor Unit Price Sub-Total Cost a. No. 9 (645C500) – Ductile Iron Fittings 5663.1 $40.00 Inc Inc $226,524.00 b. TOTAL: $226,524.00 3. INSTITUTED BY: Richard D. Johnson, PE (City Engineer), Daryl Morefield (Water/Sewer Superintendent), Matthew C. Rogers, PE (Project Engineer) and Contractor: A-Long Boring, Inc. 4. JUSTIFICATION OF NEED: This is just a missed quantities correction. The plans showed all required fittings for this massive sewer force main project. The Utility Contractor installed all fittings per the plans and with the specified materials. The actual quantities have been field-verified by Thompson Engineers Project Managers and Construction Inspectors. The City is required to pay for the actual quantities received in the work product. . 5. JUSTIFICATION OF CHANGE ORDER VERSUS COMPETITIVE BIDDING: This C.O. represents a overall contract change of 4.42% - the fittings in question were competitively bid as required by State Bid Law. *If more than 3 items, provide attachments. Page 275 of 365 6. COSTS REVIEW: C.O. in the amount of $226,524.00 represents an increase change in contract of 4.42% - and payment for goods and services is required. The original contract, as amended, was $5,125,025.00, and the new (and final) contract amount shall be $5,351,549.00. 7. THIS CHANGE ORDER IS SUBMITTED FOR REVIEW AND APPROVAL AND IS CLASSIFIED AS THE FOLLOWING TYPE: Minor change of a total monetary value less than required for competitive bidding. Changes for matters relatively minor and incidental to the original contract necessitated by unforeseeable circumstances arising during the course of work. Emergencies arising during the course of work. Change or alternates provided for in the original bidding where there is no difference in price of the Change Order from the original best bid on the Alternate. Change of relatively minor terms not contemplated when the plans and specifications were prepared and the Project was bid and which are in the public interest and do not exceed 10% of the Contract Price. 8. EXTENSION OF TIME REQUESTED: No time requested or warranted by this Change Order. RECOMMENDED: APPROVED: BY: BY: N/A Fairhope’s Consulting Engineer Contractor Matthew C. Rogers, PE BY: BY: N/A Utility Representative OWNER’s Legal Advisor Daryl Morefield, Superintendent BY: OWNER’s Authorized Representative X X Page 276 of 365 Page 277 of 365 Page 278 of 365 Page 279 of 365 Page 280 of 365 Page 281 of 365 Page 282 of 365 Page 283 of 365 Page 284 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1211 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: January 13, 2025 RECOMMENDED ACTION: To approve the negotiated fee schedule for RFQ PS25-004 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 the Mayor to execute a contract for the not-to-exceed amount of $330,000.00. BACKGROUND INFORMATION: The City Council approved the Evaluation Team's selection of CDG, Inc. for RFQ PS25- 004 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 approved the Mayor to negotiate the contract fee schedule. The negotiated engineering services fees for this project are as follows: 1. Preliminary Design Engineering 2. Final Design Engineering 3. Bidding Services 4. Construction Phase Services 5. Project Closeout. The Mayor and Superintendent of Water/Wastewater would like to establish a not-to- exceed amount for Professional Engineering Services of Three Hundred Thirty Thousand Dollars ($330,000.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004020- 59501 Wastewater - Utility System $330,000.00 $330,000.00 $0.00 Page 285 of 365 Improvements (Lines 30 and 40) Engineering services represent less than ten percent of overall project costs. 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 286 of 365 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That Mayor Sherry Sullivan is hereby authorized to execute a contract with CDG, Inc. 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 with a not-to-exceed contract amount of $330,000.00. DULY ADOPTED THIS 13TH DAY OF JANUARY, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 287 of 365 January 2, 2025 Mr. Daryl Morefield Water/Wastewater Superintendent FAIRHOPE PUBLIC UTILITIES 555 South Section Street Fairhope, Alabama 36532 RE: PROPOSAL FOR ENGINEERING SERVICES INSTALLATION OF A NEW LIFT STATION ON SCENIC HIGHWAY 98 AND LIFT STATION UPGRADE AT THE GRAND HOTEL CDG PROJECT NUMBER R093724003 Dear Mr. Morefield: CDG, Inc. (CDG) appreciates the opportunity to submit this proposal to assist the City of Fairhope (City) and the Fairhope Public Utilities with professional engineering services associated with the evaluation, design, bidding process and construction engineering and inspection for the proposed Scenic Highway 98 regional lift station and rehabilitation of the Grand Hotel lift station. CDG will provide the scope of work as follows: I. Preliminary Design Engineering a. Site investigation and evaluation of Grand Hotel wet wells b. Lift Station (LS) site location confirmation with Public Utilities c. Survey coordination and data acquisition d. Geotechnical investigation and analysis of proposed Regional LS e. Coordination with Public Utility Staff on current system flow demands f. SCADA and pump data review g. Hydraulic evaluation of existing stations contributing to new Regional LS h. Review and discuss alternatives for LS layout/pumping i. Preliminary Opinion of Probable Cost (OPC) j. 30% Design Review Meeting with Public Utilities II. Final Design Engineering a. Complete hydraulic analyses of pumps and force main b. Prepare schematic plans for selected alternatives c. Submit design report summarizing findings and design considerations d. Present analyses and schematic plan to Public Utilities for approval e. Coordinate with local utility providers f. Engage and manage sub-consultants (i.e. electrical, SCADA integration) g. Develop construction plans and specifications for Public Utilities approval Page 288 of 365 Mr. Daryl Morefield January 2, 2025 Page 2 h. Design Review Meetings with Public Utilities (i.e. 60, 90 and 100%) i. Internal constructability review j. 90% Opinion of Probable Cost III. Bidding Services a. 100% Opinion of Probable Cost b. Aid in pre-qualifying bidders c. Assist in preparing and submitting advertisement for bids (Cost of legal advertisement by City) d. Respond to questions from bidders e. Issue clarifications/addenda f. Conduct pre-bid meeting with contractors g. Assist in bid opening h. Review bids and prepare bid tabulation for the City i. Recommendation to award j. Coordination with awarded contractor on bonds and insurance k. Prepare contract manuals between contractor and City IV. Construction Phase Services a. Coordinate and conduct pre-construction conference b. Review and approve submittals c. Review and monitor contractor’s construction schedule d. Liaison between contractor and Public Utilities e. Conduct periodic and milestone construction inspections f. Monthly construction update meetings g. Construction administration to include reviews and approvals of pay requests and change orders, along with design clarifications h. Final inspection, punch list and completion verification V. Closeout a. Submit operation and maintenance manuals for equipment b. Contractor final documents administration (i.e. release of lien, consent of surety, etc.) c. Prepare record drawings for Public Utilities approval VI. Exclusions to Scope of Work a. Easement surveys and/or acquisition assistance b. Environmental services for permitting c. Provisions for multiple construction contracts d. Construction materials testing e. Full-time resident observation during construction Page 289 of 365 Mr. Daryl Morefield January 2, 2025 Page 3 COMPENSATION CDG has developed proposed fees based upon the scope presented herein to include the necessary resources to complete the project and meet the expectations of the City. The proposed fee for the project is a lump sum of $330,000. Again, CDG appreciates this opportunity to work with the City of Fairhope on this very critical project. If there are any questions, please contact us. Thank you. Sincerely, CDG, INC. Jeffrey A. Harrison, P.E. Alex Leslie, P.E. Public Market Director Project Manager Page 290 of 365 & Upgrade Grand Hotel Lift Station + $750,000.00 , 004020-59501-40 & Upgrade Grand Hotel Lift Station Page 291 of 365 PRF - Eng - New Scenic 98 Lift Station and Upgrade Grand LS Final Audit Report 2024-10-03 Created:2024-10-02 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAAfZWosgUSttHUY9boaswT5bROVCthfQ1P "PRF - Eng - New Scenic 98 Lift Station and Upgrade Grand LS" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2024-10-02 - 2:08:17 PM GMT Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature 2024-10-02 - 2:08:44 PM GMT Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2024-10-03 - 1:22:37 PM GMT Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) Signature Date: 2024-10-03 - 1:23:46 PM GMT - Time Source: server Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature 2024-10-03 - 1:23:47 PM GMT Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov) Signature Date: 2024-10-03 - 1:42:34 PM GMT - Time Source: server Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2024-10-03 - 1:42:35 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2024-10-03 - 4:37:19 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2024-10-03 - 4:38:54 PM GMT - Time Source: server Agreement completed. 2024-10-03 - 4:38:54 PM GMT Page 292 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1212 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is requesting the procurement of a qualified contractor to provide labor and materials to replace the well pump at Well #10. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve the award of this request for quotes for labor and materials to replace the well pump at Well #10 for a not-to-exceed project cost of $60,406.86. BACKGROUND INFORMATION: The Superintendent of Water/Wastewater is requesting to procure a qualified contractor to provide labor and materials to replace the well pump at Well #10. 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. Three quotes were received. The lowest quote was from Morrow Water Technologies, Inc. The Superintendent of Water/Wastewater requests approval to award the Request for Quote to Morrow Water Technologies, Inc. for the project cost not-to-exceed Sixty Thousand Four Hundred Six Dollars and Eighty-Six Cents ($60,406.86). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004010- 59501-30 Water - Utility System Improvements $60,406.86 $60,406.86 $0.00 GRANT: N/A LEGAL IMPACT: Page 293 of 365 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 294 of 365 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 Well Pump Replacement for Well #10 to Morrow Water Technologies, Inc. for a project cost not-to-exceed $60,406.86. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out. DULY ADOPTED ON THIS 13TH DAY OF JANUARY, 2025 _______________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 295 of 365 Page 296 of 365 Griner Drilling Service Inc.66,680.56 Donald Smith Company, Inc $66,150.00 Page 297 of 365 Page 298 of 365 Page 299 of 365 Page 300 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1213 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is requesting the procurement of a qualified contractor to provide labor and materials to replace two (2) high service pumps at Water Treatment Plant No. 2. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve the award of this request for quotes for labor and materials to replace two (2) high service pumps at Water Treatment Plant No. 2 for a not-to-exceed project cost of $39,981.14. BACKGROUND INFORMATION: The Superintendent of Water/Wastewater is requesting to procure a qualified contractor to provide labor and materials tto replace two (2) high service pumps at Water Treatment Plant No. 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. Three quotes were received. The lowest quote was from Morrow Water Technologies, Inc. The Superintendent of Water/Wastewater requests approval to award the Request for Quote to Morrow Water Technologies, Inc. for the project cost not-to-exceed Thirty-Nine Thousand Nine Hundred Eighty-One Dollars and Fourteen Cents ($39,981.14). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004010- 59501-30 Water - Utility System Improvements $39,981.14 $39,981.14 $0.00 GRANT: N/A Page 301 of 365 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 302 of 365 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 replacement of two (2) high service pumps at Water Treatment Plant No. 2 to Morrow Water Technologies, Inc. for a project cost not-to-exceed $39,981.14. This Public Works project will be less than $100,000.00; and therefore, does not need to be formally bid out. DULY ADOPTED ON THIS 13TH DAY OF JANUARY, 2025 _______________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 303 of 365 Page 304 of 365 Griner Drilling Service, Inc.40,491.20 Donald Smith Company, Inc 44,000.00 Page 305 of 365 Page 306 of 365 Page 307 of 365 Page 308 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1214 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is requesting the procurement of a qualified contractor to provide labor and materials to replace the High Service Pump at Well #4. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve the award of this request for quotes for labor and materials to replace the high service pump at Well #4 for a not-to-exceed project cost of $17,908.60. BACKGROUND INFORMATION: The Superintendent of Water/Wastewater is requesting to procure a qualified contractor to provide labor and materials to replace the high service pump at Well #4. 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. Three quotes were received. The lowest quote was from Griner Drilling Service, Inc. The Superintendent of Water/Wastewater requests approval to award the Request for Quote to Griner Drilling Service, Inc. for the project cost not-to-exceed Seventeen Thousand Nine Hundred Eight Dollars and Sixty Cents ($17,908.60). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004010- 59501-30 Water - Utility System Improvements $17,908.60 $17,908.60 $0.00 GRANT: N/A LEGAL IMPACT: Page 309 of 365 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 310 of 365 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 High Service Pump Replacement for Well #4 to Griner Drilling Service, Inc. for a project cost not-to-exceed $17,908.60. This Public Works project will be less than $100,000.00, and therefore, does not need to be formally bid out. DULY ADOPTED ON THIS 13TH DAY OF JANUARY, 2025 _______________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 311 of 365 Page 312 of 365 Morrow Water Technologies, Inc 18,842.00Donald Smith Company, Inc.18,400.00 Page 313 of 365 Page 314 of 365 Page 315 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1215 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is requesting the procurement of a qualified contractor to provide labor and materials to replace the well and pump at Well #6. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve the award of this request for quotes for labor and materials to replace the well and pump at Well #6 for a not-to-exceed project cost of $83,079.84. BACKGROUND INFORMATION: The Superintendent of Water/Wastewater is requesting to procure a qualified contractor to provide labor and materials to replace the well and pump at Well #6. 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. Three quotes were received. The lowest quote was from Griner Drilling Service, Inc. The Superintendent of Water/Wastewater requests approval to award the Request for Quote to Griner Drilling Service, Inc. for the project cost not-to-exceed Eighty-Three Thousand Seventy-Nine Dollars and Eighty-Four Cents ($83,079.84). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004010- 59501-30 Water - Utility System Improvements $83,079.84 $83,079.84 $0.00 GRANT: N/A LEGAL IMPACT: Page 316 of 365 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 317 of 365 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 Well and Pump Replacement at Well #6 to Griner Drilling Service, Inc. for a project cost not-to-exceed $83,079.84. This Public Works project will be less than $100,000.00, and therefore, does not need to be formally bid out. DULY ADOPTED ON THIS 13TH DAY OF JANUARY, 2025 _______________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 318 of 365 Page 319 of 365 Morrow Water Technologies, Inc.83,776.86 Donald Smith Company, Inc.99,470.00 Page 320 of 365 Page 321 of 365 Page 322 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1217 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water and Wastewater Department, Daryl Morefield, has requested Change Order No. 3 for the Contract with Ballcon, Inc. for Bid No. 005-22 RESTORE Lift Station Rehabilitation. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve Change Order No. 3 to add 267 days to the contract for Bid No. 005-22 RESTORE Lift Station Rehabilitation at no additional cost for Ballcon, Inc. BACKGROUND INFORMATION: The contract award for 005-22 RESTORE Lift Station Rehabilitation to Ballcon, Inc. was approved on September 26, 2022 for $5,841,155.00. The Change Order No. 3 is to add 267 days to the construction time for this project at no additional cost. The additional days is a "pause" in the construction time to allow supporting force main projects to catch up to this project. The original calendar days for the contract was 412 days. This Change Order No. 3 will add 267 days for a total of 679 days. There is no cost change for this contract. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 110-57450 Sewer Upgrade $ $ $ GRANT: RESTORE Act Grant #S1P25-FSU1 LEGAL IMPACT: N/A Page 323 of 365 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 365 RESOLUTION NO. _____ WHEREAS, the City of Fairhope the City of Fairhope awarded the contract for Fairhope Sewer Upgrade Phase I - Lift Station Rehabilitation Project (Bid No. 005-22) to Ballcon, Inc. via Resolution No. 4556-22 on September 26, 2022; and WHEREAS, there is a need to approve Change Order No. 3 for Bid No. 005-22 to add 267 days to the construction time for this project at no additional cost with a new total of 679 days. The addition days is a “pause” in the construction time to allow supporting force main project to catch up to this project. NOW THEREFORE BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sherry Sullivan to execute Change Order No. 3 for Fairhope Sewer Upgrade Phase I - Lift Station Rehabilitation Project (Bid No. 005-22) with Ballcon, Inc. to add 267 days to the construction time for this project at no additional cost. The addition days is a “pause” in the construction time to allow supporting force main project to catch up to this project. DULY ADOPTED THIS 13TH DAY OF JANUARY, 2025 ______________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 325 of 365 CHANGE ORDER FOR FA IRH OPE UTILITI ES FAIRHOPE , ALABAMA AUTH ORITY FOR ADDITIONAL ALTERA TIONS, AN D OMIS SS IONS ON CO NSTR UCTIO N WORK UNDER CO NTR ACT BID DOCU M ENT NAM E: CO NTR ACTO R: CUR RENT CALE NDAR DAY S IN TH E CO NTR ACT .: CURRENT DAY S REMAINING IN CONT RACT ADDITIO NA L CONTR ACT DAYS: RE VISED CONTRA CT DAYS : RE VI SED DAYS RE MAININ G IN CO NTRA CT DESCRIPTION : 005-22 RESTORE LIFT ST ATION REHA BILll ATIO N BA LLCO N, IN C. REASON : FOR CE MAIN PR OJECTS TO SUP PORT RESTO RE LIFT ST ATIO N WI LL NOT BE COM PLETE UNTIL SEPTE M BER OF 2025 . STA RT UP FO R AL L TH E LI FT ST ATI ON WI LL NEED TO BE CO MPLETED BY OCTOBER 31, 202 4 . THE ADDIT IONA L TIM E W IL L ALLO W THE CO NTR ACT OR TO COM PLET E TH IS WORK. ewNry Eni;;;eers Inc. (SIGNA TURE /PRrr.fEO/DATED) 9-25-2024 4 12 134 267 679 401 ACCEPTE D: DATE : CO NTRA CT NO. CHAN GE ORDER NO. ORI GINA L CO NTR ACT VA LUE : net Pr ev ious Changes THIS CHAN GE ORD ER AM OU NT TOT AL CO NT RA CT AM OU NT PH ASE 1 : PERCE NT OF CONTR ACT AM OU NT: TOTAL SEE ATT ACHM ENT "A" 9/25 /20 24 50 134463 3 $ 5,84 1,155 .00 $ $ $ 5,841,155 .00 0 .CXJ°/4 COST $ Page 326 of 365 RESOLUTION NO. 4556-22 AWARDING THE CONSTRUCTION CONTRACT FOR THE FAIRHOPE SEWER UPGRADE PHASE I-LIFT STATION REHABILITATION PROJECT FOR THE ALABAMA DEPARTMENT OF CONSERVATION AND NATURAL RESOURCES GRANT #SIP25-FSU1 (RESTORE ACT) WHEREAS , the City of Fairhope was awarded a RESTORE Act Grant (#SlP25-FSUl) from the Alabama Department of Conservation and Natural Resources (ADCNR) to construct upgrades to the City 's sewer system; and WHEREAS , the City did solicit construction bids for the Fairhope Sewer Upgrade Phase I -Lift Station Rehabilitation Project in accordance with applicable federal , state and local laws, codes, regulations , ordinances , etc.; and WHEREAS, the City did receive two (2) construction bids which were opened and read aloud during the bid opening held on August 8, 2022; and WHEREAS , Dewberry Engineers , Inc., the Project Engineers of Record , did tabulate and certify the bids received and recommend that the City award the construction contract to the lowest responsive responsible bidder, Ballcon, Inc. in the amount of $5 ,841 ,155 ; NOW, THEREFORE IT BE RESOLVED BY THE CITY OF FAIRHOPE, IN REGULAR SESSION ASSEMBLED, that by this Resolution the City of Fairhope awards the contract for Fairhope Sewer Upgrade Phase I -Lift Station Rehabilitation project to Ballcon, Inc., in the amount of $5 ,841 ,155; and BE IT FURTHER RESOLVED BY THE City of Fairhope , that the contract will be paid for with grant funds from the ADCNR RESTORE Act Grant #SlP25-FSUl . Attest: City Clerk DULY ADOPT ED THIS 26rn DAY OF SEPTEMBER, 2022 s Reid Conye Council President Page 327 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1218 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water and Wastewater Department, Daryl Morefield, has requested Change Order No. 1 for the Contract with Ballcon, Inc. for Bid No. 006-22 RESTORE Side Stream Storage. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve Change Order No. 1 to add 184 days to the contract for Bid No. 006-22 RESTORE Side Stream Storage at no additional cost for Ballcon, Inc. BACKGROUND INFORMATION: The contract award for 006-22 RESTORE Side Stream Storage to Ballcon, Inc. was approved on September 26, 2022 for $4,628,830.00. The Change Order No. 1 is to add 184 days to the construction time for this project at no additional cost. The additional days is a "pause" in the construction time to allow supporting force main projects to catch up to this project. The original calendar days for the contract was 365 days. This Change Order No. 1 will add 184 days for a total of 549 days. There is no cost change for this contract. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 110-57450 Sewer Upgrade $ $ $ GRANT: RESTORE Act Grant #S1P25-FSU1 LEGAL IMPACT: N/A FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: N/A Page 328 of 365 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 329 of 365 RESOLUTION NO. _____ WHEREAS, the City of Fairhope the City of Fairhope awarded the contract for Fairhope Sewer Upgrade Phase I - Side Stream Storage project (Bid No. 006-22) to Ballcon, Inc. via Resolution No. 4557-22 on September 26, 2022; and WHEREAS, there is a need to approve Change Order No. 1 for Bid No. 006-22 to add 184 days to the construction time for this project at no additional cost with a new total of 549 days. The addition days is a “pause” in the construction time to allow supporting force main project to catch up to this project. NOW THEREFORE BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sherry Sullivan to execute Change Order No. 1 for Fairhope Sewer Upgrade Phase I - Side Stream Storage project (Bid No. 006-22) with Ballcon, Inc. to add 184 days to the construction time for this project at no additional cost. The addition days is a “pause” in the construction time to allow supporting force main project to catch up to this project. DULY ADOPTED THIS 13TH DAY OF JANUARY, 2025 ______________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 330 of 365 CHANGE ORDER FOR FA IR HOPE UTILITI ES FAIRH OPE , ALABAMA AUTHORITY FOR ADDIT IONA L ALT ERATIONS, AN D OMISSSIONS ON CO NSTRUCTION W OR K UNDER CO NTRACT BID DOCU M ENT NAM E: 006-22 RESTORE SIDE STREAM STO RAG E CO NTRACTOR: BALLCON, IN C. CURRE NT CAL ENDAR DAYS IN THE CO NTRACT.: CU RRENT CALENDAR DAYS RE MAINING: ADDI TIO NAL CO NTRA CT DAYS : RE VISED CO NTRACT DAYS : RE VISED DAYS IN CO NTR ACT DESCRIPTION : REAS ON : FOR CE MAIN CONSTRUCT ION OUTS ID E OF RESTORE PROJ ECT, THAT WI LL SUP PORT THE RESTORE PROJECT, AR E ANTICPATED TO BE CO M PLETE IN SEPTE MBER OF 2025 . CO NTRACTOR SHOULD CO M PLETE START UP ON ALL ST ATION S BY OCTOBER 31, 2025. THIS TI M E SHOULD AL LO W THE CO NTRACTOR TO CO M PLETE THIS W ORK. R~ENDED: Lf}J?w~~ Andrew N. Bobe Dewberry Engineers Inc. (SIGNATURE/PRINTED/DATED) 9-25-2024 365 217 184 549 401 AC CE PTED : DAT E: CONTRACT NO. CHANGE ORDER NO. ORIGINAL CO NTRA CT VA LUE : net Previous Changes THIS CHANGE ORDER AM OU NT TOTAL CO NTR ACT AMOUNT PHASE 1 : PERCENT OF CO NTRA CT AMOUNT: TOTAL SEE ATTA CH MENT "A" !i;Mu1(~f ✓ ~ ~ ~All Baficon, In c. (SIG ATURE/PRINTED/ATU>) 9/25 /2024 50134463 1 $ 4,628,830 .00 $ $ $ 4,628,830.00 0 .00% COST $ Page 331 of 365 RESOLUTION NO. 4557-22 AWARDING THE CONSTRUCTION CONTRACT FOR THE FAIRHOPE SEWER UPGRADE PHASE I -SIDE STREAM STORAGE PROJECT FOR THE ALABAMA DEPARTMENT OF CONSERVATION AND NATURAL RESOURCES GRANT #S1P25-FSU1 (RESTORE ACT) WHEREAS , the City of Fairhope was awarded a RESTORE Act Grant (#S1P25-FSU1) from the Alabama Department of Conservation and Natural Resources (ADCNR) to construct upgrades to the City 's sewer system; and WHEREAS , the City did solicit construction bids for the Fairhope Sewer Upgrade Phase I - Side Stream Storage Project in accordance with applicable federal , state and local laws , codes , regulations , ordinances , etc.; and WHEREAS , the City did receive two (2) construction b ids which were opened and read aloud during the bid opening held on August 2 , 2022 ; and WHEREAS , Dewberry Engineers , Inc., the Project Engineers of Record, did tabulate and certify the bids received and recommend that the City award the construction contract to the lowest responsive responsible bidder, Ballcon, Inc. in the amount of $4 ,628 ,830; NOW, THEREFORE IT BE RESOLVED BY THE CITY OF FAIRHOPE, IN REGULAR SESSION ASSEMBLED , that by this Resolution the City of Fairhope awards the contract for Fairhope Sewer Upgrade Phase I -Side Stream Storage project to Ballcon, Inc ., in the amount of $4,628 ,830 ; and BE IT FURTHER RESOLVED BY THE City of Fairhope , that the contract will be paid for with grant funds from the ADCNR RESTORE Act Grant #SlP25-FSUl. DULY ADOPTED THIS 26TH DAY OF SEPTEMBER, 2022 es Reid Conyers r . Council President Attest: Page 332 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1207 FROM: Ben Patterson, ELECTRIC SUPERINTENDENT SUBJECT: The Superintendent of Electric Department, Ben Patterson, is requesting approval for a contract amendment for RFQ PS23-003 Professional Engineering Services for the 46 KV Transmission Loop along the West Side of Greeno Road. This amendment will increase the engineering services and fees accordingly based on awarding Alternate #1 and Alternate #2 in the construction bid. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve a contract amendment for RFQ PS23-003 Professional Engineering Services for the 46 KV Transmission Loop along the West Side of Greeno Road for the not-to-exceed amount of $154,000.00 for Alternate #1 and $90,000.00 for Alternate #2. The new contract total not-to-exceed $410,000.00. BACKGROUND INFORMATION: City of Fairhope approved contract award for RFQ PS23-003 Professional Engineering Services for the 46 KV Transmission Loop along the West Side of Greeno Road to Stewart Engineering on April 24, 2023. The total contract award was One Hundred Sixty-Six Thousand Dollars ($166,000.00). Due to the expansion of Thomas Hospital, the following alternate items are now included in the construction bid for this project: Alternate #1: Reroute existing transmission line to avoid conflicts with Hospital Expansion. Alternate #2: Place new Transmission and existing Distribution underground, along North side of Morphy Ave. Stewart Engineering has provided a revised proposal to include the additional costs for engineering services for the alternates. These costs will only be billed if the alternates are awarded. Engineering Services Alternate #1: $154,000.00 Engineering Services Alternate #2: $90,000.00 The total additional cost, if both alternates are awarded, will be Two Hundred Forty-Four Thousand Dollars ($244,000.00). The new contract total if both alternates are awarded Page 333 of 365 will be Four Hundred Ten Thousand Dollars ($410,000.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 003-59500 Electric - Utility Sys Imprv $244,000.00 $244,000.00 $0.00 With both alternates included, total cost for Engineering Services for 46 KV Transmission Loop will be $410,000.00. 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 334 of 365 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 Stewart Engineering for (RFQ PS23-003) Professional Engineering Services for the 46KV Transmission Loop along the West Side of Greeno Road for additional Engineering services for Construction Alternate #1 for a not-to-exceed cost of $154,000.00, and additional Engineering Services for Construction Alternate #2 for a not-to-exceed cost of $90,000.00. If both alternates are contracted, the new contract total will be $410,000.00. DULY ADOPTED THIS 13TH DAY OF JANUARY, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 335 of 365 Page 336 of 365 Page 337 of 365 Page 338 of 365 Page 339 of 365 RESOLUTION NO. 4736-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope approves the selection by Mayor Sherry Sullivan for (RFQ PS23-003) Professional Engineering Services for the 46 KV Transmission Loop along the West Side of Green Road ; and authorizes the Mayor to execute a contract with Stewart Engineering with a not-to-exceed amount of $166,000.00. DULY ADOPTED THIS 24TH DAY OF APRIL, 2023 Attest: ~{1/~ ~.c City Clerk Page 340 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1205 FROM: Jeff Montgomery SUBJECT: The Director of IT, Jeff Montgomery, is requesting approval for the procurement of twenty-three (23) Motorola APX 900 Radios plus accessories and programming for the Utilities Departments. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve this request for the procurement of twenty-three (23) Motorola APX 900 Radios plus accessories and programming for the not-to-exceed cost of $73,246.49. BACKGROUND INFORMATION: The Director of IT, Jeff Montgomery, is requesting approval for the procurement of twenty-three (23) Motorola APX 900 Radios plus accessories and programming for the Utilities Departments. The procurement will include the following: 1. APX 900 7/800 MHZ Model 2 Portable $2,972.04 each with 1a. ATL:Impress LI-ION 3000MAH 1b. ADP Only (Non-P25 CAP Compliant) 1c. Programming Over P25 (OTAP) 1d. 5Y Essential Service 1e. P25 Trunking 1f. Multikey 1g. TDMA Operation 1h. Baseline Release SW 2. Charger $63.69 each 3. Device Programming $58.20 each 4. Radio Management Online Qty: 1 $90.70 each 4a. Radio Management Licenses Online Qty: 23 Total cost for this procurement is Seventy-Three Thousand Two Hundred Forty-Six Dollars and Forty-Nine Cents ($73,246.49). This will be purchased through the Alabama Statewide Contract (Contract #MA230000003341-1) with Motorola Solutions, Inc. and therefore does not have to be let out for bid. BUDGET IMPACT/FUNDING SOURCE: Page 341 of 365 Account No. Account Title Current Budget Cost Available Budget 002-50380 004010-50380 004020-50380 Gas - Communications Water - Communications WasteWater - Communications $23,200.00 $25,000.00 $25,000.00 $22,852.90 $25,196.79 $25,196.79 $347.10 ($196.79) ($196.79) 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 342 of 365 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Jeff Montgomery Date: 12/18/24 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. Motorola – AL Contract MA230000003341-1 $ 75,353.52 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? Radios – Gas/Water/Sewer 2. What is the total cost of the item or service? 75,353.52 3. How many do you need? 1 4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): Motorola 6. Vendor Number: 836 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: 002,004010,004020- 50380 Email completed form with quotes and other supporting documentation to Page 343 of 365 PUR-004 - 082522 Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 344 of 365 Budgetary QUOTE-2839693 FAIRHOPE, CITY OF (UTILITIES) APX900 FOR UTILITIES 12/17/2024 The design, technical, pricing, and other information (“Information”) furnished with this submission is confidential proprietary information of Motorola Solutions, Inc. or the Motorola Solutions entityproviding this quote (“Motorola”) and is submitted with the restriction that it is to be used for evaluation purposes only. To the fullest extent allowed by applicable law, the Information is not to bedisclosed publicly or in any manner to anyone other than those required to evaluate the Information without the express written permission of Motorola.MOTOROLA, MOTO, MOTOROLA SOLUTIONS, and the Stylized M Logo are trademarks or registered trademarks of Motorola Trademark Holdings, LLC and are used under license. All other trademarks arethe property of their respective owners. © 2020 Motorola Solutions, Inc. All rights reserved. Page 345 of 365 12/17/2024 FAIRHOPE, CITY OF (UTILITIES) PO DRAWER 429 FAIRHOPE, AL 36533 RE: Motorola Quote for APX900 FOR UTILITIES Dear JEFF MONTGOMERY, Motorola Solutions is pleased to present FAIRHOPE, CITY OF (UTILITIES) with this quote for quality communications equipment and services. The development of this quote provided us the opportunity to evaluate your requirements and propose a solution to best fulfill your communications needs. This information is provided to assist you in your evaluation process. Our goal is to provide FAIRHOPE, CITY OF (UTILITIES) with the best products and services available in the communications industry. Please direct any questions to Stephenie Shirley at stephenieshirley@cesteamone.com. We thank you for the opportunity to provide you with premier communications and look forward to your review and feedback regarding this quote. Sincerely, Stephenie Shirley Area Sales Manager Motorola Solutions Manufacturer's Representative Budgetary QUOTE-2839693 Page 346 of 365 Billing Address: FAIRHOPE, CITY OF PO DRAWER 429 FAIRHOPE, AL 36533 US Quote Date:12/17/2024 Expiration Date:02/15/2025 Quote Created By: Stephenie Shirley Area Sales Manager stephenieshirley@ cesteamone.com 251.421.7271 End Customer: FAIRHOPE, CITY OF (UTILITIES) JEFF MONTGOMERY JEFF.MONTGOMERY@FAIRHOPEAL.GOV 251.279.6231 Contract: AL CONTRACT - MA230000003341-1 Line # Item Number Description Qty List Price Sale Price Ext. Sale Price APX™ 900 1 H92UCF9PW6AN APX 900 7/800 MHZ MODEL 2 PORTABLE 23 $1,973.92 $1,378.59 $31,707.57 1a QA06765AA ALT: IMPRESS LI-ION 3000MAH 23 $98.70 $68.93 $1,585.39 1b Q667BB ADD: ADP ONLY (NON-P25 CAP COMPLIANT) (US ONLY) 23 $0.00 $0.00 $0.00 1c G996AZ ADD: PROGRAMMING OVER P25 (OTAP) 23 $110.00 $76.82 $1,766.86 1d Q887AT ADD: 5Y ESSENTIAL SERVICE 23 $222.00 $222.00 $5,106.00 1e QA04096AA ENH: P25 TRUNKING 23 $1,177.00 $822.02 $18,906.46 1f H869CQ ADD: MULTIKEY 23 $83.00 $57.97 $1,333.31 1g QA00580AF ADD: TDMA OPERATION 23 $495.00 $345.71 $7,951.33 1h QA09113AB ADD: BASELINE RELEASE SW 23 $0.00 $0.00 $0.00 2 PMPN4576A CHARGER,CHGR DESKTOP SINGLE UNIT IMPRES EXT PS US/NA/TW 23 $82.08 $63.69 $1,464.87 Product Services 3 LSV00Q00202A DEVICE PROGRAMMING 23 $60.00 $58.20 $1,338.60 Budgetary QUOTE-2839693APX900 FOR UTILITIES Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists betweenMotorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800 Page 3 Page 347 of 365 Line # Item Number Description Qty List Price Sale Price Ext. Sale Price APX™ Radio Management RADIO MANAGEMENT 4 T7914A RADIO MANAGEMENT ONLINE 1 $0.00 $0.00 $0.00 4a UA00049AA ADD: RADIO MANAGEMENT LICENSES ONLINE 23 $110.00 $90.70 $2,086.10 Grand Total $73,246.49(USD) Budgetary QUOTE-2839693APX900 FOR UTILITIES Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists betweenMotorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800 Page 4 Page 348 of 365 Purchase Order Checklist Purchase Order Checklist Marked as PO/ Contract/ Notice to Proceed on Company Letterhead (PO will not be processed without this) PO Number/ Contract Number PO Date Vendor = Motorola Solutions, Inc. Payment (Billing) Terms/ State Contract Number Bill-To Name on PO must be equal to the Legal Bill-To Name Bill-To Address Ship-To Address (If we are shipping to a MR location, it must be documented on PO) Ultimate Address (If the Ship-To address is the MR location then the Ultimate Destination address must be documented on PO ) PO Amount must be equal to or greater than Order Total Non-Editable Format (Word/ Excel templates cannot be accepted) Bill To Contact Name & Phone # and EMAIL for customer accounts payable dept Ship To Contact Name & Phone # Tax Exemption Status Signatures (As required) Page 349 of 365 RESOLUTION NO. ________ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City of Fairhope approves the procurement of Twenty-Three (23) Motorola APX 900 Radios plus accessories and programming that is on Alabama Statewide Contract (Contract #MA230000003341-1) with Motorola Solutions, Inc. and therefore does not have to be let out for bid. The total amount not-to-exceed $73,246.49. ADOPTED ON THIS 13TH DAY OF JANUARY, 2025 ____________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 350 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1221 FROM: Wes Boyett, GAS SUPERINTENDENT SUBJECT: The Superintendent of Gas Department, Wes Boyett, is requesting the hiring for Professional Engineering Services for the Gas Main Replacement Underneath I-10. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve the selection by the Mayor for Engineering Services for the Gas Main Replacement Underneath I-10, and authorize the Mayor to negotiate the not-to-exceed cost to be approved by City Council. BACKGROUND INFORMATION: The Superintendent of Gas Department and the Gas Project Manager are requesting the hiring of a professional engineering firm for 2,500' of high-pressure gas main to be reinstalled via directional drilling on the east side of Highway 98 and underneath Interstate 10. Mayor Sullivan has chosen Sawgrass Consulting, LLC. for this project. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 002-59500 Gas - Utility Sys Imprv $ $ $ GRANT: N/A LEGAL IMPACT: N/A FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: N/A Page 351 of 365 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 352 of 365 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City Council approves the selection by Mayor Sherry Sullivan for Professional Engineering Services for (RFQ PS25-014) for the Gas Main Replacement Underneath I-10 to Sawgrass Consulting, LLC; and hereby authorize Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 13TH DAY OF JANUARY, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 353 of 365 Sherry Sullivan Mayor Council Members: Kevin G. Boone Jack Burrell, ACMO Jimmy Conyers Corey Martin Jay Robinson Lisa A. Hanks, MMC City Clerk Kimberly Creech Treasurer 61 North Section St. PO Box 429 Fairhope, AL 36533 251-928-2136 (p) MEMO To: Lisa Hanks, City Clerk Kim Creech, Treasurer From: ______________________________ Erin Wolfe, Purchasing Manager Date: December 18, 2024 Re: RFQ PS25-014 Professional Engineering Services for the Gas Main Replacement Underneath I-10 The Superintendent of Gas Department, Wes Boyett, and the Gas Project Manager, Tristan Kennedy, are requesting the hiring of a professional engineering firm for 2,500’ of high-pressure gas main to be reinstalled via directional drilling on the east side of Highway 98 and underneath Interstate 10 Per our Procedure for Procuring Professional Services, Wes Boyett and I are providing firms for the Mayor to select from for the work. The proposed scope of work for the gas main replacement underneath I-10 shall include: Task 1: Preliminary Services Task 2: Engineering Design Services Task 3: Bid Period Services Task 4: Construction Review Services Please move this procurement of professional services forward to the Mayor for the selection of a professional service provider. The short list is: _____________ ___________ Sawgrass Consulting LLC _____________ ___________ None. Submit another list Cc: file, Wes Boyett, Tristan Kennedy, Mayor Sherry Sullivan Jan 3, 2025 Page 354 of 365 Memo to choose - Prof Engineer Gas Main Replacement Under I-10 Final Audit Report 2025-01-03 Created:2025-01-02 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAACkJsHfEdUvDkCSH144lGlpW1FRNlsFjp "Memo to choose - Prof Engineer Gas Main Replacement Under I-10" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2025-01-02 - 9:58:07 PM GMT Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2025-01-02 - 9:58:25 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2025-01-03 - 3:08:38 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2025-01-03 - 3:09:04 PM GMT - Time Source: server Agreement completed. 2025-01-03 - 3:09:04 PM GMT Page 355 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1222 FROM: Wes Boyett, GAS SUPERINTENDENT SUBJECT: The Superintendent of Gas Department, Wes Boyett, is requesting the hiring for Professional Engineering Services to create and configure the forms and workflows for Gas Leak Report and Repair, Gas Primary Work Order, Gas Inspection Report and Meter Workorder. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: To approve the selection by the Mayor for Engineering Services for New FlowGIS Forms and Workflows, and authorize the Mayor to negotiate the not-to-exceed cost to be approved by City Council. BACKGROUND INFORMATION: The Superintendent of Gas Department, Wes Boyett, is requesting the hiring of a professional engineering firm to create and configure the forms and workflows for Gas Leak Report and Repair, Gas Primary Work Order, Gas Inspection Report and Meter Workorder. The proposed scope of work shall include: • New forms for Gas Leak Report and Repair, Gas Primary Workorder, Gas Inspection Report, and Meter Workorder • New GPS Feature Class set up and configuration for collecting GPS data into FlowGIS • Geotask Setup and Configuration – Geotask Rules will be configured • Training for the new forms • Standard Reports configured in Geotask Dashboard for the new workflows Mayor Sullivan has selected Magnolia River Services, Inc. for this project. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget GRANT: N/A Page 356 of 365 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 357 of 365 Sherry Sullivan Mayor Council Members: Kevin G. Boone Jack Burrell, ACMO Jimmy Conyers Corey Martin Jay Robinson Lisa A. Hanks, MMC City Clerk Kimberly Creech Treasurer 61 North Section St. PO Box 429 Fairhope, AL 36533 251-928-2136 (p) MEMO To: Lisa Hanks, City Clerk Kim Creech, Treasurer From: ______________________________ Erin Wolfe, Purchasing Manager Date: January 2, 2025 Re: RFQ PS25-016 Professional Engineering Services for New FlowGIS Forms and Workflows The Superintendent of Gas Department, Wes Boyett, is requesting the hiring of a professional engineering firm to create and configure the forms and workflows for Gas Leak Report and Repair, Gas Primary Work Order, Gas Inspection Report and Meter Workorder. Per our Procedure for Procuring Professional Services, Wes Boyett and I are providing firms for the Mayor to select from for the work. The proposed scope of work shall include: • New forms for Gas Leak Report and Repair, Gas Primary Workorder, Gas Inspection Report, and Meter Workorder • New GPS Feature Class set up and configuration for collecting GPS data into FlowGIS • Geotask Setup and Configuration – Geotask Rules will be configured • Training for the new forms • Standard Reports configured in Geotask Dashboard for the new workflows Please move this procurement of professional services forward to the Mayor for the selection of a professional service provider. The short list is: _____________ ___________ Magnolia River Services, Inc. _____________ ___________ None. Submit another list Cc: file, Wes Boyett, Mayor Sherry Sullivan Jan 3, 2025 Page 358 of 365 Memo to choose - Prof Engineer - FlowGIS Forms and Workflows Final Audit Report 2025-01-03 Created:2025-01-02 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAAuY0a6YsRNT8QfAh2SlB1O6sppSR2UU3N "Memo to choose - Prof Engineer - FlowGIS Forms and Workflo ws" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2025-01-02 - 9:56:01 PM GMT Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2025-01-02 - 9:56:23 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2025-01-03 - 3:07:48 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2025-01-03 - 3:08:16 PM GMT - Time Source: server Agreement completed. 2025-01-03 - 3:08:16 PM GMT Page 359 of 365 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City Council approves the selection by Mayor Sherry Sullivan for Professional Engineering Services for (RFQ PS25-016) for New FlowGIS Forms and Workflows (Create and Configure the forms and workflows for Gas Leak Report and Repair, Gas Primary Work Order, Gas Inspection Report and Meter Workorder) to Magnolia River Services, Inc.; and hereby authorize Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 13TH DAY OF JANUARY, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 360 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1220 FROM:Sherry Sullivan, Mayor Jimmy Conyers, Council Member SUBJECT:Library Board - Reappointments AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: That the City Council approves the Library Board Reappointments BACKGROUND INFORMATION: Anne Johnson – 2-year term The term shall end December 2027 Randal Wright – 3-year term The term shall end December 2028 Andy Parvin – 4-year term The term shall end December 2029 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 361 of 365 LIBRARY BOARD NOMINEE (S) 4-Year Term APPOINTMENTS . REAPPOINTMENTS . Anne Johnson – 2-year term The term shall end December 2027 Randal Wright – 3-year term The term shall end December 2028 Andy Parvin – 4-year term The term shall end December 2029 Page 362 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1216 FROM:Lisa Hanks, CITY CLERK SUBJECT:The Friends of the Fairhope Public Library requesting permission to serve alcohol at its annual Chocolate and Champagne Gala 2025 on Saturday, February 15, 2025, from 7:00 p.m. to 9:30 p.m. in the Fairhope Public Library. AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: That the City Council approves The Friends of the Fairhope Public Library requesting permission to serve alcohol at its annual Chocolate and Champagne Gala 2025 on Saturday, February 15, 2025, from 7:00 p.m. to 9:30 p.m. in the Fairhope Public Library. BACKGROUND INFORMATION: This is an Annual Fundraising Event held on City property at the Fairhope Public Library. 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 363 of 365 FRIENDS OF THE FAIRHOPE LIBRARY P .O . Box 633 Fairhope, AL 36533-0633 OFFICERS Randal Wright Presiden t Michael Nee ly Vice-President Nan Denson Treasurer Jasm ine Hodges Secretary 9OARD OF DIRECTORS John Barte ls Fra n Coet bj Cooper Sabe Fink Gloria Fisher T.D . Green Marti Hash Skip Jones Pat Nist Mary Streu Jan Walker Tamara Dean Library Director Ex-officio member December 27 , 2024 Dear Mayor Sullivan and City Council Members, The Friends of the Fairhope Public Library are planning their annual fundraiser , Chocolate and Champagne Gala 2025 to be held in the library. The date for this year's gala event is Saturday , February 15 from 7:00 to 9:30. We will be serving champagne and wine at the event. We are excited to plan for this wonderful evening that generates major funding for our library . We believe it is important to celebrate this evening in the facility that we are working to support , our fabulous library. We look forward to receiving approval from the city council to cont inue using the building for the Chocolate and Champagne Ga la and to serve alcoholic beverages during the event at 501 Fairhope Avenue, Fairhope, Alabama, 36532. Respectfully , ~~;i~ Page 364 of 365 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1225 FROM: Marcus McDowell, City Attorney SUBJECT: Pending litigation and the legal ramifications of and legal options for potential litigation AGENDA DATE: January 13, 2025 RECOMMENDED ACTION: That the City Council approves to go into Executive Session to discuss pending litigation and the legal ramifications of and legal options for potential litigation. 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 365 of 365