HomeMy WebLinkAbout05-27-2025 City Council Agenda Packet
CITY OF FAIRHOPE
CITY COUNCIL REGULAR AGENDA
Tuesday, May 27, 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 May 12, 2025 Regular City Council Meeting, minutes of May 12,
2025 Work Session, and minutes of the May 14, 2025 Special-Called City Council
Meeting.
2. Report of the Mayor
Junior City Council
3. Public Participation – Agenda Items – (3 minutes maximum)
4. Council Comments
5. Resolution - That the City of Fairhope approves Amendment No. 2 to the Contract
Agreement with Watershed for (RFQ PS24-008) Professional Architectural and
Engineering Services for Nature Center Building Rehabilitation for a not-to-exceed
amount of $4,990.00, increasing the original contract total to $57,390.00; and
hereby authorize Mayor Sherry Sullivan to execute the contract amendment.
6. Resolution - To award (Bid No. 25-024) to Hydra Service, Inc. for Twelve (12)
Natural Gas Bypass Pumps with a bid proposal not-to-exceed $1,137,855.00, once
approval from ADCNR is received. The RESTORE Act of 2012 (Bucket 2) will pay
for 75% of the total project.
7. Resolution - That the City Council hereby authorizes Mayor Sherry Sullivan to
execute an Aid to Construction Reimbursement Agreement between the City of
Fairhope Gas Department and Haven at Fairhope – CDA, LLC for the Utility
Relocation at and near the entrance of Gainswood Subdivision and approximately
1,600’ South of Highway 181 and County Road 32 Intersection; and to accept the
funds (not-to-exceed $64,804.00) for this relocation project.
8. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract
with Genesis Industrial Staffing, Inc. to supply temporary employees to supplement
the existing workforce. These services are exempt pursuant to Code of Alabama
1975, Section 41-16-51. Authorize Treasurer to transfer $50,000.00 from Sanitation
Salaries 005030-50040 to Temp Contract Labor 005030-50245.
9. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract
with VITALExam, LLC to perform NFPA 1580-compliant physical examinations and
testing of Fairhope Volunteer Fire Department volunteer firefighters and employees.
These services are exempt pursuant to Code of Alabama 1975, Section 41-16-
51(3).
Page 1 of 134
City Council Regular Meeting
May 27, 2025
Page - 2 -
10. Resolution - That the City of Fairhope hereby authorizes submission of Grant
Application for FY2025 Airport Improvement Program Funds for Runway
Strengthening at H.L. "Sonny" Callahan Airport.
11. Resolution - That the City of Fairhope hereby authorizes submission of the Grant
Application for Infrastructure Improvements at H.L."Sonny" Callahan Airport.
12. Resolution - That the City Council hereby authorizes Mayor Sherry Sullivan to write
a letter of support to the Baldwin County Trailblazers establishing the Kids in Parks
Program in Baldwin County and creating a new TRACK Trail at the Flying Creek
Nature Preserve in Fairhope; and support of the Baldwin County Trailblazers making
updates to the existing kiosks along the Eastern Shore Trail.
13. Public Participation – (3 minutes maximum)
14. Adjourn
Regular Meetings of the City Council shall be held on the 2nd and 4th Monday
of each month immediately following the 4:30 p.m. Work Session
unless prescheduled and announced otherwise.
Next City Council Meeting, Monday, June 9, 2025, 6:00 p.m.
Fairhope Municipal Complex
City Council Chamber
161 North Section Street
Fairhope, AL 36532
Page 2 of 134
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-977
FROM: Lisa Hanks, CITY CLERK
SUBJECT: Minutes of May 12, 2025 Regular City Council Meeting, minutes of
May 12, 2025 Work Session, and minutes of the May 14, 2025
Special-Called City Council Meeting.
AGENDA
DATE:
May 27, 2025
RECOMMENDED ACTION:
That the City Council approves the minutes of May 12, 2025 Regular City Council
Meeting, minutes of May 12, 2025 Work Session, and minutes of the May 14, 2025
Special-Called 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 3 of 134
STATE OF ALABAMA )(
:
COUNTY OF BALDWIN )(
The City Council, City of Fairhope, met in regular session at
6:00 p.m., Fairhope Municipal Complex Council Chamber,
161 North Section Street, Fairhope, Alabama 36532, on
Monday, 12 May 2025.
Present were Council President Jack Burrell, Councilmembers: Corey Martin,
Jimmy Conyers, Jay Robinson (arrived at 6:48 p.m.), and Kevin Boone, Mayor
Sherry Sullivan, City Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks.
There being a quorum present, Council President Burrell called the meeting to
order at 6:09 p.m. The invocation was given by Pastor Betty Massey of Fairhope
Christian Church and the Pledge of Allegiance was recited.
Council President Burrell stated there was a need to add on an agenda item
after Agenda Item Number 22: a resolution that City Council hereby authorizes
Mayor Sherry Sullivan to write letters of support for Mediacom, Comcast, and C-
Spire for their subaward grant applications through the Alabama Department of
Economic and Community Affairs (ADECA) for the Alabama BEAD (Broadband
Equity, Access, and Deployment) Grant Program.
Councilmember Boone moved to add on the above-mentioned item not on the
printed agenda. Seconded by Councilmember Conyers, motion passed unanimously
by voice vote.
Councilmember Martin moved to approve minutes of the 29 April 2025,
regular meeting; and minutes of the 29 April 2025, work session. Seconded by
Councilmember Conyers, motion passed unanimously by voice vote.
Mayor Sullivan addressed the City Council regarding the following items:
1) Proclamation for National Tennis Month to Tennis Pro Tomas Catar;
2) Proclamation for Mental Health Awareness Month;
3) Proclamation for National Safe Boating Week (May 17, 2025 through May 23,
2025) to members of the Eastern Shore Flotilla;
4) Proclamation for National Police Week (May 11, 2025 through May 17, 2025) to
Chief Stephanie Hollinghead and the Police Department.
Councilmember Martin reminded everyone that school will be out soon; and
to stay safe. He mentioned the Fairhope High School Varsity Baseball Team reaching
the final four.
Councilmember Boone welcomed back City Engineer Richard Johnson.
Page 4 of 134
12 May 2025
Councilmember Conyers moved for final adoption of Ordinance No. 1833, an
ordinance to amend Zoning Ordinance No. 1253 and to amend the property of Robert
and Renee Taylor and FST Blue Island Owners Association, the Planned Unit
Development known as Hermitage Court with the one condition. The property is
approximately 0.36 acres and is located at 620 Hermitage Court. PPIN #226992.
(Introduced at the City Council Meeting on April 29, 2025) Seconded by
Councilmember Boone, motion for final adoption passed by the following voice
votes: AYE – Burrell, Martin, Conyers, and Boone. NAY - None.
Councilmember Conyers moved for final adoption of Ordinance No. 1834, an
ordinance to declare that certain real property of the City of Fairhope (Part of the K-1
Center located at 106 S. Church Street) for Baldwin County Community and
Economic Development Foundation, Inc. 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 fifteen (15) year term for the minimum yearly rent of $1.00 payable as specified
in lease. (Introduced at the City Council Meeting on April 29, 2025) Seconded by
Councilmember Martin, motion for final adoption passed by the following voice
votes: AYE – Burrell, Martin, Conyers, and Boone. NAY - None. Council President
Burrell mentioned the $3.5 million United States Economic Development
Administration grant for the K-1 renovations that we received due to the Baldwin
County Economic Development Alliance, Inc. and Hatch.
Councilmember Boone introduced in writing, and moved for the adoption of
the following resolution, a resolution to award (Bid No. 25-009-COF-2023-EDA001)
to Rogers & Willard Inc. for K-1 Center Redevelopment with a bid proposal not-to-
exceed $6,055,579.00. Seconded by Councilmember Conyers, motion passed
unanimously by voice vote.
RESOLUTION NO. 5440-25
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 on (Bid Number 25-009-
COF-2023-EDA001) to procure a qualified contractor to provide all materials, equipment,
labor and incidentals for the Redevelopment of the K-1 Center.
[2] At the appointed time and place, the following bids were opened and tabulated as follows:
*
*
Page 5 of 134
12 May 2025
[3] After evaluating the bid proposals with the required bid specifications, Rogers & Willard
Inc. is awarded (Bid Number 25-009-COF-2023-EDA001) as low bidder as qualified
contractor to provide all materials, equipment, labor and incidentals for the Redevelopment of
the K-1 Center for a total not-to-exceed amount of $6,055,579.00. that includes the Base Bid
plus Contingency Allowance No. 1, Allowance No. 2, and Allowance No. 3. The award
recommendation is based on Rogers & Willard Inc. attaining a renewal of their Sam.gov
number.
[4] Authorize the City Treasurer to transfer $791,492.00 from the General Fund to the Capital
Project Fund.
Adopted on this 12th day of May, 2025
_______________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MM
City Clerk
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized
to execute the Second Amendment to the Lease Agreement as presented between the
City of Fairhope and University of South Alabama for the leased area 16,000 square
foot at 161 N. Section Street, Fairhope, Alabama 36532. Seconded by
Councilmember Conyers, motion passed unanimously by voice vote. Councilmember
Conyers questioned the term of the lease. Mayor Sullivan replied it is only a three-
year lease.
Page 6 of 134
12 May 2025
RESOLUTION NO. 5441-25
WHEREAS, this Second Amendment is effective as of the date of execution by the last
party to sign is entered into by and between City of Fairhope, Alabama, an Alabama
Municipal Corporation, hereinafter referred to as “Lessor,” and University of South
Alabama, a postsecondary institution under the control of the University of South
Alabama Board of Trustees, hereinafter referred to as “Lessee;” and
WHEREAS, the Lessor and Lessee entered into a “Lease Agreement” dated May 4,
2004 regarding the Lessor’s leased area 16,000 square foot at 161 N. Section Street,
Fairhope, Alabama 36532 with commencement date being July 1, 2007; and
WHEREAS, the Lessor and Lessee entered in a First Amendment dated May 20, 2021
with an expiration date of June 30, 2025; and
WHEREAS, the Lessor and Lessee desire to modify the Agreement with the terms and
conditions in the Second Amendment.
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, that Mayor Sherry Sullivan is hereby authorized to execute the Second
Amendment to the Lease Agreement as presented between the City of Fairhope and
University of South Alabama, a postsecondary institution under the control of the
University of South Alabama Board of Trustees, for the leased area 16,000 square foot at
161 N. Section Street, Fairhope, Alabama 36532.
Adopted this 12th day of May, 2025
________________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Boone introduced in writing, and moved for the adoption of
the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized
to execute Change Order No. 1 for (Bid No. 24-062-2024-PWI-025) Stacks Gully
Slope Stabilization Project with a cost not-to-exceed $17,940.00; and to award
Change Order No. 1 to Thomas H. Davis, III Construction Company, Inc. The new
contract total will not-to-exceed $204,823.00; and authorizes the City Treasurer to
transfer $17,940.00 from the General Fund to the Capital Projects Fund. Seconded by
Councilmember Martin, motion passed unanimously by voice vote.
Page 7 of 134
12 May 2025
RESOLUTION NO. 5442-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute Change Order No. 1 for
(Bid No. 24-062-2024-PWI-025) Stacks Gully Slope Stabilization Project with a cost not-to-exceed
$17,940.00; and to award Change Order No. 1 to Thomas H. Davis, III Construction Company,
Inc. The new contract total will not-to-exceed $204,823.00; and authorizes the City Treasurer to
transfer $17,940.00 from the General Fund to the Capital Projects Fund.
ADOPTED ON THIS 12TH DAY OF MAY, 2025
____________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the award of
the Request for Quotes for Labor and Materials for the Rehabilitation of Damaged
and Irreparable Docks at the Fairhope Docks Marina to Leavitt Land LLC for a not-
to-exceed project cost of $70,000.00. This Public Works project will be less than
$100,000.00, and therefore does not need to be formally bid out. Seconded by
Councilmember Conyers, motion passed unanimously by voice vote.
RESOLUTION NO. 5443-25
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 rehabilitation of damaged and irreparable docks at the Fairhope Docks Marina to Leavitt
Land LLC for a not-to-exceed project cost of $70,000.00. This Public Works project will be less than
$100,000.00, and therefore does not need to be formally bid out.
ADOPTED ON THIS 12TH DAY OF MAY, 2025
____________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 8 of 134
12 May 2025
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution to award (Bid No. 25-030) to Shade America,
Inc. to Provide and Install 16 T-Hip Canti Shade Structures at Volanta Sports Park
with a bid proposal not-to-exceed $137,600.00. Seconded by Councilmember Martin,
motion passed unanimously by voice vote.
RESOLUTION NO. 5444-25
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 on (Bid Number 25-030) to
provide and install 16 T-Hip Canti Shade Structures at Volanta Sports Park for the Parks and
Recreation Department.
[2] At the appointed time and place, the following bids were opened and tabulated as follows:
[3] After evaluating the bid proposals with the required bid specifications, Shade America,
Inc. is awarded (Bid Number 25-030) as low bidder to provide and install 16 T-Hip Canti
Shade Structures at Volanta Sports Park for a total not-to-exceed cost of $137,600.00. City
provided materials necessary to complete project estimated under $10,000.00.
Adopted on this 12th day of May, 2025
_________________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 9 of 134
12 May 2025
Councilmember Boone introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council approves Contract
Amendment No. 1 for (Bid No. 25-008) for Pest Control Annual Contract with
Wayne's Pest Control Services LLC with an additional not-to-exceed annual amount
of $2,939.20; and authorizes Mayor Sherry Sullivan to execute contract amendment.
The new contract total with a not-to-exceed annual amount of $13,469.68. Seconded
by Councilmember Conyers, motion passed unanimously by voice vote.
RESOLUTION NO. 5445-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City Council approves Contract Amendment No. 1 for (Bid No. 25-
008) for Pest Control Annual Contract with Wayne’s Pest Control Services LLC with an
additional not-to-exceed annual amount of $2,939.20; and authorizes Mayor Sherry Sullivan to
execute contract amendment. The new contract total with a not-to-exceed annual amount of
$13,469.68.
ADOPTED ON THIS 12TH DAY OF MAY, 2025
_____________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
City Attorney Marcus McDowell addressed the City Council regarding
Agenda Items No. 13 and No. 14. He said there was need to add the following
language to the resolutions: Contingency allowances are based on quantity increases
and not scope of work or price increases. Any price increase or change in the scope of
work increases of 10% of the bid amount shall be subject to additional bid
requirements.
Councilmember Boone introduced in writing, and moved for the adoption of
the following resolution as amended, a resolution to award (Bid No. 25-032) for
46KV Transmission Line Project Base Bid and Alternate 2 Materials to Gresco
Utility Supply for $625,840.35 (129 Items) plus $20,000.00 contingency, Tri-State
Utility Products, Inc. for $28,877.10 (21 Items) plus $2,000.00 contingency, and
Wesco International for $105,627.91 (42 Items) plus $20,000.00 contingency. Total
Award to three vendors with contingency will be $802,345.36. Seconded by
Councilmember Martin, motion passed unanimously by voice vote.
Page 10 of 134
12 May 2025
RESOLUTION NO. 5446-25
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 Materials for the
46KV Transmission Line Project Base Bid and Alternate 2 (Bid Number 25-032) for the
Electric Department.
[2] At the appointed time and place, the following bids were opened and tabulated as follows:
Vendor
Gresco Utility Supply 129 Low Bid Items $625,840.35
Tri-State Utility Products, Inc. 21 Low Bid Items $ 28,877.10
Wesco International 42 Low Bid Items $105,627.91
[3] After evaluating the bid proposals with the required bid specifications, Gresco Utility
Supply for $625,840.35 (129 Items) plus $20,000.00 contingency, Tri-State Utility Products,
Inc. for $28,877.10 (21 Items) plus $2,000.00 contingency, and Wesco International for
$105,627.91 (42 Items) plus $20,000.00 contingency are now awarded (Bid Number 25-032)
for the Materials for the 46KV Transmission Line Project Base Bid and Alternate 2 for the
Electric Department with a total award to three vendors with contingency will be
$802,345.36.
[4] Contingency allowances are based on quantity increases and not scope of work or price
increases. Any price increase or change in the scope of work increases of 10% of the bid
amount shall be subject to additional bid requirements.
Adopted on this 12th day of May, 2025
_________________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Council President Burrell requested that City Attorney McDowell read the
additional language again for Agenda Item No. 14. City Attorney McDowell read the
language again and explained the reason for same: Contingency allowances are based
on quantity increases and not scope of work or price increases. Any price increase or
change in the scope of work increases of 10% of the bid amount shall be subject to
additional bid requirements.
Page 11 of 134
12 May 2025
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution as amended, a resolution to award (Bid No. 25-033) for
46KV Transmission Line Project Alternate 1 Materials to Gresco Utility Supply for
$344,101.04 (107 Items) plus $20,000.00 contingency, Tri-State Utility Products, Inc.
for $3,925.40 (10 Items), and Wesco International for $86,421.58 (29 Items) plus
$20,000.00 contingency. Total Award to three vendors with contingency will be
$474,448.02. Seconded by Councilmember Boone, motion passed unanimously by
voice vote.
RESOLUTION NO. 5447-25
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 Materials for the
46KV Transmission Line Project Alternate 1 (Bid Number 25-033) for the Electric
Department.
[2] At the appointed time and place, the following bids were opened and tabulated as follows:
Vendor
Gresco Utility Supply 107 Low Bid Items $344,101.04
Tri-State Utility Products, Inc. 10 Low Bid Items $ 3,925.40
Wesco International 29 Low Bid Items $ 86,421.58
[3] After evaluating the bid proposals with the required bid specifications, Gresco Utility
Supply for $344,101.04 (107 items) plus $20,000.00 contingency, Tri-State Utility Products,
Inc. for $3,925.40 (10 Items), and Wesco International for $86,421.58 (29 Items) plus
$20,000.00 contingency are now awarded (Bid Number 25-033) for the Materials for the
46KV Transmission Line Project Alternate 1 for the Electric Department with a total cost of
award to three vendors with contingency will be $474,448.02.
[4] Contingency allowances are based on quantity increases and not scope of work or price
increases. Any price increase or change in the scope of work increases of 10% of the bid
amount shall be subject to additional bid requirements.
Adopted on this 12th day of May, 2025
_________________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 12 of 134
12 May 2025
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution, a resolution to Award (Bid No. 25-028) to GMC
Underground for Fairhope Cast Iron Replacement Phase 2 with a bid proposal not to
exceed $4,107,412.00. Seconded by Councilmember Conyers, motion passed
unanimously by voice vote. Councilmember Boone stated this is a Federal mandate to
replace the cast iron pipe.
RESOLUTION NO. 5448-25
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 Fairhope Cast
Iron Replacement Phase 2 (Bid Number 25-028) for the Gas Department.
[2] At the appointed time and place, the following bids were opened and tabulated as
follows:
Vendor Total Base Bid
GMC Underground $4,107,412.00
Equix Energy Services $4,142,774.00
[3] After evaluating the bid proposals with the required bid specifications, GMC
Underground is now awarded the bid for Fairhope Cast Iron Replacement Phase 2
(Bid Number 25-028) for the Gas Department with a bid proposal not-to-exceed
$4,107,412.00.
Adopted on this 12th day of May, 2025
_________________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 13 of 134
12 May 2025
Councilmember Boone introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council approves Amendment No.
3 for (RFQ No. PS015-22) Natural Gas Engineering Consulting Services with
Magnolia River Services, Inc. for Cast Iron Pipe Replacement Phase 1 for additional
inspection services with a not-to-exceed amount of $175,832.35; and authorizes
Mayor Sherry Sullivan to execute contract amendment. The contract price will not-to-
exceed $1,890,598.85. The motion was seconded by Councilmember Conyers.
Councilmember Martin stated that the entity should have come to the table prior to
now; and we must be good stewards with public funds. Councilmember Martin
commented this is not how we do business; and this is not good business.
Councilmember Conyers questioned if Phase II was with the same entity. Mayor
Sullivan replied there will be no Change Orders in Phase II. Council President Burrell
stated they went over the not-to-exceed amount by $175,832.35. Councilmember
Boone said we understand mistakes were made but we owe the money and they did
the work.
After further discussion, motion passed by the following voice votes: AYE –
Conyers, Robinson, and Boone. NAY – Burrell and Martin.
RESOLUTION NO. 5449-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City Council approves Amendment No. 3 for (RFQ No. PS015-22)
Natural Gas Engineering Consulting Services with Magnolia River Services, Inc. for
Cast Iron Pipe Replacement Phases 1 for additional inspection services with a not-to-
exceed amount of $175,832.35; and authorizes Mayor Sherry Sullivan to execute
contract amendment. The contract price will not-to-exceed $1,890,598.85.
ADOPTED ON THIS 12TH DAY OF MAY, 2025
_______________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 14 of 134
12 May 2025
Councilmember Boone introduced in writing, and moved for the adoption of
the following resolution, a resolution to award (Bid No. 25-010) to Hemphill
Construction, Inc. for Force Main Upgrades with a bid proposal not-to-exceed
$6,489,900.00; and authorizes City Treasurer to transfer $2,739,900.00 from 004020-
59500 Line 50 (181 Force Main & Regional Lift Stations) project to cover expense
overage. Seconded by Councilmember Conyers, motion passed unanimously by voice
vote.
RESOLUTION NO. 5450-25
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 (Bid No. 25-010) for the Water/Wastewater Department.
[2] At the appointed time and place, the following bids were opened and tabulated as
follows:
Contractor Total Bid
Hemphill Construction, Inc.$6,489,900.00
Construction Labor Services, Inc.$7,121,450.00
L&K Contracting Company, Inc.$7,658.155.00
[3] After evaluating the bid proposals with the required bid specifications, Hemphill
Construction, Inc. is now awarded the bid for Force Main Upgrades (Bid No. 25-010) for
the Water/Wastewater Department with a not-to-exceed amount of $6,489,900.00.
[4] Authorizes City Treasurer to transfer $2,739,900.00 from 004020-59500 Line 50 (181
Force Main & Regional Lift Stations) project to cover expense overage.
Adopted on this 12th day of May, 2025
_________________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 15 of 134
12 May 2025
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the award of
the Request for Quotes for Labor and Materials for the Installation of an 8-Inch Water
Main at Portico Simpson to WR Mitchell Contractor, Inc. for a not-to-exceed project
cost of $61,370.00. This Public Works project will be less than $100,000.00, and
therefore does not need to be formally bid out. The motion was seconded by
Councilmember Martin. Mayor Sullivan explained the resolution and said the City
should honor its word. Council President Burrell said the way the resolution was
written, we are obligated. Councilmember Robinson said we should do it; and
Councilmember Boone agreed.
After further discussion, motion passed unanimously by voice vote.
RESOLUTION NO. 5451-25
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 Installation of an 8-Inch Water Main at Portico Simpson to WR
Mitchell Contractor, Inc. for a not-to-exceed project cost of $61,370.00. 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 12TH DAY OF MAY, 2025
_______________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution, a resolution that the Mayor and City Treasurer are hereby
authorized and directed to dispose of the personal property owned by the City of
Fairhope, Alabama, approximately 400 scrap brass water meters, by the following
method: sold for scrap or recycle at the highest offered value. Seconded by
Councilmember Conyers, motion passed unanimously by voice vote.
Page 16 of 134
12 May 2025
RESOLUTION NO. 5452-25
WHEREAS, the City of Fairhope, Alabama, has certain items of personal property
which are no longer needed for public or municipal purposes; and
WHEREAS, Section 11-43-56 of the Code of Alabama of 1975 authorizes the
municipal governing body to dispose of unneeded personal property;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
FAIRHOPE, ALABAMA, AS FOLLOWS:
SECTION 1. That the following personal property owned by the City of Fairhope,
Alabama, is not needed for public or municipal purposes, and hereby declared
surplus:
Approximately 400 Scrap Brass Water Meters
SECTION 2. That the Mayor and City Treasurer are hereby authorized and directed
to dispose of the personal property owned by the City of Fairhope, Alabama,
described in Section 1, above, by the following method:
a. Sold for scrap or recycle at the highest offered value.
ADOPTED AND APPROVED THIS 12TH DAY OF MAY, 2025
_______________________________
Jack Burrell, Council President
ATTEST:
________________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the award of
the Request for Quotes for Labor and Materials for the Maintenance/Cleaning of the
Main Irrigation Well for Quail Creek Golf Course to Griner Drilling Service, Inc. for
a not-to-exceed cost of $29,462.73; and authorizes the City Treasurer to transfer
$29,462.73 from the Golf Grounds Capital Improvements to Golf Grounds General
Maintenance. Seconded by Councilmember Conyers, motion passed unanimously by
voice vote.
Page 17 of 134
12 May 2025
RESOLUTION NO. 5453-25
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 Maintenance/Cleaning of the Main Irrigation Well for Quail
Creek Golf Course to Griner Drilling Service, Inc. for a not-to-exceed cost of
$29,462.73; and authorizes the City Treasurer to transfer $29,462.73 from the Golf
Grounds Capital Improvements to Golf Grounds General Maintenance.
DULY ADOPTED ON THIS 12TH DAY OF MAY, 2025
_______________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution, a resolution to award Bid No. 25-037 for the procurement of
Two (2) New 2024 or 2025 Chevrolet Silverado 1500 PPV 4WD Crew Cab for the
Police Department to Donohoo Chevrolet, LLC for a not-to-exceed amount of
$108,847.60. Seconded by Councilmember Conyers, motion passed unanimously by
voice vote.
RESOLUTION NO. 5454-25
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 Two (2) New 2024
or 2025 Chevrolet Silverado 1500 PPV 4WD Crew Cab (Bid No. 25-037) for the Police
Department.
[2] At the appointed time and place, the following bids were opened and tabulated as
follows:
Page 18 of 134
12 May 2025
[3] After evaluating the bid proposals with the required bid specifications, Donohoo
Chevrolet, LLC is now awarded the bid for Two (2) New 2024 or 2025 Chevrolet
Silverado 1500 PPV 4WD Crew Cab (Bid No. 25-037) for the Police Department for a
not-to-exceed amount of $108,847.60.
Adopted on this 12th day of May, 2025
_________________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized
to execute a Contract with Pyro Productions, Inc. for a Professional Consultant for
(RFQ PS25-029) Design and Production of Fireworks Display for 4th of July 2025
with a not-to-exceed amount of $40,000.00; pursuant to Code of Alabama,
"Pyrotechnic Shooter Law.” Seconded by Councilmember Conyers, motion passed
unanimously by voice vote.
Page 19 of 134
12 May 2025
RESOLUTION NO. 5455-25
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
Pyro Productions Inc. for a Professional Consultant for (RFQ PS25-029) Design and
Production of Fireworks Display for 4th of July 2025 with a not-to-exceed amount of
$40,000.00; pursuant to Code of Alabama, “Pyrotechnic Shooter Law”.
DULY ADOPTED THIS 12TH DAY OF MAY, 2025
_______________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council hereby authorizes Mayor
Sherry Sullivan to write letters of support for Mediacom, Comcast, and C-Spire for
their subaward grant applications through the Alabama Department of Economic and
Community Affairs (ADECA) for the Alabama BEAD (Broadband Equity, Access,
and Deployment) Grant Program. Seconded by Councilmember Conyers, motion
passed unanimously by voice vote.
RESOLUTION NO. 5456-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
That the City Council hereby authorizes Mayor Sherry Sullivan to write letters of support for
Mediacom, Comcast, and C-Spire for their subaward grant applications through the Alabama
Department of Economic and Community Affairs (ADECA) for the Alabama BEAD
(Broadband Equity, Access, and Deployment) Grant Program.
Adopted on this 12th day of May, 2025
_________________________________
Jack Burrell, Council President
Attest:
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 20 of 134
12 May 2025
The following individuals spoke during Public Participation for Non-Agenda
Items:
1) Lou Siemer, 116 Easton Circle, addressed the City Council regarding the
additional inspection services with a not-to-exceed amount of $175,832.35 and
told the City Council to not pay the overage. He said this should not be allowed.
2) Brian Dasinger, citizen of Fairhope – no address given, addressed the City
Council regarding the last City Council meeting. He apologized for letting his
frustration get to the best of him and for calling them names. Ms. Dasinger said
the books situation is still an issue; and told them they need to issue a resolution
for the Library Board to follow the APLS. City Clerk Lisa Hanks stated, would
you mind stating your name and address for the record. Mr. Dasinger said his
name and that he was a representative of the Faith Family Freedom Coalition in
Baldwin County and the Baldwin County Conservative Coalition.
3) Jeanne Raggio, 423 Clubhouse Drive, addressed the City Council and said that
she fully supports the education, the knowledge, and the hard work of the Library
Board. Ms. Raggio said parents are not dropping off children for daycare. She
said the books are knowledge for some and not for others; and the parents know
what their children should read. Ms. Raggio commented she trusts the Library
Board.
4) Joanne Brown, 64 South Ingleside, addressed the City Council and requested that
they remove the speed hump on her street. She said the Street and Traffic
Committee recommended to remove it; and Council President Burrell pulled it
from the agenda. Mayor Sullivan mentioned there was a discrepancy between
both groups. The City Council said they would look into this matter.
5) Don Manuel, 15 Longleaf Circle, addressed the City Council and said The New
Your Times printed “Utopian Dreamers Founded This Alabama City. Now, a
Fight Over Books Is Dividing It.” He said we are getting back bad press.
Council President Burrell stated we all want to follow the law; and the Library
Board is following a long process when someone challenges a book. He said
content changes a lot. He said the APLS is supposed to form an Appeals
Committee; and have not come up with one yet.
Mr. Manuel said that if in compliance, funding would not be paused.
Councilmember Conyers said the APLS wants to see how the Review Process
goes. He said some books have been moved but the two books in question are on
shelves in Libraries across the State. Councilmember Conyers said we have
volunteers and educated Librarians who are working through the Review
Process. Mr. Manuel said he would be willing to be on an unbiased panel and
help; and agreed with The New York Times we are dividing the City.
Council President Burrell commented he trust Councilmember Conyers and said
the City Councilmembers are all conservatives. He said, “Councilmember
Conyers took one of the books after funding was paused. He read the book
“Sold” cover to cover; and told me not only does it belong in the Library but it is
in the right spot in the Library.” Councilmember Conyers said it does have a
tough subject matter.
Page 21 of 134
12 May 2025
Councilmember Robinson said this is something that needs to be moved on. He
said the Library is not intending to be defiant; and the Review Process has been
changed so the Library Board is reviewing the books for a second time.
Councilmember Robinson reiterated again, “a resolution from this City Council
would not move books.” Councilmember Conyers explained what happened with
the APLS and new guidelines. Mayor Sullivan said Spanish Fort’s City Council
is the Library Board but ours is a separate entity and we do not manage the
employees.
Councilmember Robinson said there is still an ongoing process; and our Library
is not intentionally being defiant. The consensus of the City Council was they
will follow the law. Councilmember Robinson stated that when this first began,
he said, “we do not have the authority over where the books are shelved.”
Councilmember Robinson moved to adjourn the meeting. Seconded by
Councilmember Boone, motion passed unanimously by voice vote.
There being no further business to come before the City Council, the meeting
was duly adjourned at 7:32 p.m.
Jack Burrell, Council President
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 22 of 134
STATE OF ALABAMA ) (
:
COUNTY OF BALDWIN ) (
The City Council met in a Work Session
at 4:30 p.m., Fairhope Municipal Complex Council Chamber,
161 North Section Street, Fairhope, Alabama 36532,
on Monday, 12 May 2025.
Present were Council President Jack Burrell, Councilmembers: Corey Martin
(arrived at 5:10 p.m.), Jimmy Conyers, and Kevin Boone, Mayor Sherry Sullivan, City
Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks. Councilmember Jay
Robinson was absent.
Council President Burrell called the meeting to order at 4:30 p.m.
The following topics were discussed:
•The first item on the Agenda was the Presentation by Principal Christina Stacey of
Fairhope East Elementary School. Ms. Stacey showed the City Council her Presentation
titled “Fairhope East Elementary 3 Mil Presentation (See attached Presentation). She said
the 3 mil tax is being used for Interventionists, Instructional Coach, and in the STEAM
lab; and they are very effective. Ms. Stacey told the City Council that the school could
not do this without the 3 mil tax. Council President Burrell asked what the school’s grade
was; and Ms. Stacey replied 97 this year. She thanked the City Council and the Mayor for
helping the schools.
• The next item on the Agenda was the Presentation of the Mid-Year Financial Review by
the City Treasurer Kim Creech titled “Summary Financial Reports Six Months Ended
March 31, 2025.” (A copy of the Presentation is on file in the City Clerk's office). Ms.
Creech went over the highlights of this presentation and answered questions.
•The Discussion: Grand & Bon Secour Drainage Project was next on the Agenda. Public
Works Director George Ladd addressed the City Council and mentioned after Hurricane
Sally in 2020 there were problems with the outfall. He said the sheet water flowing has
caused the structure to fail; and instead of getting better over time it is getting worse.
Based on the estimation he was given, only one-third of the cost is budgeted. Electric
Superintendent Ben Patterson addressed the City Council and said the other problem is
this is a power line utility easement. Mr. Ladd said this would be a permanent fix. The
consensus of the City Council for Mr. Ladd to go out for bids.
•City Engineer Richard Johnson addressed the City Council regarding the Summit Street
Outfall which was damaged in late December and this past Friday afternoon rain event it
has failed completely. He said the City is going to expedite the bid process and requests
that it be walked on May 27, 2025 agenda to award the bid.
•Mr. Johnson addressed the City Council regarding Agenda Items No. 7 and No. 9; and
answered any questions if needed.
•Community Affairs Director Paige Crawford addressed the City Council regarding
Agenda Item No. 22; and answered any questions if needed.
Page 23 of 134
Monday, 12 May 2025
Page -2-
•Police Chief Stephanie Hollinghead addressed the City Council regarding Agenda Item
No. 21; and answered any questions if needed.
•Recreation Director Pat White addressed the City Council regarding Agenda Items No.
10, No. 11, and No. 20; and answered any questions if needed.
•Gas Superintendent Wes Boyett addressed the City Council regarding Agenda Items No.
15 and No. 16; and answered any questions if needed. Council President Burrell said he
would be watching this closely. Mr. Boyett commented the was 100 percent done.
Council President Burrell questioned why they went over the not-to-exceed amount. Mr.
Boyett said they went over on the inspection part; and said it was his fault for not
monitoring the numbers. Councilmember Martin said is does not look good and we can’t
do this. He said this is not the way to do business.
•Electric Superintendent Ben Patterson addressed the City Council regarding Agenda
Items No. 13 and No. 14; and answered any questions if needed.
•Water and Wastewater Superintendent Daryl Morefield addressed the City Council
regarding Agenda Items No. 17, and No. 19; and answered any questions if needed.
•Council President Burrell stated there was need to add on an Agenda Item regarding a
letter of support for a couple of internet providers to apply for the Alabama BEAD
(Broadband Equity, Access, and Deployment) Grant Program.
There being no further business to come before the City Council, the meeting was
duly adjourned at 5:58 p.m.
______________________________
Jack Burrell, Council President
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 24 of 134
14 May 2025
Page 25 of 134
14 May 2025
STATE OF ALABAMA )(
:
COUNTY OF BALDWIN )(
The City Council, City of Fairhope, met in Special-Called Emergency
Session at 4:00 p.m., Fairhope Municipal Complex Council Chamber,
161 North Section Street, Fairhope, Alabama 36532, on
Wednesday, 14 May 2025.
Present were Council President Pro Tempore Jay Robinson, Councilmembers:
Jimmy Conyers, and Kevin Boone, City Attorney Marcus McDowell, and City Clerk
Lisa A. Hanks. Council President Jack Burrell, Councilmember Corey Martin, and
Mayor Sherry Sullivan were absent.
There being a quorum present, Council President Pro Tempore Robinson
called the meeting to order at 4:00 p.m.
The invocation was given by Councilmember Kevin Boone and the Pledge of
Allegiance was recited.
Council President Pro Tempore Robinson read the Resolution Declaring an
Emergency in its entirety. Water and Wastewater Superintendent Daryl Morefield
addressed the City Council and explained the need for the repairs and immediate
action. Council President Pro Tempore Robinson questioned the expected completion
deadline. Mr. Morefield replied approximately six months and will use by-pass
pumps in the interim. Councilmember Conyers questioned the cost of the project.
City Clerk Lisa Hanks commented that these are all budgeted items.
Councilmember Boone introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council of the City of Fairhope
hereby officially declares the May 10, 2025 Catastrophic Damage to the Lift Station at
the Grand Hotel an “Emergency – Public Works Project; approves soliciting informal
bids for immediate repairs to prevent further damage to our infrastructure for vendors and
engineers to Relocate and Build Regional Lift Station with a not-to-exceed of
$2,872,000.00; Reroute and Build Grand Hotel Lift Station with a not-to-exceed of
$750,000.00; and Purchase By-Pass Pumps with a not-to-exceed of $250,000.00.
Seconded by Councilmember Conyers, motion passed unanimously by voice vote.
*
*
Page 26 of 134
14 May 2025
RESOLUTION NO. 5457-25
A RESOLUTION DECLARING AN EMERGENCY
WHEREAS, the City of Fairhope has sustained damage from the rain event that occurred
on May 10, 2025 resulting in catastrophic damage to the Lift Station at the Grand Hotel;
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 May 10,
2025 Catastrophic Damage to the Lift Station at the Grand Hotel 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 to Relocate and
Build Regional Lift Station; Reroute and Build Grand Hotel Lift Station; and Purchase
By-Pass Pumps.
NOW, THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE
CITY OF FAIRHOPE, ALABAMA, WHILE IN REGULAR SESSION ON May 14,
2025, as follows: the City Council of the City of Fairhope hereby officially declares the
May 10, 2025 Catastrophic Damage to the Lift Station at the Grand Hotel an “Emergency
– Public Works Project; approves soliciting informal bids for immediate repairs to
prevent further damage to our infrastructure for vendors and engineers to Relocate and
Build Regional Lift Station with a not-to-exceed of $2,872,000.00; Reroute and Build
Grand Hotel Lift Station with a not-to-exceed of $750,000.00; and Purchase By-Pass
Pumps with a not-to-exceed of $250,000.00.
ADOPTED AND APPROVED THIS 14TH DAY OF MAY, 2025
______________________________
Jay Robinson,
Council President Pro Tempore
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 27 of 134
14 May 2025
Councilmember Boone 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 4:09 p.m.
Jay Robinson,
Council President Pro Tempore
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 28 of 134
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1487
FROM: Richard Johnson, CITY ENGINEER
SUBJECT: City Engineer, Richard Johnson, is requesting an Amendment No. 2
to the Contract Agreement with Watershed for (RFQ PS24-008)
Professional Architectural and Engineering Services for Nature
Center Building Rehabilitation for a not-to-exceed amount of
$4,990.00.
AGENDA
DATE:
May 27, 2025
RECOMMENDED ACTION:
To approve Amendment No. 2 to the Contract Agreement with Watershed for (RFQ
PS24-008) Professional Architectural and Engineering Services for Nature Center
Building Rehabilitation for a not-to-exceed amount of $4,990.00 for Furniture Layout and
Landscape Plan. The new not-to-exceed contract total will be $57,390.00.
BACKGROUND INFORMATION:
This Contract Amendment No. 2 will include the following:
1. Watershed will meet with the City horticulturist and forester to develop and create a
landscape plan and a plant schedule for budget and installation purposes.
2. Watershed will meet with City staff in order to understand furniture needs, then create
furniture plans for the Nature Center, including alternative layouts suited for lectures,
meetings, and events.
3. Watershed will meet with City staff in order to understand wayfinding and interpretive
signage needs, then create signage plans for the Nature Center and overall Nature
Preserve.
4. Watershed will provide a rough estimate of material and installation costs for
furnishings and landscape, signage and interpretive panels.
Contract Amendment No. 2 is an increase of the contract amount of Four Thousand
Nine Hundred Ninety Dollars ($4,990.00). The new not-to-exceed contract amount will
be Fifty-Seven Thousand Three Hundred Ninety Dollars ($57,390.00).
Previous Council Action:
Resolution No. 4943-23 (12/11/2023) enacted a contract with Watershed for
Professional Architectural and Engineering Services for Nature Center Building
Rehabilitation for the not-to-exceed amount of $48,000.00.
Resolution No. 5038-24 (04/08/2024) approved Contract Amendment No. 1 for the
Page 29 of 134
addition of plans for the covered deck for the not-to-exceed amount of $4,400.00.
Resolution No. 5416-25 (04/14/25) authorized the transfer of $100,000.00 from the
General Fund to the Capital Projects Fund for signage and furnishings for the Flying
Creek Nature Preserve (FCNP) and John Martin Nature Center (JMNC).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
103-55892 Nature Center -
House
Improvements
$4,990.00 $4,990.00 $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 30 of 134
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves Amendment No. 2 to the Contract
Agreement with Watershed for (RFQ PS24-008) Professional Architectural and
Engineering Services for Nature Center Building Rehabilitation for a not-to-exceed
amount of $4,990.00, increasing the original contract total to $57,390.00; and
hereby authorize Mayor Sherry Sullivan to execute the contract amendment.
ADOPTED ON THIS 27TH DAY OF MAY, 2025
____________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 31 of 134
Page 32 of 134
Memorandum
From: Richard D. Johnson, P.E., City Engineer
To: Treasury and Purchasing
CC: Parks; File
Date: May 9, 2025
Subject: Watershed – Special A&E Services
Kim and Erin:
As you are aware the City Council appropriated an additional $100,000.00 (see attached memo) for
the greater Flying Creek Nature Preserve (projects) for the following key purposes:
1. Wayfinding and Interpretive Signage
2. Functional Furnishing for meeting rooms, reception and interpretive areas of the JMNC
We estimate that the funding will be distributed roughly in thirds for wayfinding signage, interpretive
signage and furnishings. The final distribution of cost will not be known until they are designed and/or
specified.
These three needs do not fall neatly into any existing project or professional service contract. We
reached out to Watershed (Rebecca Bryant, AIA) who has professional expertise in these three areas
in addition to landscape design.
She proposed the following for a NTE of $4,990.00:
1. Watershed will meet with the city horticulturalist and forester in order to develop a landscape
plan and create a landscape plan and plant schedule for budgeting and installation purposes.
2. Watershed will meet with city staff in order to understand furniture needs, then create furniture
plans for the Nature Center including alternative layouts suited for lectures, meetings, and
events. We will present those layouts along with recommendations for furnishings and refine
based on city feedback.
3. Watershed will meet with city staff in order to understand wayfinding and interpretive signage
needs, then create signage plans for the Nature Center and overall Nature Preserve.
4. Watershed will provide a rough estimate of material and installation costs for furnishings and
landscape, signage and interpretive panels.
These services are ancillary to the overall “Park” project and are not specific to the building remodel
(traditional A&E Services) nor do the fit into the Thompson Professional Services Contract (Park
Project). I am requesting this be a standalone service handled via Purchase Requisition/Order
process.
Thank you for your consideration of this request.
RDJ
Page 34 of 134
Memorandum
From: Richard D. Johnson, P.E., City Engineer
To: Jack Burrell, Council President
Thru: Sherry Sullivan, Mayor
CC: City Clerk; Treasurer; Purchasing; Grants; Public Works - Parks;
File
Date: April 3, 2025
Subject: Request for special funding allocation for the Flying Creek Nature
Preserve (FCNP) and the John Marting Nature Center (JMNC) for
Wayfinding/Interpretive Signage and Nature Center Furnishings
Council President:
The progress of the park improvements at the Flying Creek Nature Preserve (FCNP),
including the John Martin Nature Center (JMNC) are on schedule and the first three
phases of construction are scheduled to be completed by midsummer 2025. In addition,
the following phases are either in planning or design and are making good progress.
These include the active park design on the south tract with the emphasis on off-road
cycling and the next phase of GOMESA funds for the north tract that includes additional
outdoor classrooms, trails, bridges, overlooks, and access to the riverine environment.
As the design teams and city staff have collaborated, we have identified several needs to
be addressed prior to the park opening this summer. They break down in two main areas
of focus:
1. Wayfinding and Interpretive Signage
2. Functional Furnishing for meeting rooms, reception and interpretive areas of
the JMNC
Signage: When FCNP opens, the park will provide all visitors with a plethora of trails to
hike, points of interest to visit, and access to the awesome natural environment of the
preserve. However, the first phases of construction did not contemplate the demand that
would be placed on the parks ability to direct our visitors to all these important elements
of the preserve and then the need to be able to “tell the story” of FCNP and the JMNC.
Examples of signage needed are directional trail signs, trailhead maps, points of interest
signs and interpretive story boards.
Page 35 of 134
Functional Furnishing: The John Martin Nature Center will open with the first phases of
the park project this summer. The center hosts three large classroom/meeting spaces, a
reception area and an interpretive display area. The building construction project does
not include any furnishings beyond specified built-ins. We anticipate immediate interest
from outside groups to host nature-centric events at the center. Unfortunately, for the
remainder of FY2025 there is no budget for furnishings outside of what was budgeted for
park staff spaces. Examples of furnishings needed would include foldable/stackable
chairs, tables, racks, wall monitors, and other furniture to allow multiple setups for use:
classroom, meeting, lecture, etc.
Due to the lead time on signage and potentially the furnishings, we are requesting a
special funding allocation of $100,000.00 for signage and furnishings for the facility. This
will allow the design team and staff to have in place wayfinding and interpretive signage
throughout the preserve and a base furniture package to accommodate group use of the
Nature Center. Our objective is to have all these elements in place at the time of the
Grand Opening of the Flying Creek Nature Preserve. These elements are needed to
serve our citizens and visitors alike.
We estimate that the funding will be distributed roughly in thirds for wayfinding signage,
interpretive signage and furnishings. The final distribution of cost will not be known until
they are designed and/or specified.
Thank you for your consideration of this request.
RDJ
Page 36 of 134
PROPOSAL OF SERVICES 03.12.2025
Nature Center Furnishings and Landscape
4,400 SF Conditioned, 5,581 SF Under Roof
This proposal is for 30 hours of additional services create furniture plans and
landscaping plans for the Flying Creek Nature Center. This is a limited scope of work,
and does not represent full landscape or furniture design services.
Watershed will meet with the city horticulturalist and forester in order to develop a
landscape plan and create a landscape plan and plant schedule for budgeting and
installation purposes.
Watershed will meet with city staff in order to understand furniture needs, then create
furniture plans for the Nature Center including alternative layouts suited for lectures,
meetings, and events. We will present those layouts along with recommendations for
furnishings and refine based on city feedback.
A rough estimate of material and installation costs for furnishings and landscape, and
interpretive panels is provided below. This is a pre-design estimate, and is just
provided to assist with your budgeting and planning.
Additional Services Proposal
Furniture Layout $2,495
Landscape Plan $2,495
Preliminary Estimates for Landscape, Exhibits, and Furnishings
Furnishings, Office, Classrooms, Porch/Deck $50- 75,000
Landscape $75-100,000
Interpretive Signage Fabrication and Install $105,000
300 SF Interpretive Panels, $35/SF
W A T E R S H E D, Building Sustainability I 302 Magnolia Avenue Fairhope, AL l www.watershed.pro I p:251.929.0514
Page 37 of 134
RESOLUTION 0. 5038-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that the City of Fairhope approves Amendment o. 1 to
the Contract Agreement with Watershed for (RFQ PS24-008) Professional
Architectural and Engineering Services for Nature Center Building Rehabilitation for
a not-to-exceed amount of 4 ,400.00 , increasin the original contract total to
$52 ,400 .00 ; and hereby authorize Mayor She y ullivan to execute the contract
amendment.
ADOPTED ON THIS 8TH
Corey Martin , Council President
Attest:
Page 38 of 134
RESOLUTION NO. 4943-23 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 Watershed for Professional Architectural and Engineering Services for (RFQ PS24-008) Nature Center Building Rehabilitation with a not-to-exceed amount of $48,000.00. DULY ADOPTED THIS I I Ti ----Corey Martin. Council President Attest: Li~;&J.L City Clerk Page 39 of 134
Page 40 of 134
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1491
FROM: Daryl Morefield, WATER SUPERINTENDENT
Nicole Love, Grants Coordinator
SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, and the
Grants Coordinator, Nicole Love, have requested to procure twelve
(12) Natural Gas Bypass Pumps for multiple City of Fairhope
Water/Wastewater Department Lift Stations.
AGENDA
DATE:
May 27, 2025
RECOMMENDED ACTION:
To approve the award of Bid No. 25-024 Twelve (12) Natural Gas Bypass Pumps to
Hydra Service, Inc. with a bid proposal not-to-exceed $1,137,855.00 pending approval
from ADCNR. The RESTORE Act of 2012 (Bucket 2) will pay for 75% of the total
project.
BACKGROUND INFORMATION:
A service bid was issued on April 11, 2025, posted to the City of Fairhope's website,
and published in three (3) statewide newspapers and Gulf Coast Media. Two (2)
responsive bids and one (1) non-responsive bid were received at the bid opening on
May 1, 2025 at 2:00 p.m.
The Superintendent of Water/Wastewater recommends the award be made to Hydra
Service, Inc, pending approval from ADCNR. Their low bid price was as follows:
1. Intermediate Lift Station $86,340.00
2. Thompson Hall Lift Station $82,820.00
3. Lakewood Lift Station $75,330.00
4. Carmel Square Lift Station $80,285.00
5. Magnolia Apartments Lift Station $75,330.00
6. Rock Creek 1 Lift Station $87,130.00
7. Baldwin One Lift Station $78,025.00
8. Valley Lift Station $102,435.00
9. Pier Lift Station $102,755.00
10. Mobile Lift Station $75,330.00
11. Quail Creek 1 Lift Station $143,940.00
12. Woodlands Lift Station $148,135.00
Their total low bid response price for twelve (12) natural gas bypass pumps was One
Page 41 of 134
Million One Hundred Thirty-Seven Thousand Eight Hundred Fifty-Five Dollars
($1,137,855.00).
The RESTORE Act of 2012 (Bucket 2) will pay for 75% of the total project.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004020-
59501 Line
50
Waste Water -
Utility System
Imprv
$1,098,934.00 $1,137,855.00 ($38,921.00)
Grant revenue of $820,000.00 for this procurement. City of Fairhope's portion is
$317,855.00.
GRANT:
RESTORE Act of 2012 (Bucket 2)
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 42 of 134
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 Twelve (12)
Natural Gas Bypass Pumps (Bid No. 25-024) for the Water/Wastewater Department.
[2] At the appointed time and place, the following bids were opened and tabulated as
follows:
Hydra Service, Inc.
Morrow Water
Technologies,
Inc.
BBA Pumps, Inc.
$1,137, 855.00 $1,278,192.00 $878,549.00 Total Bid Cost
12 Weeks ARO 12-16 Weeks 30-34 Weeks Estimated Days for Delivery
[3] After evaluating the bid proposals with the required bid specifications, Hydra
Service, Inc. is now awarded the bid for Twelve (12) Natural Gas Bypass Pumps (Bid
No. 25-024) for the Water/Wastewater Department with a not-to-exceed amount of
$1,137,855.00, once approval from ADCNR is received. The RESTORE Act of 2012
(Bucket 2) will pay for 75% of the total project.
Adopted on this 27th day of May, 2025
_________________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 43 of 134
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Page 90 of 134
555 S Section Street / Fairhope, Alabama 36532
251.928.8003 (p) / www.FairhopeAL.gov
COF-PUR-003
091321
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PROJECT REQUEST FORM
Requestor: Daryl Morefield Department: Water/Wastewater
Project Name: RESTORE – B2WQ-FSSO – Lift Station Bypass Pumps (previously generators)
Project Description: Bypass pumps to be installed at 12 lift stations to prevent SSO’s
Project Category: x Bid Professional Service Other:
Budget Amount: $1,098,834 ($820,000 grant) Budget Code:
Budgeted for Current FY: x Yes No
BID INFORMATION
Bid Duration: Project Duration:
Engineer of Record: Richard Johnson
Pre-Bid Meeting: x No Yes Mandatory Non-Mandatory
Scope of Work Provided By: Daryl Morefield Contract Extensions: x No Yes
Project Manager: Daryl Morefield
Insurance Requirements: x Minimum Maximum
Bonds: Bid Performance x Labor & Materials
Related Bids/RF’s None
FORCE ACCOUNT INFORMATION
Force Account Project: No Yes Estimated Amount: Budget Code:
Notes:
SIGNATURES
Requestor: Senior Accountant:
City Treasurer: Mayor:
Page 91 of 134
PRF RESTORE Bypass Pumps
Final Audit Report 2025-01-14
Created:2025-01-09
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAm8-oHABx5G63R-Rupj4xUvFZDi3zp32G
"PRF RESTORE Bypass Pumps" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2025-01-09 - 5:58:31 PM GMT
Document emailed to Daryl Morefield (daryl.morefield@fairhopeal.gov) for signature
2025-01-09 - 5:58:59 PM GMT
Email viewed by Daryl Morefield (daryl.morefield@fairhopeal.gov)
2025-01-09 - 9:33:23 PM GMT
Document e-signed by Daryl Morefield (daryl.morefield@fairhopeal.gov)
Signature Date: 2025-01-09 - 9:33:39 PM GMT - Time Source: server
Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature
2025-01-09 - 9:33:40 PM GMT
Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
2025-01-09 - 9:34:12 PM GMT
Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
Signature Date: 2025-01-09 - 9:38:08 PM GMT - Time Source: server
Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature
2025-01-09 - 9:38:09 PM GMT
Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
Signature Date: 2025-01-14 - 0:24:56 AM GMT - Time Source: server
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2025-01-14 - 0:24:58 AM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2025-01-14 - 12:56:08 PM GMT
Page 92 of 134
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2025-01-14 - 12:56:30 PM GMT - Time Source: server
Agreement completed.
2025-01-14 - 12:56:30 PM GMT
Page 93 of 134
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1493
FROM: Wes Boyett, GAS SUPERINTENDENT
SUBJECT: An Aid to Construction Reimbursement Agreement between the City
of Fairhope Gas Department and Haven at Fairhope – CDA, LLC for
the Utility Relocation at and near the entrance of Gainswood
Subdivision and approximately 1,600’ South of Highway 181 and
County Road 32 Intersection; and to accept the funds (not-to-exceed
$64,804.00) for this relocation project.
AGENDA
DATE:
May 27, 2025
RECOMMENDED ACTION:
That the City Council hereby authorizes Mayor Sherry Sullivan to execute an Aid to
Construction Reimbursement Agreement between the City of Fairhope Gas Department
and Haven at Fairhope – CDA, LLC for the Utility Relocation at and near the entrance of
Gainswood Subdivision and approximately 1,600’ South of Highway 181 and County
Road 32 Intersection; and to accept the funds (not-to-exceed $64,804.00) for this
relocation project.
BACKGROUND INFORMATION:
On February 20, 2025 the City Council awarded Bid No. 25-023: The Superintendent of
Gas Department and Assistant Superintendent of Gas Department recommended the
award be made to Equix Energy Services, LLC. Their low bid price for the Lump Sum
Cost was Sixty-Four Thousand Eight Hundred Four Dollars ($64,804.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
002-40965 Gas-Aid to
Construction
($25,000.00) ($64,804.00) $39,804.00
GRANT:
Page 94 of 134
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 95 of 134
RESOLUTION NO. _____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sherry
Sullivan to execute an Aid to Construction Reimbursement Agreement between the
City of Fairhope Gas Department and Haven at Fairhope – CDA, LLC for the
Utility Relocation at and near the entrance of Gainswood Subdivision and
approximately 1,600’ South of Highway 181 and County Road 32 Intersection; and
to accept the funds (not-to-exceed $64,804.00) for this relocation project.
DULY ADOPTED THIS 27TH DAY OF MAY, 2025
_______________________________
Jack Burrell, Council President
Attest:
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 96 of 134
Sherry Sullivan
Mayor
Council Members:
Kevin G. Boone
Jay Robinson
Jack Burrell, ACMO
Jimmy Conyers
Corey Martin
Lisa A. Hanks, MMC
CityOerlc
Kimberly Creech
Treasurer
161 North Sect ion St.
PO Drawer 429
Fairhope, AL 36533
251-928-2136 (p)
2S1-928-6776 (f)
www.fairhopeal.gov
Aid In Con OD
REIMBURSEMENT AGREEMENT
Th i s aid in construction re i mbursement is made this
2ol 5 by and between:
day of
____ C_ity_._o_f _F_ai_rh_o_.p_e_G_a_s_D_e.._pa_rt_m_e_nt ____ _.(Munidpo/ity/OwnerJ.
With primary offices located at:
___ s_ss_so_ut_h_Se_c_t_io_n_S_t."""F-'-a_ir_h...,.op._e'-A-'-L""",..;;.3..;..65;;.;3;;.;;;2'----(Address).
And : ( Company/Developer).
With primary offices located at:
(J).I 0~"'-'" 8k,t_, Sle. Jol (Address).
(.»..,' ,..j._ LA ~JJ
Wher eas, the cc/m pany/deve loper has requested the relocat ion of a portion o f
the utility i n conflict in order to accommodate the deve lopers project needs re lated to
"The Haven at Fairho pe" deve lop m en t at an d ne ar th e e ntrance of Ga inswood
Subdivision and app roxjmatel y 1 ,600' South of Hwy 181 & CR 32 Intersection,
w hereas, the developer has agreed to reimburse the City of Fairhope all costs related
to the re locati on as outlined in this agreement. All.costs shall be pajd io advanc.e._m
m ob i lization of the service prov ide r. Re fu nds it any, will be processed In t he
norma l course of busi ness .
Utility Relocation: Natural Gas
Project # 25023
Approximate Footage: 2,000'
Material Type: Polyethylene (4")
Method of Install: Directional Bore
Estimated Reimbursement : $64,804 (Not-to-exceed)
Contractor Performing Work: Equ ix Energy Services LLC
The City of Fairhope
Fairhope Gas Department
Printed Na m e : _________ Pr i nted Name: Cooer Jh . [)-'13,.;_J
Title : ___________ T it le; Gt.,r.tr.J fY\o.....,-o.y
Signature = ------------Signature: ~ -'n l m. ~
Page 97 of 134
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1488
FROM: Hannah Noonan, Human Resources Director
George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The Director of Human Resources, Hannah Noonan, is requesting
that Mayor Sherry Sullivan is authorized to execute a contract with
Genesis Technical Staffing, Inc. to supply temporary employees to
supplement the existing workforce. These services are exempt
pursuant to Code of Alabama 1975, Section 41-16-51.
AGENDA
DATE:
May 27, 2025
RECOMMENDED ACTION:
To approve authorization of Mayor Sherry Sullivan to execute a contract with Genesis
Industrial Staffing, Inc. to supply temporary employees to supplement the existing
workforce. These services are exempt pursuant to Code of Alabama 1975, Section 41-
16-51. Authorize Treasurer to transfer $50,000.00 from Sanitation Salaries 005030-
50040 to Temp Contract Labor 005030-50245.
BACKGROUND INFORMATION:
The Director of Human Resources, Hannah Nooonan, and the Director of Public Works,
George Ladd, are requesting approval for Mayor Sherry Sullivan to sign the Genesis
Industrial Staffing, Inc. General Staffing Agreement to supply temporary staff as
needed. Genesis Industrial Staffing, Inc. can provide staffing for the Sanitation
Department and provide workers' compensation insurance.
They are also requesting to authorize the Fifty Thousand Dollars ($50,000.00) from
Sanitation Salaries 005030-50040 to Temp Contract Labor 005030-50245.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
005030-
50245
Temp Contract
Labor
$0.00 $50,000.00 ($50,000.00)
Authorize FY25 Budget Transfer:
005030-50040 Sanitation Salaries ($50,000.00)
Page 98 of 134
005030-50245 Sanitation Temp Contract Labor $50,000.00
GRANT:
N/A
LEGAL IMPACT:
City Attorney approved terms and conditions of the General Staffing Agreement with
changes. Vendor agreed to the changes.
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 99 of 134
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
Genesis Industrial Staffing, Inc. to supply temporary employees to supplement the
existing workforce. These services are exempt pursuant to Code of Alabama 1975,
Section 41-16-51. Authorize Treasurer to transfer $50,000.00 from Sanitation Salaries
005030-50040 to Temp Contract Labor 005030-50245.
ADOPTED THIS 27TH DAY OF MAY 2025
Jack Burrell, Council President
ATTEST:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 100 of 134
1
General Staffing Agreement
Genesis Industrial Staffing, Inc., and Genesis Technical Staffing, Inc., with the principal office
located at 3517 Laughlin Drive, Mobile, AL 36693 (“STAFFING FIRM”), City of Fairhope and all
locations, with its principal office located a t 560 S. Section Street, Fairhope, Alabama, 36532
(“CLIENT”) agree to the terms and conditions set forth in this Staffing Agreement (the “Agreement”).
STAFFING FIRM
1. Duties and Responsibilities
STAFFING FIRM will
a. Recruit, screen, interview, hire, and assign its employees (“Assigned Employees”) to perform the
type of work described on Exhibit A under CLIENT’s supervision at the locations specified on
Exhibit A and will, as the common law employer of Assigned Employees, be responsible for the
following;
b. Pay Assigned Employees’ wages and provide them with the benefits that STAFFING FIRM offers
to them;
c. Pay, withhold, and transmit payroll taxes; provide unemployment insurance and workers ’
compensation benefits; and handle unemployment and workers’ compensation claims involving
Assigned Employees;
d. Require Assigned Employees to sign agreements (in the form of Exhibit B) acknowledging that
they are not entitled to holidays, vacations, disability benefits, insurance, pensions, or retirement
plans, or any other benefits offered or provided by CLIENT; and
e. Require Assigned Employees to sign confidentiality agreements (in the form of Exhibit C) before
they begin their assignments to CLIENT.
f. Comply with federal, state and local labor and employment laws applicable to Assigned
Employees, including the Immigration Reform and Control Act of 1986; the Internal Revenue
Code (“Code”); the Employee Retirement Income Security Act (“ERISA”); the Health Insurance
Portability and Accountability Act (“HIPAA”); the Family Medical Leave Act; Title VII of the Civil
Rights Act of 1964; the Americans with Disabilities Act; the Fair Labor Standards Act; the
Consolidated Omnibus Budget Reconciliation Act (“COBRA”); the Unif ormed Services
Employment and Reemployment Rights Act of 1994;and, as set forth in subparagraph g. below,
the Patient Protection and Affordable Care Act (ACA).
g. Staffing Firm Health Coverage Offered on Behalf of Client
Although the parties intend that STAFFING FIRM and not CLIENT be deemed the common law
employer (within the meaning of Treas. Reg. § 31.3401(c)-1(c)) of Assigned Employees and that
such employees be deemed the common law employees of STAFFING FIRM and not CLIENT,
the parties nevertheless intend to satisfy the requirements of Treas. Reg. § 54.4980H-4(b)(2),
under which an offer of group health plan coverage made by STAFFING FIRM is treated as an
offer of coverage by CLIENT for all purposes of Code § 4980H, provided that certain criteria are
satisfied. Accordingly, CLIENT agrees to pay STAFFING FIRM, in addition to the rates set forth
in Exhibit A, an additional fee not to exceed the amount of $3 50.00 per month for each month
during which an employee placed with CLIENT by STAFFING FIRM is enrolled in group health
plan health coverage offered by STAFFING FIRM.
Page 101 of 134
2
h. Comply with all provisions of the ACA applicable to Assigned Employees, including the employer
shared responsibility provisions relating to the offer of “minimum essential coverage” to “full -time”
employees (as those terms are defined in Code §4980H an d related regulations) and the
applicable employer information reporting provisions under Code §6055 and §6056 and related
regulations.
1.2 Insurance
a. STAFFING FIRM will cover STAFFING FIRM’s staffing operations for CLIENT with at least the
following types and limits of insurance or other coverage:
b. Workers’ compensation benefits or coverage on the Assigned Employees, in amounts no less
than required by law Employer’s liability insurance with limits of $ 1,000,000.
c. Commercial general liability insurance, including personal injury, contractual liability, and property
damage, with limits of $1,000,000.
d. Umbrella liability insurance with limits of $5,000,000.
e. Commercial automobile liability insurance with limits of $1,000,000 on vehicles owned, leased,
or rented by STAFFING FIRM
1.3 Right to Control
a. In addition to STAFFING FIRM’S duties and responsibilities set forth in paragraph 1, STAFFING
FIRM, as the common law employer, has the right to physically inspect the work site and work
processes; to review and address, unilaterally or in coordination with CLIENT, Assigned
Employee work performance issues; and to enforce STAFFING FIRM’s employment policies
relating to Assigned Employee conduct at the worksite.
CLIENT
2. Duties and Responsibilities
CLIENT will
a. Properly supervise Assigned Employees performing its work and be responsible for its business
operations, products, services, and intellectual property;
b. Properly supervise, control, and safeguard its premises, processes, or systems, and not permit
Assigned Employees to operate any vehicle or mobile equipment, or entrust them with
unattended premises, cash, checks, keys, credit cards, merchandise, confid ential or trade secret
information, negotiable instruments, or other valuables without STAFFING FIRM ’s express prior
written approval or as strictly required by the job description provided to STAFFING FIRM;
c. Provide Assigned Employees with a safe work site and provide appropriate information, training,
and safety equipment with respect to any hazardous substances or conditions to which they may
be exposed at the work site;
d. Not change Assigned Employees’ job duties without STAFFING FIRM’s express prior written
approval; and
e. Exclude Assigned Employees from CLIENT’s benefit plans, policies, and practices, and not make
any offer or promise relating to Assigned Employees’ compensation or benefits.
Page 102 of 134
3
3. Payment Terms, Bill Rates, and Fees
a. CLIENT will pay STAFFING FIRM for its performance at the rates set forth on Exhibit A and will
also pay any additional costs for Assigned Employee, such as state requires, Jury Duty and sick
time pay requirements, or any other unforeseen cost that will be required by state and federal law
to pay to Assigned employees or fees outlined in this Agreement. STAFFING FIRM will invoice
CLIENT for services provided under this Agreement on a weekly basis. Payment is Due 15 days
from receipt of invoice. Invoices will be supported by the pertinent time sheets or other agreed
systems for documenting time worked by the Assigned Employees. CLIENT’s signature or other
agreed method of approval of the work time submitted for Assigned Employees certifies that the
documented hours are correct and authorizes STAFFING FIRM to bill CLIENT for those hours. If
a portion of any invoice is disputed, the CLIENT will pay the undisputed portion.
b. For all invoices that are fifteen (15) days past due, according to the agreed upon terms, Genesis
Technical Staffing, Inc. reserves the option to assess a 1.50% late fee per week.
c. Assigned Employees are presumed to be nonexempt from laws requiring premium pay for
overtime, holiday work, or weekend work. STAFFING FIRM will charge CLIENT special rates for
premium work time only when an Assigned Employee’s work on assignment to CLIENT, viewed
by itself, would legally require premium pay and CLIENT has authorized, directed, or allowed the
Assigned Employee to work such premium work time. CLIENT’s special billing rate for premium
hours will be the same multiple of the regular billing rate as STAFFING FIRM is required to apply
to the Assigned Employee’s regular pay rate. (For example, when federal law requires 150% of
pay for work exceeding 40 hours in a week, CLIENT will be billed at 150% of the regular bill rate.)
d. Client-approved holiday and vacation pay will be billed at the pay rate plus applicable taxes at
core costs.
4. Direct Hire Terms
a. For employees you wish to hire on a direct basis where we advertise, recruit, and pre -screen staff
employees for your firm, a direct hire fee of 20% of the employee’s annual salary will be
charged. Temporary or contract employees may be hired on direct after 720 hours without any
additional obligation or fee. Contract employees who you choose to hire on a direct basis prior to
720 hours of continuous service will be charged a buyout fee on a prorated basis. Such a Direct
Hire Fee will be fully earned upon arrival of the candidate on the candidate’s first scheduled day
of work. Notwithstanding the sentence immediately preceding, in the event that the C LIENT pays
STAFFING FIRM a Referral Fee to obtain an employee, but the employee voluntarily leaves the
hire of CLIENT or is terminated for cause before the end of ninety (90) calendar day period from
the date of hire, STAFFING FIRM may, at its option, either provide a replacement employee who
is acceptable to CLIENT within Thirty (30) days or refund to CLIENT the fees paid to STAFFING
FIRM based upon the length of time the employee was actually employed by CLIENT according
to the following basis:
0-30 day 100% refund of fees or replacement within 30
days
31-60 days 75% refund of fees
61-90 days 50% refund of fees
Over 90 days No refund of fees
Page 103 of 134
4
5. Confidential Information
a. Both parties may receive information that is proprietary to or confidential to the other party or its
affiliated companies and their clients. Both parties agree to hold such information in strict
confidence and not to disclose such information to third par ties or to use such information for any
purpose whatsoever other than performing under this Agreement or as required by law. No
knowledge, possession, or use of CLIENT’s confidential information will be imputed to STAFFING
FIRM as a result of Assigned Employees’ access to such information.
6. Cooperation
a. The parties agree to cooperate fully and to provide assistance to the other party in the
investigation and resolution of any complaints, claims, actions, or proceedings that may be
brought by or that may involve Assigned Employees.
7. Miscellaneous
a. Provisions of this Agreement, which by their terms extend beyond the termination or nonrenewal
of this Agreement, will remain effective after termination or nonrenewal .
b. Each provision of this Agreement will be considered severable, such that if any one provision or
clause conflicts with existing or future applicable law or may not be given full effect because of
such law, no other provision that can operate without the co nflicting provision or clause will be
affected.
c. This Agreement and the exhibits attached to it contain the entire understanding between the
parties and supersede all prior agreements and understandings relating to the subject matter of
the Agreement.
d. The provisions of this Agreement will inure to the benefit of and be binding on the parties and
their respective representatives, successors, and assigns.
e. The failure of a party to enforce the provisions of this Agreement will not be a waiver of any
provision or the right of such party thereafter to enforce each and every provision of this
Agreement.
f. CLIENT will not transfer or assign this Agreement without STAFFING FIRM’s written consent.
g. Client will not directly or indirectly recruit, induce, solicit, or employ any person who is considered
an active employee of Genesis Technical Staffing, Inc. or Genesis Industrial Staffing, Inc.
h. Any notice or other communication will be deemed to be properly given only when sent via the
United States Postal Service or a nationally recognized courier, addressed as shown on the first
page of this Agreement.
i. Neither party will be responsible for failure or delay in performance of this Agreement if the failure
or delay is due to labor disputes, strikes, fire, riot, war, terrorism, acts of God, or any other causes
beyond the control of the nonperforming party.
8. Term of Agreement
a. The Agreement may be terminated by either party upon thirty (30) days written notice to the other
party, except that, if a party becomes bankrupt or insolvent, discontinues operations, or fails to
make any payments as required by the Agreement, either part y may terminate the agreement
upon 24 hours written notice.
Page 104 of 134
5
10. Separate Companies
a. The parties acknowledge that Genesis Industrial Staffing, Inc. and Genesis Technical Staffing,
Inc. are separate companies. Because Client may utilize the services of both companies, this
general staffing agreement refers to both companies. However, the provisions of this agreement
with regard to each Assigned Employee only apply to t he staffing firm by which such Assigned
Employee is actually employed.
Authorized representatives of the parties have executed this Agreement below to express the
parties’ agreement to its terms.
Page 105 of 134
6
CITY OF FAIRHOPE GENESIS INDUSTRIAL STAFFING, INC.
GENESIS TECHNICAL STAFFING, INC.
Signature
Sherry Sullivan
Mayor
Signature
Clarissa L. Hamilton
President
Date Date
Page 106 of 134
7
Exhibit A
Rate Schedule
Job Title or Description Markup for Services
Public Works
1.45% ST and 1.35 %OT
Parks & Recreation
1.40% ST and 1.30% OT
Public Utilities
1.40% ST and 1.30% OT
Office/Administrative
1.40% and 1.30% OT
Direct Hire
20% Annual Salary
CITY OF FAIRHOPE GENESIS INDUSTRIAL STAFFING, INC.
GENESIS TECHNICAL STAFFING, INC.
Signature
Sherry Sullivan
Mayor
Signature
Clarissa L. Hamilton
President
Date Date
Page 107 of 134
8
EXHIBIT B
Benefits Waiver for Assigned Employees
In consideration of my assignment to CITY OF FAIRHOPE by Genesis Industrial Staffing, Inc., I agree that
I am solely an employee of Genesis Industrial Staffing, Inc. and Genesis Technical Staffing, Inc., for
benefits plan purposes and that I am eligible only for such benefits as Genesis Industrial Staffing, Inc. and
Genesis Technical Staffing, Inc. may offer to me as its employee. I further understand and agree that I am
not eligible for or entitled to participate in or make any claim upon any benefit plan, policy, or practice offered
by CITY OF FAIRHOPE its parents, affiliates, subsidiaries, or successors to any of their direct employees,
regardless of the length of my assignment to CITY OF FAIRHOPE by Genesis Industrial Staffing, Inc. and
Genesis Technical Staffing, Inc regardless of whether I am held to be a common-law employee of CITY OF
FAIRHOPE for any purpose; and therefore, with full knowledge and understanding, I hereby expressly waive
any claim or right that I may have, now or in the future, to such benefits and agree not to make any claim for
such benefits.
Signature: ________________________________________ Date:______________________
Print Name:_ _____________________________________________________________________
EXHIBIT C
Confidentiality Agreement for Assigned Employees
As a condition of my assignment by Genesis Industrial Staffing, Inc., to CITY OF FAIRHOPE. I hereby
agree as follows:
I will not use, disclose, or in any way reveal or disseminate to unauthorized parties any information I gain
through contact with materials or documents that are made available through my assignment at CITY OF
FAIRHOPE or which I learn about during such assignment.
I will not disclose or in any way reveal or disseminate any information pertaining to CITY OF FAIRHOPE or
its operating methods and procedures that come to my attention as a result of this assignment.
Under no circumstances will I remove physical or electronic documents or copies of documents from the
premises of CITY OF FAIRHOPE.
I understand that I will be responsible for any direct or consequential damages resulting from any violation of
this Agreement. The obligations of this Agreement will survive my employment by Genesis Industrial
Staffing, Inc. and Genesis Technical Staffing, Inc.
Signature: ________________________________________ Date:______________________
Print Name:____________________________
Page 108 of 134
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1490
FROM: Chris Ellis, Fire Chief
SUBJECT: Fire Chief, Chris Ellis, is requesting the procurement of a qualified
consultant to perform on-site NFPA 1580-Compliant Firefighter
physicals, including ultrasound screenings.
AGENDA
DATE:
May 27, 2025
RECOMMENDED ACTION:
To approve the procurement of on-site NFPA 1580-Compliant Firefighter physicals,
including ultrasound screenings by VITALExam, LLC. and authorize Mayor Sherry
Sullivan to execute the agreement for a not-to-exceed cost of $33,000.00.
BACKGROUND INFORMATION:
Fire Chief, Chris Ellis, is requesting the procurement of a qualified consultant to perform
on-site NFPA 1580-Compliant Firefighter physicals, including ultrasound screenings.
VITALExams, LLC. provides the on-site NFPA-Compliant Firefighter physicals, including
ultrasound screenings. Their standard cost for exams is $600.00 per person.
The Fire Chief is requesting a not-to-exceed contract amount of Thirty-Three Thousand
Dollars ($33,000.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001200-
50235
Fire - Physicals $33,000.00 $33,000.00 ($0.00)
GRANT:
N/A
LEGAL IMPACT:
City Attorney has review the contract.
Page 110 of 134
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 111 of 134
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
VITALExam, LLC to perform NFPA 1850-compliant physical examinations and
testing of Fairhope Volunteer Fire Department volunteer firefighters and employees.
These services are exempt pursuant to Code of Alabama 1975, Section 41-16-51(3).
DULY ADOPTED THIS 27TH DAY OF MAY, 2025
_______________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 112 of 134
CONTRACT
AGREEMENT BETWEEN THE CITY OF FAIRHOPE
AND VITALEXAM, LLC
TO PROVIDE PROFESSIONAL CONSULTING AND RELATED SERVICES
FOR EMPLOYEE PHYSICAL EXAMINATIONS 2025
THIS AGREEMENT is made and entered into as of the ___ day of ___________, 2025,
by and between the City of Fairhope, an Alabama municipal corporation located at 161 North
Section Street, Fairhope, AL 36532 (hereinafter sometimes referred to as the "City" or the
"Client"), and VITALExam, LLC, a Florida limited liability company located at 945 West
Michigan Avenue, Suite 10B, Pensacola, Florida 32505 (hereinafter referred to as the
"Consultant"), whereby the Consultant will provide professional consulting and related services to
the Client as hereinafter specified, through individuals possessing a high degree of professional
skill where the personality of the individual will play a decisive role and which is thereby exempt
from the Alabama Competitive Bid Law, Ala. Code §41‐16‐51(a)(3) (1975), for the consideration
as set forth herein as follows:
WHEREAS, the Client desires to have performed physical examinations and testing of
Fairhope Volunteer Fire Department volunteer firefighters and employees, which the Client
believes will promote the efficient operation of government; and
WHEREAS, Consultant has made a proposal to the Client to provide such professional
consulting services and has represented to the Client that it is staffed with personnel knowledgeable
and experienced in such matters as to be able to provide those services to the Client in a professional
and competent manner; and
WHEREAS, Client has selected and desires to contract with Consultant to provide such
services.
NOW, THEREFORE, this agreement is made and entered into on the date first above
written by and between the Client and Consultant, as follows:
1. Scope of Services: Consultant agrees, for the consideration as stated herein, to provide
professional consulting and related services to the Client in regard to physical examinations
and testing as more particularly set forth in EXHIBIT A: “Statement of Work” AND in
Consultant's proposal to Client as set forth in EXHIBIT B: “VITALExam Services Pricing
Quote”, each of which is adopted and incorporated herein by reference, except to the extent
of a conflict with the terms and conditions herein, in which case the provisions herein shall
prevail.
2. Time of Performance: Consultant agrees to provide services on a date agreed upon with
the Client’s designee and to complete its commitments within 12 months of the execution
of this agreement.
Page 113 of 134
3. Compensation: The Client agrees to pay Consultant for each standard physical exam
administered, at a rate of $600 per exam. If any additional testing is administered, services
will be invoiced at the rates specified in Exhibit B. If a scheduled exam is missed due to
the patient failing to show at the scheduled time or failing to provide at least 48 hours'
notice of cancellation, the Client shall be responsible for the full cost of the exam as
outlined in this Agreement. This amount shall be invoiced by the Consultant and payable
by the Client under the same terms as other invoices. Payment shall be made to Consultant
within thirty (30) days after receipt of invoice.
4. Client Responsibilities: Client shall:
a. Provide a list of all personnel to be tested. This list shall be provided at least two
weeks prior to the date exams are scheduled to commence. Such list shall include
each individual’s legal name, gender, date of birth, email address, and contact
phone number;
b. Provide access to its personnel to be tested and examined;
c. Assist with scheduling the testing of its personnel; and
d. Provide facilities and certain equipment in which the Consultant shall conduct
testing and examination, as further specified in Exhibit A.
5. Confidentiality: Consultant shall comply with all applicable federal, state, and local laws
regarding medical information, records, test results, and any other data connected from
Client’s employees.
6. Reports: Consultant shall furnish a final written report to the Client upon completion of
the services. Notwithstanding the foregoing, all patient medical information and related
records will be strictly confidential between the employee and Consultant.
7. Insurance: Consultant shall maintain workers’ compensation, employer’s liability, auto
liability, commercial general liability, and professional liability insurance policies
throughout the duration of this agreement, each in an amount acceptable to the Client. Upon
the execution and delivery of this agreement, and upon request by the Client, Consultant
shall provide Client with one or more certificates of insurance evidencing such coverage
and naming the Client as an additional insured.
8. Notices: The representative of the City of Fairhope for this agreement shall be Sherry
Sullivan, Mayor. Any notices required shall be in writing and be sent either by U.S. Mail
or by email to the addresses below:
Notice to Client Notice to Consultant
Sherry Sullivan, Mayor Marci Vitale
City of Fairhope VITALExam
161 North Section Street 945 W Michigan Ave, Suite 10B
Fairhope, AL 36532 Pensacola, FL 32505
Page 114 of 134
9. Authorization to Execute: Each party hereby guarantees, warrants, and represents to the
other that the individual or individuals signing this Agreement on behalf of such party have
the power, authority and legal capacity to sign this Agreement.
10. Force Majeure: Neither party to this Agreement shall hold the other party responsible for
damages or delay in performance caused by acts of God, strikes, lockouts or other
circumstances beyond the reasonable control of the other or the other party's employees,
agents or contractors.
CITY OF FAIRHOPE VITALEXAM, LLC
Sherry Sullivan, Mayor Marci Vitale, CEO
Date Date
Page 115 of 134
EXHIBIT A
STATEMENT OF WORK
1. Exam Requirements: Consultant will perform comprehensive medical exams for Client's
personnel pursuant to guidelines set forth by, but not limited to, the National Fire Protection
Association ("NFPA") in NFPA 1582 - Standard on Comprehensive Occupational Medical
Program for Fire Departments; NFPA 1583 - Standard on Health- Related Fitness Programs
for Fire Department Members; and IAFF/IAFC Fire Service Joint Labor Management
Wellness Fitness Initiative (WFI). Exams will include a health risk assessment and a complete
medical history review to determine any health conditions that would prevent, or could be
aggravated by, the employee performing their duties. The medical history shall also include
any significant changes, job-related exposures, and new symptoms since the previous medical
evaluation. Unless Client agrees to exempt certain tasks for specific exams, the services to be
provided will consist of the following tasks:
a. Physical Examination by Licensed Healthcare Practitioner
i. Full medical history review and current health assessment
1. Previous occupational exposures, vaccinations, medications
2. PTSI and behavioral health screening
3. Sleep assessment screening
ii. Full-body physical examination
1. Titmus V4 vision screening (near/far acuity, color, peripheral, depth
perception)
2. Vital signs
3. ASCVD 10-yr Heart Disease Risk Calculation (over 40 years of age)
4. Audiometry
5. Skin cancer screening
6. Breast exam with self-breast exam education (males and females)
iii. Laboratory blood tests
1. Complete Blood Count
2. Comprehensive Metabolic Panel (blood count, electrolytes, etc.)
3. Lipid Panel (cholesterol)
4. Diabetes (HbA1c and fasting glucose)
5. Thyroid Stimulating Hormone (TSH)
6. Testosterone (men)
7. Prostate Specific Antigen (PSA in men)
8. Cancer antigen 125 (ovarian protein marker in women)
9. Complete urinalysis with microscopic examination
10. Any additional tests as requested by the department
iv. Personal consultation with review of results by Licensed Healthcare
Practitioner
v. Follow-up in 1 to 6 months depending on individual needs
b. Cardiopulmonary and fitness evaluation by Exercise Physiologist
i. Resting 12-lead ECG
ii. Submaximal treadmill cardiac stress test with ECG
iii. Pulmonary Function Test (Spirometry: FVC, FEV1, FEV1/FVC Ratio)
iv. Muscular Strength and Endurance Evaluation (Jackson Strength Evaluation)
Page 116 of 134
v. Aerobic Endurance Evaluation (VO2 Max Calculation)
vi. Flexibility Evaluation
vii. Body Weight and Composition
viii. Nutrition and Diet Recommendations
ix. Personal Fitness Recommendations
c. Multi-organ Ultrasound Screening for abnormalities by Registered Sonographer
i. Focused transthoracic echocardiogram (left ventricular ejection fraction, aortic
root diameter)
ii. Carotid artery assessment (plaque, intima-media thickness)
iii. Abdominal aorta
iv. Thyroid
v. Abdomen (liver, pancreas, gall bladder, kidneys, and spleen)
vi. Bladder
vii. Scrotum
viii. Transabdominal prostate (men)
ix. Transabdominal pelvic (women, ovaries and uterus)
2. Service Standards
a. Consultant will exercise generally accepted professional standards applicable to
medical diagnosis and treatment in the State of Alabama.
b. Consultant will provide accurate results using lab facilities meeting Clinical Laboratory
Improvement Act (CLIA) and College of American Pathologists (CAP) accreditation
standards, or equivalent.
c. Consultant to provide individual consultations to review test results and provide
recommendations for medical interventions and behavioral and training modifications
within two weeks of exam completion.
d. Consultant to provide department-wide recommendations for programs and training to
reduce the chance of injury and illness.
e. Consultant to conduct testing and consultations in a reasonably accessible location
provided by the Client in a convenient manner for the Client and its employees to
induce the greatest voluntary level of participation in program testing and the least
inconvenience to department operations.
f. Consultant and Client to market program services and benefits to target population to
encourage maximum participation.
g. Consultant will securely collect, compile, store, and communicate program data
relating to the employee's annual physical and:
i. Provide results of the exam in confidential, patiently friendly format to
individual employees in a manner consistent with AMA Ethics Opinion 2.1.5,
or equivalent.
ii. Not sell or market any personal or protected health information.
h. Consultant will provide physical exam results that reveal conditions that dictate further
testing or treatment to the employee for follow-up with the employee's own primary
care practitioner.
i. Consultant will ensure that Final Evaluations will be reviewed and signed by an
Alabama licensed MD, DO, ARNP or PA.
j. Client will provide a key/access card to the Consultant's licensed healthcare practitioner
for the facility where exams are to be performed.
Page 117 of 134
3. Implementation and Scheduling
a. Consultant will provide exams and services in several scheduled concentrated multi-
day service. Actual frequency and duration of on-site sessions will be coordinated
between Consultant and Client.
b. Consultant will conduct up to 15 exams per day on an 11-hour, 3-day schedule Tuesday
through Thursday. Exams will be scheduled in 30-minute intervals and take
approximately two hours to complete. Start and end times will be coordinated with the
Client.
c. Client will provide Consultant 4 Rooms to accommodate the following components:
i. Biometrics, vision screening, and audiometry (area with minimal noise
required)
ii. Ultrasound screenings
iii. Cardiopulmonary/fitness evaluations
iv. Physical exam and review of results with provider
d. Set-up, equipment, and associated costs will be the responsibility of Consultant.
e. On-site location, space, treadmill, high-speed wireless internet access, and overhead
will be provided by the Client.
f. Consultant equipment maintenance will be performed by Consultant and will be kept
clean and sanitized. All equipment will be kept in optimal working order or
repaired/replaced within a reasonable time frame.
g. Consultant commits that all equipment used will be state of the art and owned by
Consultant. The equipment is portable and easily set up by Consultant's staff.
h. Consultant will bring portable exam tables as well as all the equipment necessary to
completely provide the comprehensive medical and fitness exams, except that the
Client will provide the treadmill and secure wireless internet access. Consultant will
provide the following specific equipment:
i. Ultrasound Unit: GE Logiq e R9
ii. ECG Stress Unit: GE CardioSoft
iii. Spirometer: ndd Easy-on PC
iv. Audiometry Equipment: Maico audiometer with sound-resistant headphones
(soundproof booth not included)
4. Reporting
a. Consultant will provide employees copies of examination and test results through
Consultant's Patient Portal on the day of their exam.
5. Insurance
a. See Contract between the parties, page 6, section XIV. INSURANCE.
6. Billing and payment
a. See Contract between the parties, page 2, section III. COMPENSATION.
b. Invoices will be itemized to reflect the services provided. Care will be taken to
minimize personally identifiable information to maintain patient confidentiality in any
invoices provided to Client. Invoiced services will be at the rates indicated in Exhibit
B.
Page 118 of 134
QUOTE
945 West Michigan Avenue, Suite 10B • Pensacola, Florida 32505 • (888) 850 -EXAM (3926) • VITALExam.com
Chris Ellis, Fire Chief January 8, 2025
Fairhope Volunteer Fire Department
198 South Ingleside St
Fairhope, AL 36532
Dear Chief Ellis ,
Thank you for the opportunity to provide you with a quote for VITALExam’s comprehensive
wellness screening services. I have included the pricing for our standard package, along with
available additional services – all of which are customizable and can be tailored to your department’s
needs. We are also happy to provide the same services and pricing to famil y members and other
invitees as scheduling permits.
Standard Package Price
Comprehensive Public Safety Physical Exams
and Cancer Screenings $600
TOTAL PRICE PER EXAM $600
Additional Tests Available Price
Advanced Cardiac Risk Panel $99
Advanced Lipid Panel (NMR LipoProfile) $65
CT Coronary Artery Calcium Score
Administered at USA Health in Mobile $100
Low-Dose CT Lung Screening
Administered at USA Health in Mobile $130
Tumor Marker Lab Tests (Cancer Antigens) $125
Microalbumin (uACR - Kidney Function Urine Test) $25
Amylase & Lipase (Pancreatic Enzymes) $25
Hepatitis B Screening and Immunity Status $55
ColoFIT Take-Home Fecal Occult Blood Test $45
QuantiFERON Gold (TB) Lab Test $75
VITALExam values your consideration for delivering integrative, comprehensive physicals to your
department. We strive to foster a trusting rapport founded by our clinical expertise and passion to
improve the physical and mental vitality of your firefighters !
I look forward to the opportunity to answer any questions you may have. Thank you !
Respectfully,
Dr. Marci Vitale, DNP , FNP-BC, AGACNP-BC
Nurse Practitioner
Founder & CEO
Page 119 of 134
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Chris Ellis Date: May 9,2025
Department: Fire Department
Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Resolution
Under $5,000 No restrictions Not Required N/A N/A N/A
Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A
Greater than:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$30,000
Utilities - $10,001 - $30,000
Operational Budgeted Three Treasurer N/A N/A
Over $30,000 Operational Budget* State Bid List or
Buying Group
Treasurer/Mayor N/A N/A
Over $30,000/$100,000 Operational Budgeted Bids Council Required Required
Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required
*Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an
approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution.
**Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of
the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases.
QUOTES
Vendor Name Vendor Quote
1. Vital Exam $ 33,000
2. Click or tap here to enter text. $
3. Click or tap here to enter text. $
Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group
☒ Sole Source (Attach Sole Source Justification)
ITEM OR SERVICE INFORMATION
1. What item or service do you need to purchase? Firefighter Physicals and Cancer Screening
2. What is the total cost of the item or service? 33,000
3. How many do you need? 55 Physicals/cancer screenings
4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request
5. Vendor Name (Lowest Quote): Vital Exam
6. Vendor Number: 9621
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: 50235
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 120 of 134
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1527
FROM: Fairhope Airport Authority
SUBJECT: A Resolution to Authorize Submission of Grant Application for
FY2025 Airport Improvement Program Funds for Runway
Strengthening at H.L. "Sonny" Callahan Airport.
AGENDA
DATE:
May 27, 2025
RECOMMENDED ACTION:
City Council Approval.
BACKGROUND INFORMATION:
The City of Fairhope, Alabama, as the designated Sponsor for H.L. "Sonny" Callahan
Airport (KCQF) ("the Airport") intends to apply for Federal and State matching funds for
an Airport Improvement Program Project (AIP) Grant Project at the Airport; and
The overall scope of the AIP Project is expected to be runway rehabilitation,
replacement of runway lighting, replacement of taxiway lighting; and
The total project costs are expected to be $6,903,025 with 95% of the project costs
funded by the FAA; 2.5% of the project costs funded by the Alabama Department of
Transportation; and 2.5% of the project costs funded by Fairhope Airport Authority.
The grant application submission deadline is not later than June 16, 2025.
That the City of Fairhope is authorized to make an Application for Federal Assistance
for the AIP Project for the purpose of seeking Federal funding through the AIP program
for runway strengthening and lighting replacement at the Airport.
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.
Should such a grant application be accepted and approved by the FAA, the Mayor is
hereby authorized by this Resolution to execute an appropriate grant agreement with
the FAA without further action on the part of the City Council.
The City of Fairhope, in reliance upon an appropriate resolution from Fairhope Airport
Page 121 of 134
Authority dated May 20, 2025, hereby affirms that the local matching share of funds in
the amount required for this AIP Project shall be the responsibility of Fairhope Airport
Authority, and not the City of Fairhope.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
Airport Improvement Program Project (AIP) Grant Project at the Airport. Local matching
share of funds in the amount required for this AIP Project shall be the responsibility of
Fairhope Airport Authority, and not the City of Fairhope.
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 122 of 134
RESOLUTION NO. _________
A RESOLUTION TO AUTHORIZE SUBMISSION OF GRANT
APPLICATION FOR FY2025 AIRPORT IMPROVEMENT PROGRAM FUNDS
FOR RUNWAY STRENGTHENING AT H. L. “SONNY” CALLAHAN AIRPORT
WHEREAS, the City of Fairhope, Alabama, as the designated Sponsor for H. L. “Sonny”
Callahan Airport (KCQF) (“the Airport”) intends to apply for Federal and State matching funds
for an Airport Improvement Program Project (AIP) Grant Project at the Airport; and
WHEREAS, the overall scope of the AIP Project is expected to be runway rehabilitation,
replacement of runway lighting, replacement of taxiway lighting; and
WHEREAS, the total project costs are expected to be $6,903,025, with 95% of the project
costs funded by the FAA; 2.5% of the project costs funded by the Alabama Department of
Transportation; and 2.5% of the project costs funded by Fairhope Airport Authority; and
WHEREAS, the application submission deadline is not later than June 16, 2025.
THEREFORE, BE IT RESOLVED, by the City of Fairhope, Alabama as follows:
1. That the City of Fairhope is authorized to make an Application for Federal
Assistance for the AIP Project for the purpose of seeking Federal funding through the AIP program
for runway strengthening and lighting replacement at the Airport.
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 should such grant application be accepted and approved by the FAA, that the
Mayor is hereby authorized by this Resolution to execute an appropriate grant agreement with
FAA without further action on the part of the City Council.
BE IT FURTHER RESOLVED, that the City of Fairhope, in reliance upon an appropriate
resolution from Fairhope Airport Authority dated May 20, 2025, hereby affirms that the local
matching share of funds in the amount required for this AIP Project 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 ___ day of ___________, 2025, and that such resolution is on file in the office
of the City Clerk, City of Fairhope, Alabama.
Page 123 of 134
RESOLUTION NO. ________
Page 2
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the
City of Fairhope on this _______ day of __________, 2025.
_____________________________
Jack Burrell, Council President
ATTEST:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 124 of 134
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1528
FROM: Fairhope Airport Authority
SUBJECT: Resolution - City of Fairhope to Authorize Submission of Grant
Application for Infrastructure Improvements at H.L. "Sonny" Callahan
Airport.
AGENDA
DATE:
May 27, 2025
RECOMMENDED ACTION:
City Council Approval.
BACKGROUND INFORMATION:
The City of Fairhope, Alabama, as the designated Sponsor for H. L. “Sonny” Callahan
Airport (KCQF) (“the Airport”) intends to apply for grant funding through the Alabama
Department of Transportation (ALDOT) for certain infrastructure improvements at the
Airport.
The overall scope of the infrastructure improvements is expected to be the application
of a seal coat to the East Ramp, the Northwest Ramp, and Taxiway C, together with
certain spall repairs to concrete areas on the Airport premises.
The total cost of the improvements is $624,343, with ALDOT contributing 75% of the
cost and Fairhope Airport Authority contributing 25% of the cost.
The application deadline for this grant funding is May 30, 2025.
1. That the City of Fairhope is authorized to make a grant application through ALDOT
for pavement maintenance at the Airport as set forth above.
2. That the grant 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 should such grant application be accepted and approved by ALDOT, that the
Mayor is hereby authorized by this Resolution to execute an appropriate grant
agreement with ALDOT without further action on the part of the City Council.
Page 125 of 134
That the City of Fairhope, in reliance upon an appropriate resolution from Fairhope
Airport Authority approved on May 20, 2025, hereby affirms that the local matching
share of funds in the amount required for this grant application shall be the responsibility
of Fairhope Airport Authority, and not the City of Fairhope.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
Grant Application for Infrastructure Improvements at H.L. "Sonny" Callahan Airport.
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 126 of 134
RESOLUTION NO. _______
A RESOLUTION TO AUTHORIZE SUBMISSION OF
GRANT APPLICATION FOR INFRASTRUCTURE IMPROVEMENTS
AT H. L. “SONNY” CALLAHAN AIRPORT
WHEREAS, the City of Fairhope, Alabama, as the designated Sponsor for H. L. “Sonny”
Callahan Airport (KCQF) (“the Airport”) intends to apply for grant funding through the Alabama
Department of Transportation (ALDOT) for certain infrastructure improvements at the Airport;
and
WHEREAS, the overall scope of the infrastructure improvements is expected to be the
application of a seal coat to the East Ramp, the Northwest Ramp, and Taxiway C, together with
certain spall repairs to concrete areas on the Airport premises;
WHEREAS, the total cost of the improvements is $624,343, with ALDOT contributing
75% of the cost and Fairhope Airport Authority contributing 25% of the cost; and
WHEREAS, the application deadline for this grant funding is May 30, 2025.
THEREFORE, BE IT RESOLVED, by the City of Fairhope, Alabama as follows:
1. That the City of Fairhope is authorized to make a grant application through ALDOT
for pavement maintenance at the Airport as set forth above.
2. That the grant 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 should such grant application be accepted and approved by ALDOT, that the
Mayor is hereby authorized by this Resolution to execute an appropriate grant agreement with
ALDOT without further action on the part of the City Council.
BE IT FURTHER RESOLVED, that the City of Fairhope, in reliance upon an appropriate
resolution from Fairhope Airport Authority approved on May 20, 2025, hereby affirms that the
local matching share of funds in the amount required for this grant application 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 ___ day of ___________, 2025, and that such resolution is on file in the office
of the City Clerk, City of Fairhope, Alabama.
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RESOLUTION NO. _________
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the
City of Fairhope on this _______ day of __________, 2025.
_____________________________
Jack Burrell, Council President
ATTEST:
______________________________
Lisa A. Hanks, MMC
City Clerk
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CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1529
FROM: Sherry Sullivan, Mayor
SUBJECT: Resolution - That the City Council hereby authorizes Mayor Sherry
Sullivan to write a letter of support to the Baldwin County Trailblazers
establishing the Kids in the Parks Program in Baldwin County and
creating a new TRACK Trail at the Flying Creek Nature Preserve in
Fairhope; and support of the Baldwin County Trailblazers making
updates to the existing kiosks along the Eastern Shore Trail.
AGENDA
DATE:
May 27, 2025
RECOMMENDED ACTION:
City Council Approval
BACKGROUND INFORMATION:
The Baldwin County Trailblazers are preparing a proposal for a grant to establish the
Kids in Parks Program in Baldwin County and creating a new TRACK Trail at Flying
Creek Nature Preserve in Fairhope. This grant will bring a meaningful outdoor
experience to the Flying Creek Nature Preserve.
This program is designed to make outdoor activities fun and engaging for children,
encouraging healthy habits and a lifelong connection to nature, which will be a great
benefit to the citizens of Fairhope.
The Baldwin County Trailblazers will lead project management efforts with the City of
Fairhope's support.
Bringing a TRACK Trail to the Flying Creek Nature Preserve furthers the mission of the
Baldwin County Trailblazers and helps the City of Fairhope to connect more children
and facilities to the outdoors through recreation, education, and community
engagement. These experiences help inspire the next generation of stewards for our
nation's rich natural, cultural, and historical resources.
Baldwin County Trailblazers to make updates to the existing kiosk along the Eastern
Shore Trail.
BUDGET IMPACT/FUNDING SOURCE:
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Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
Baldwin County Trailblazers Grant Proposal Submission Due by June 5, 2025.
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
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RESOLUTION NO. ________
BE IT HEREBY RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sherry
Sullivan to write a letter of support to the Baldwin County Trailblazers establishing the
Kids in the Parks Program in Baldwin County and creating a new TRACK Trail at the
Flying Creek Nature Preserve in Fairhope; and support of the Baldwin County
Trailblazers making updates to the existing kiosks along the Eastern Shore.
ADOPTED ON THIS 27TH DAY OF MAY, 2025
______________________________
Jack Burrell, Council President
Attest:
______________________________
Lisa A. Hanks, MMC
City Clerk
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What is Kids in Parks?
Kids in Parks has worked with partners across the
country to create a national network of trails that
engage kids and families in activities that get them
outdoors and connected to nature. Each of the
program’s TRACK Trails provide visitors with
engaging, self-guided activities designed to turn
their visit into a fun and exciting adventure.
Families can explore nature by hiking, biking,
geocaching, paddling, playing disc golf, and even
playing e-Adventures in their own backyard! By
TRACKing their adventures, kids create an online
journal that allows them to track places visited, log
miles completed, see badges earned, and receive
prizes in the mail.
Program History
It all began with a vision in 2008 to improve the health of children and the health of parks by making existing trails more
attractive and fun for novice users. At that time, the Blue Ridge Parkway Foundation, National Park Service and Blue
Cross and Blue Shield of North Carolina Foundation joined together to formally link the health of children to the health
of parks by creating a strong network of trails and partners in the communities on and along the Blue Ridge Parkway,
establishing Kids in Parks.
The regional program was so successful that parks
across the country rapidly embraced Kids in Parks
TRACK Trails. Today, there are more than 300 TRACK
Trails in 18 states, Washington D.C., and the Eastern
Band of Cherokee Indians Nation.
As one of the only health related nature programs in
the country with data demonstrating results, the
program has been endorsed by the American
Academy of Pediatrics, recognized by the White
House with a “Let’s Move! Champion of Change”
award, and reviewed favorably as a practice-tested
intervention by the Center for Training and Research
Translation — a program funded by the Center for
Disease Control. Kids in Parks is now supported by a
strong partnership of private and public groups
investing together for the health of our parks and
our children.
About Kids in Parks and TRACK Trails
Contact Information:
Jason Urroz, Director: jurroz@kidsinparks.com
www.kidsinparks.com (866) 308-2773 ext. 384
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