HomeMy WebLinkAbout07-14-2025 City Council Agenda Packet
CITY OF FAIRHOPE
CITY COUNCIL REGULAR AGENDA
Monday, July 14, 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 the June 23, 2025, Regular City Council Meeting and minutes
of the June 23,2025, Work Session.
2. Report of the Mayor
3. Public Participation – Agenda Items – (3 minutes maximum)
4. Council Comments
5. Public Hearing for Grant FY26 ALDOT Section 5310
Resolution - That Mayor Sherry Sullivan is authorized to execute, file an award
application, and enter into an agreement with the Alabama Department of
Transportation for aid in the financing of a Section 5310 Transportation Assistance
Project if awarded.
6. Resolution - That the City Council hereby declares Sherry Sullivan duly elected to
the office of Mayor of the City of Fairhope for the term of office commencing on the
first Monday in November, 2025; and shall issue a Certificate of Election to her for
the office of Mayor pursuant to the provisions of Section 11-46-26, as amended.
7. Resolution - That the City of Fairhope authorizes the Mayor to use the remaining
$5,000.00 from the $30,000.00 Community Development Grants for the signage
needed for several parts of its “Working Waterfront and Greenspace Project.”
8. Resolution - That the City of Fairhope approves the award of the Request for Quotes
for Labor and Materials for signs for the Fairhope Pier area to Image 360 for not-to-
exceed $3,916.00 and Modern Signs for not-to-exceed $11,770.00; and authorize
Treasurer to transfer $15,686.00 from General Fund to Federal Grants Fund.
9. Resolution - That the City of Fairhope approves the annual procurement of Tulip
Bulbs, Hyacinths, and other winter flowers for FY2026 for the Landscaping
Department to Ruigrok Flowerbulbs with a cost of $37,876.88 plus shipping costs.
The cost will be included in the FY2026 Budget. Procurement is in agreement as
allowed pursuant to Resolution No. 1650-10 adopted May 24, 2010 with designated
"Like Item" Flora exceeding the $30,000.00 state bid limit.
10. Resolution - That the City of Fairhope approves the award of the Request for Quotes
for Labor and Materials for the Thermoplastic Crosswalk Striping in City School
Zones to IMPACT Divisions, LLC for a not-to-exceed project cost of $70,350.00.
This Public Works project will be less than $100,000.00, and therefore does not
need to be formally bid out.
Page 1 of 144
City Council Regular Meeting
July 14, 2025
Page - 2 -
11. Resolution - That the City Council approves Contract Amendment No. 2 for (Bid No.
25-008) Pest Control Annual Contract with Wayne's Pest Control Services LLC with
an additional not-to-exceed annual amount of $99.00; and authorizes Mayor Sherry
Sullivan to execute contract amendment. The new contract total with a not-to-
exceed annual amount of $13,568.68.
12. Resolution - To award (Bid No. 25-039) to Johnson Controls, Inc. for Chiller
Replacement at Fairhope Public Library with a bid proposal not-to-exceed
$34,603.00.
13. Resolution - That the City Council approves the selection by Mayor Sherry Sullivan
for Professional Construction Engineering and Inspection (CE&I) Services for (RFQ
PS25-032) for the Bon Secour at Grand Drainage Project to Sawgrass Consulting,
LLC; and hereby authorize Mayor Sullivan to negotiate the not-to-exceed fee to be
approved by Council.
14. Resolution - To award (Bid No. 25-049-2025-PWI-018) to C. Thornton, Inc. for Bon
Secour at Grand Street Drainage Repair Project with a bid proposal not-to-exceed
$398,945.50; and authorize Treasurer to transfer $398,945.50 from General Fund
to Capital Projects Fund.
15. Resolution - That the City of Fairhope approves the award of the Request for Quotes
for Labor, Equipment, and Materials for the Underground Bore Project at the
Unopened Right of Way of Bon Secour to A-Long Boring, Inc. for a not-to-exceed
project cost of $89,800.00. This Public Works project will be less than $100,000.00,
and therefore does not need to be formally bid out.
16. Resolution - That the City of Fairhope approves the procurement of an additional 6
Annual Subscriptions of Citizenserve Software for the IT Department from Online
Solutions, LLC; and authorizes procurement allowed by the Code of Alabama 1975,
Section 41-16-51(a)(11). The additional annual cost is $9,000.00. The new total
annual cost will be $51,000.00.
17. Resolution - That the City Council hereby approves and authorizes the City of
Fairhope to execute a Memorandum of Understanding between Coastal Alabama
Community College and the City of Fairhope Police Department pursuant to Section
36-21-49, Code of Alabama 1975.
18. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute Change
Order No. 4 for the return of scanned documents for the Planning and Zoning
Department; services have been previously negotiated through the National
Cooperative Purchasing Alliance (NCPA) Buying Group (Contract 11-26) with
MCCi, LLC and therefore does not have to be let out for bid. Change Order No. 4 is
not-to-exceed $2,500.00. Total contract price will not-to-exceed $113,193.48.
Page 2 of 144
City Council Regular Meeting
July 14, 2025
Page - 3 -
19. Resolution - That the City of Fairhope hereby authorizes the resubmission of a Grant
Application for FY2025 Airport Improvement Program Funds for Runway
Strengthening at H.L. "Sonny" Callahan Airport; and authorizes Mayor Sherry
Sullivan to sign the application and any related forms or documents on behalf of the
City of Fairhope. The Mayor is hereby authorized to execute an appropriate grant
agreement with FAA without further action on the part of the City Council.
20. Application for Special Events Retail License by Thomas Bratton McGregor, Bottles
Up Mobile Inc. d/b/a Bottles Up Mobile, Fairhope Civic Center July 25 Event, 161 N.
Section St., Fairhope, AL 36532.
21. Public Participation – (3 minutes maximum)
22. Adjourn
Regular Meeting 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 Regular City Council Meeting, Monday, July 28, 2025, 6:00 p.m.
Fairhope Municipal Complex
City Council Chambers
161 North Section Street
Fairhope, AL 36532
Page 3 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1061
FROM: Lisa Hanks, CITY CLERK
SUBJECT: Minutes of the June 23, 2025, Regular City Council Meeting and
minutes of the June 23,2025, Work Session.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
That the City Council approve minutes of the June 23, 2025, Regular City Council
Meeting and minutes of the June 23,2025, Work Session.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 4 of 144
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, 23 June 2025.
Present were Council President Jack Burrell, Councilmembers: Corey Martin,
Jimmy Conyers, Jay Robinson, and Kevin Boone, Mayor Sherry Sullivan, City
Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks.
There being a quorum present, Council President Burrell called the meeting to
order at 5:34 p.m. The invocation was given by Pastor Phil Quarles of Redeemer
Lutheran Church and the Pledge of Allegiance was recited. Councilmember Conyers
moved to approve minutes of the June 9, 2025, regular meeting; minutes of the June
9, 2025, work session; and minutes of the June 17, 2025, special-called meeting.
Seconded by Councilmember Martin, motion passed unanimously by voice vote.
Councilmember Boone introduced in writing, and moved for the adoption of
the following resolution, a resolution that Haymes Snedeker is hereby appointed as
Municipal Judge. The term of the Municipal Judge shall serve a two-year term (July
1, 2025 through July 1, 2027) and until a successor is elected by the council and
qualified. Section 12-14-30, Code of Alabama, 1975. Seconded by Councilmember
Robinson, motion passed unanimously by voice vote.
RESOLUTION NO. 5480-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, that HAYMES SNEDEKER is hereby appointed as Municipal Judge.
The term of the Municipal Judge shall serve a two-year term (July 1, 2025 – July 1,
2027) and until a successor is elected by the council and qualified. Section 12-14-30,
Code of Alabama, 1975.
ADOPTED 23RD DAY OF JUNE, 2025
______________________________
Jack Burrell, Council President
ATTEST:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 5 of 144
23 June 2025
The Honorable Michael Hoyt, Baldwin County Municipal Judge, addressed
the City Council and told Judge Snedeker he has done a fantastic job for the City.
Judge Hoyt said the Municipal Judge is the face of Government; and then gave the
Oath of Office to Haymes Snedeker as Municipal Judge. (A Signed Oath of Office is
inserted at end of these minutes.)
Judge Haymes Snedeker addressed the City Council and thanked the Mayor and City
Council for allowing him to serve another term as the City’s Municipal Judge. He
said this is one of the greatest things in his life. Judge Snedeker thanked his
magistrates: Teresa Moyer, Berry McKelvain , and Paige Stabler; and said he is a
reflection of our Team.
Mayor Sullivan addressed the City Council and thanked City Clerk Lisa
Hanks for keeping all of them in line and for reminding them it was time to appoint
the Municipal Judge.
Mayor Sullivan addressed the City Council regarding the following items:
1) Announced the to use Gayfer Avenue or Fairhope Avenue as the detour
due to the roundabout construction at Main Street, Veterans Drive,
Triangle Drive, and Section Street. She said it will be closed for
approximately six weeks. Mayor Sullivan said to be respectful of those
areas while using for the detour.
2) Mentioned the Fourth of July Celebration and the partial construction area.
3) Also mentioned the City will host the 8-Youth Baseball Tournament at
Volanta Park this coming weekend.
Councilmember Robinson said congratulations to all of our baseball teams;
and mentioned two of our 8-Youth Baseball Teams won District and one 12-Youth
Baseball Team won District.
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution, a resolution to award (Bid No. 25-036-2022-PWI-010) to
Chris Brewer Contracting, Inc. for New Sidewalks on Blue Island Avenue and
Fairwood Boulevard (Between Fairhope and Gayfer Avenues) with a bid proposal
not-to- exceed $695,800.00. This is a Federal Aid Project No. TAPAA-TA23(929).
Seconded by Councilmember Robinson, motion passed unanimously by voice vote.
*
*
Page 6 of 144
23 June 2025
RESOLUTION NO. 5481-25
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 (Bid No. 25-036-2022-
PWI-010) for New Sidewalks on Blue Island Avenue and Fairwood Boulevard (Between
Fairhope and Gayfer Avenues) for the Public Works Department. This is a Federal Aid
Project No. TAPAA-TA23(929).
[2] At the appointed time and place, the following bids were opened and tabulated as follows:
BIDDER BASE BID
Chris Brewer Contracting, Inc. $695,800.00
Gibson Construction Services, LLC $696,178.35
L&K Construction, LLC $736,745.48
C. Thornton, Inc. $783,312.10
Parten Smith, Inc. $836,000.00
Blade Construction, LLC $895,025.50
[3] After evaluating the bid proposals with the required bid specifications, Chris Brewer
Contracting, Inc. is now awarded the bid for (Bid No. 25-036-2022-PWI-010) for New
Sidewalks on Blue Island Avenue and Fairwood Boulevard (Between Fairhope and Gayfer
Avenues) with a not-to-exceed amount of $695,800.00.
Adopted on this 23rd day of June, 2025
_________________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized
to execute a contract with Neel-Schaffer, Inc. for Professional Engineering Services
for Construction Engineering and Inspection for the FY2023 TAP Project - Sidewalks
on Blue Island Avenue and Fairwood Boulevard (RFQ PS25-030) with a not-to-
exceed contract amount of $119,276.53. This is a Federal Aid Project No. TAPAA-
TA23(929). Seconded by Councilmember Robinson, motion passed unanimously by
voice vote.
Page 7 of 144
23 June 2025
RESOLUTION NO. 5482-25
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 Neel-
Schaffer, Inc. for Professional Engineering Services for Construction Engineering and
Inspection for the FY2023 TAP Project – Sidewalks on Blue Island Avenue and
Fairwood Boulevard (RFQ PS25-030) with a not-to-exceed contract amount of
$119,276.53. This is a Federal Aid Project No. TAPAA-TA23(929).
DULY ADOPTED ON THIS 23RD DAY OF JUNE, 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 declares the Marathon
Gemini Xtreme Full Eject with Rear Feed Bailer surplus; and the Public Works
Director is hereby authorized and directed to dispose of the personal property by
donating such property to the Solid Waste Disposal Authority of Baldwin County.
This donation will help the City continue its support of the new Material Recovery
Facility (“MRF”). Seconded by Councilmember Robinson, motion passed
unanimously by voice vote.
*
*
*
Page 8 of 144
23 June 2025
RESOLUTION NO. 5483-25
WHEREAS, the City of Fairhope, Alabama, has a certain item of personal property
which is 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:
Marathon Gemini Xtreme Full Eject with Rear Feed Bailer
SECTION 2. That the Public Works Director is hereby authorized and directed to
dispose of the personal property purchased by the City of Fairhope, Alabama for the
Public Works Department, described in Section 1, above, by donating such property to
the Solid Waste Disposal Authority of Baldwin County. This donation will help the City
continue its support of the new Material Recovery Facility (“MRF”).
ADOPTED AND APPROVED THIS 23RD DAY OF JUNE, 2025
_______________________________
Jack Burrell, Council President
ATTEST:
________________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Robinson introduced in writing, and moved for the adoption
of the following resolution, a resolution that the City of Fairhope approves the
procurement of boring machine replacement rods from Vermeer Southeast Sales &
Service, Inc. as sole source distributor; and authorizes procurement based on the
option allowed by the Code of Alabama 1975, Section 41-16-51(13) and therefore is
not required to secure three quotes. The total amount not-to-exceed $24,836.55.
Authorize the Treasurer to transfer from the Gas Department $6,209.00 and Electric
Department $6,209.00. Seconded by Councilmember Boone, motion passed
unanimously by voice vote.
Page 9 of 144
23 June 2025
RESOLUTION NO. 5484-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the procurement of boring machine
replacement rods from Vermeer Southeast Sales & Service, Inc. as sole source
distributor; and authorizes procurement based on the option allowed by the Code of
Alabama 1975, Section 41-16-51(13) and therefore is not required to secure three
quotes. The total amount not-to-exceed $24,836.55.
[2] Authorize the Treasurer to transfer from the Gas Department $6,209.00 and
Electric Department $6,209.00.
ADOPTED ON THIS 23RD DAY OF JUNE, 2025
_______________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Robinson moved to amend Agenda Items No. 10 and No. 11
by adding the following paragraph read by City Attorney Marcus McDowell: "Future
price increases that otherwise require multiple quotes as per City policy are
approved up to a total cost of 10% of the initial awarded contract amount. Any
increase above the initial bid award shall be rebid pursuant to Alabama State
Law." Seconded by Councilmember Boone, motion passed unanimously by voice
vote.
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution as amended, a resolution that Mayor Sherry Sullivan is
hereby authorized to execute Change Order No. 1 for (Bid No. 25-032) Materials for
the 46KV Transmission Line Project Base Bid and Alternate 2 for the Electric
Department; and to award Change Order No. 1 to Gresco Utility Supply with a cost
change of -$35,104.30 and Tri-State Utility Products with a cost change of -
$20,338.40. Change Order is for requested price or quantity changes. Requested line
item changes of greater than 10% is cause to rescind award for that line item.
Page 10 of 144
23 June 2025
The new contract total for Gresco Utility Supply is $590,736.05 and the new contract
total for Tri-State Utility Products, Inc. is $8,538.70. Total Award to three vendors
with contingency will be changed to $746,902.70. Rescinded items will be bid out
as Request for Quotes. Seconded by Councilmember Robinson, motion passed
unanimously by voice vote.
RESOLUTION NO. 5485-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, as follows:
[1] That Mayor Sherry Sullivan is hereby authorized to execute Change Order No. 1 for (Bid
No. 25-032) Materials for the 46KV Transmission Line Project Base Bid and Alternate 2 for
the Electric Department; and to award Change Order No. 1 to Gresco Utility Supply with a
cost change of -$35,104.30 and Tri-State Utility Products with a cost change of -$20,338.40.
Change Order is for requested price or quantity changes. Requested line item changes of
greater than 10% is cause to rescind award for that line item. The new contract total for Gresco
Utility Supply is $590,736.05 and the new contract total for Tri-State Utility Products, Inc. is
$8,538.70. Total Award to three vendors with contingency will be changed to $746,902.70.
Rescinded items will be bid out as Request for Quotes.
[2] Future price increases that otherwise require multiple quotes as per City policy are
approved up to a total cost of 10% of the initial awarded contract amount. Any increase above
the initial bid award shall be rebid pursuant to Alabama State Law.
ADOPTED ON THIS 23RD DAY OF JUNE, 2025
______________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized
to execute Change Order No. 1 for (Bid No. 25-033) Materials for the 46KV
Transmission Line Project Alternate 1 for the Electric Department; and to award
Change Order No. 1 to Gresco Utility Supply with a cost change of $7,622.81 and
Tri-State Utility Products with a cost change of -$3,443.40. Change Order is for
requested price or quantity changes. Requested line item changes of greater than 10%
is cause to rescind award for that line item.
Page 11 of 144
23 June 2025
The new contract total for Gresco Utility Supply is $351,723.85 and the new
contract total for Tri-State Utility Products, Inc. is $482.00. Total Award to
three vendors with contingency will be changed to $480,627.43. Rescinded
items will be bid out as Request for Quotes. Seconded by Councilmember Robinson,
motion passed unanimously by voice vote.
RESOLUTION NO. 5486-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, as follows:
[1] That Mayor Sherry Sullivan is hereby authorized to execute Change Order No. 1 for (Bid
No. 25-033) Materials for the 46KV Transmission Line Project Alternate 1 for the Electric
Department; and to award Change Order No. 1 to Gresco Utility Supply with a cost change of
$7,622.81 and Tri-State Utility Products with a cost change of -$3,443.40. Change Order is for
requested price or quantity changes. Requested line item changes of greater than 10% is cause
to rescind award for that line item. The new contract total for Gresco Utility Supply is
$351,723.85 and the new contract total for Tri-State Utility Products, Inc. is $482.00. Total
Award to three vendors with contingency will be changed to $480,627.43. Rescinded items
will be bid out as Request for Quotes.
[2] Future price increases that otherwise require multiple quotes as per City policy are
approved up to a total cost of 10% of the initial awarded contract amount. Any increase above
the initial bid award shall be rebid pursuant to Alabama State Law.
ADOPTED ON THIS 23RD DAY OF JUNE, 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
procurement of the Annual Renewal of Uniti Fiber connections contracts that are on
Statewide Contract (Contract #MA250000005493) and therefore does not have to be
let out for bid. The total amount not-to-exceed $940.00 per month, or $11,280.00 per
year. Seconded by Councilmember Conyers, motion passed unanimously by voice
vote.
Page 12 of 144
23 June 2025
RESOLUTION NO. 5487-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City of Fairhope approves the procurement of the Annual Renewal
of Uniti Fiber connections contracts that are on Statewide Contract (Contract
#MA250000005493) and therefore does not have to be let out for bid. The total amount
not-to-exceed $940.00 per month, or $11,280.00 per year.
ADOPTED ON THIS 23RD DAY OF JUNE, 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
procurement of a Toro NSN Irrigation Subscription Renewal for the Quail Creek Golf
Course that is on Omnia Partners (Contract #2023261) with Jerry Pate Turf &
Irrigation; and therefore, does not have to be let out for bid. The total amount not-to-
exceed $10,392.00. Seconded by Councilmember Conyers, motion passed
unanimously by voice vote.
RESOLUTION NO. 5488-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City of Fairhope approves the procurement of a Toro NSN Irrigation
Subscription Renewal for the Quail Creek Golf Course that is on Omnia Partners (Contract
#2023261) with Jerry Pate Turf & Irrigation; and therefore, does not have to be let out for
bid. The total amount not-to-exceed $10,392.00
ADOPTED ON THIS 23RD DAY OF JUNE, 2025
_____________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 13 of 144
23 June 2025
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that on May 12, 2025 the City of Fairhope did
award Shade America, Inc., (Bid No. 25-030), with the total bid proposal of
$137,600.00, to provide and install 16 T-Hip Canti Shade Structure at Volanta Sports
Park (Resolution No. 5444-25); a Notice of Award was presented to Shade America
Inc. and the vendor has not submitted all required documentation; and after
evaluating the bid proposals with the required bid specifications, the City of Fairhope
now rescinds (Bid No. 25-030) from Shade America Inc., and awards the bid to the
second lowest responsive and responsible bidder, Great Southern Recreation for
a not to exceed project amount of $187,298.00. Seconded by Councilmember
Robinson, motion passed unanimously by voice vote.
RESOLUTION NO. 5489-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That on May 12, 2025 the City of Fairhope did award Shade America, Inc., (Bid
No. 25-030), with the total bid proposal of $137,600.00, to provide and install 16 T-
Hip Canti Shade Structure at Volanta Sports Park (Resolution No. 5444-25); and
[2] A Notice of Award was presented to Shade America, Inc. and the vendor has not
submitted all required documentation; and
[3] After evaluating the bid proposals with the required bid specifications, the City of
Fairhope now rescinds (Bid No. 25-030) from Shade America, Inc., and awards the
bid to the second lowest responsive and responsible bidder, Great Southern
Recreation for a not to exceed project amount of $187,298.00.
ADOPTED ON THIS 23RD DAY OF JUNE, 2025
_______________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 14 of 144
23 June 2025
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 temporarily suspend lease payment terms during July and August
2025 due to the impact of the ongoing waterfront revitalization program. The
amended terms shall commence July 1, 2025 and terminate August 31, 2025. All
terms not specifically amended herein shall remain in full force and effect. The
original lease payment terms shall return to the agreed upon amounts starting
September 1, 2025. Seconded by Councilmember Robinson, motion passed
unanimously by voice vote.
RESOLUTION NO. 5490-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sherry
Sullivan to temporarily suspend lease payment terms during July and August 2025
due to the impact of the ongoing waterfront revitalization program. The amended
terms shall commence July 1, 2025 and terminate August 31, 2025. All terms not
specifically amended herein shall remain in full force and effect. The original lease
payment terms shall return to the agreed upon amounts starting September 1, 2025.
DULY ADOPTED THIS 23RD DAY OF JUNE, 2025
_____________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Robinson moved to approve the Recreation Board’s
recommendation to accept the Fairhope HEAT Swim Team's Proposal and use the
fees that the City has in place, subject to review and approval from the City Staff.
Seconded by Councilmember Boone, motion passed unanimously by voice vote.
City Council reviewed an application for a Restaurant Liquor License by Scott
Hudson, LIS 123 LLC, d/b/a The Bone and Barrel, 311 Fairhope Avenue, Fairhope,
Alabama 36532. Councilmember Boone moved to approve the issuance of the
license. Seconded by Councilmember Conyers, motion passed unanimously by voice
vote.
Page 15 of 144
23 June 2025
Councilmember Boone moved to appoint Ronald Holyfield to the Fairhope
Airport Authority to fill the unexpired term of Mitch Skrmetta. The term shall end
March 31, 2031. Seconded by Councilmember Martin, motion passed unanimously
by voice vote.
Councilmember Boone moved to appoint Stephanie Sandefur to the
Personnel Board for a five-year term which will expire December 2030. Seconded by
Councilmember Robinson, motion passed unanimously by voice vote.
The following individual spoke during Public Participation for Non-Agenda
Items:
1) Mayor Sherry Sullivan, 419 Barclay Avenue, addressed the City Council
regarding the Baseball Tournaments. She thanked Recreation Director Pat
White and his Staff for their hard work.
Councilmember Martin moved to adjourn the meeting. Seconded by
Councilmember Robinson, motion passed unanimously by voice vote.
There being no further business to come before the City Council, the meeting
was duly adjourned at 6:09 p.m.
Jack Burrell, Council President
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 16 of 144
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, 23 June 2025.
Present were Council President Jack Burrell, Councilmembers: Corey Martin,
Jimmy Conyers, Jay Robinson and Kevin Boone (arrived at 5:16 p.m.), Mayor Sherry
Sullivan, City Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks.
Council President Burrell called the meeting to order at 4:30 p.m.
The following topics were discussed:
•The first item on the Agenda was the Anna T. Jeanes School – “New City Park”
Presentation by Rebecca Byrne, President/CEO of Fairhope/Point Clear Community
Foundation, an Affiliate of the Community Foundation of South Alabama. She said this
will be a partnership with the City of Fairhope and Fairhope/Point Clear Community
Foundation. Ms. Byrne said that the 1.6 acre parcel will have a splashpad park and
playground. She commented that funding from the Foundation would include
$100,000.00 for Phase One and $400,000.00 for Phase Two. (See attached handout)
•The next item on the Agenda was the Fairhope Educational Enrichment Foundation
(“FEEF”) Update on the NEST and the Four (4) Classrooms by FEEF Director Rhydonna
Mosely. She said that in 2026 FEEF will celebrate being 30 years old through an
anniversary campaign, honoring the past, present and future. (See attached handout)
•IT Director Jeff Montgomery addressed the City Council regarding Agenda Item No. 12;
and answered any questions if needed.
•Gas Superintendent Wes Boyett addressed the City Council and introduced Intern Ethan
Carrigan who gave the Gas Department Update.
•City Engineer Richard Johnson addressed the City Council and gave an update on White
Avenue Park. He addressed Agenda Items No. 6 and No. 7; and answered any questions
if needed.
•Public Works Director George Ladd addressed the City Council regarding Agenda Item
No. 8; and answered any questions if needed.
•Electric Superintendent Ben Patterson addressed the City Council regarding Agenda
Items No. 10, No. 11 and No. 19; and answered any questions if needed. City Attorney
Marcus McDowell explained an issue with the wording of the resolutions for Agenda
Items No. 10 and No. 11. Council President Burrell commented we need to add language
if exceeds 10% aggregate. Mr. McDowell said we need to add to authorize the Mayor to
award quote if it does not meet bid law. Council President Burrell asked Mr. McDowell
to work on the language and we will add during the City Council meeting.
•Recreation Director Pat White addressed the City Council regarding Agenda Items No.
13, No. 14, and No. 16; and answered any questions if needed.
Page 17 of 144
Monday, 23 June 2025
Page -2-
•Human Resources Director Hannah Noonan addressed the City Council regarding
Agenda Item No. 19; and introduced Stephanie Sandefur who is the appointee for the
Personnel Board. Ms. Noonan answered any questions if needed.
•Mayor Sullivan addressed the City Council regarding Agenda Item No. 15; and answered
any questions if needed. Councilmember Robinson said Social Media makes it look like
this was a surprise. Mayor Sullivan explained that this has been clear from day one; and it
was communicated at the beginning.
There being no further business to come before the City Council, the meeting was
duly adjourned at 5:16 p.m.
______________________________
Jack Burrell, Council President
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 18 of 144
Page 19 of 144
Page 20 of 144
Page 21 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1611
FROM: Nicole Love, Grants Coordinator
SUBJECT: Public Hearing for Grant FY26 ALDOT Section 5310
Resolution - That Mayor Sherry Sullivan is authorized to execute, file
an award application, and enter into an agreement with the Alabama
Department of Transportation for aid in the financing of a Section
5310 Transportation Assistance Project if awarded.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
City Council Approval
BACKGROUND INFORMATION:
Federal financial assistance, as authorized under Section 5310 of the Federal Transit
Act Amendments of 1991, is available through the Alabama Department of
Transportation to provide transportation services to meet the special needs of seniors
and individuals with disabilities.
The submission of an application for said financial assistance is deemed necessary to
aid in addressing the transportation needs of seniors and individuals with disabilities
residents of the City of Fairhope.
Any agreement for capital financial assistance with the State of Alabama acting by and
through its Alabama Department of Transportation, will impose certain obligations upon
the applicant, including the provision by it of the local share of project costs.
It is the goal of the applicant to provide the best transit project that can be provided with
the funds available. City of Fairhope will be submitting for a 9 seat low floor BraunAbility
Promaster Van in the amount of $163,000. There is a 20% match in which the City will
pay $32,600.
That Mayor Sherry Sullivan is authorized to execute, file an award application, and enter
into an agreement with the Alabama Department of Transportation for aid in the
financing of a Section 5310 Transportation Assistance Project.
BUDGET IMPACT/FUNDING SOURCE:
Page 22 of 144
Account No. Account Title Current Budget Cost Available
Budget
GRANT:
Grant FY26 ALDOT Section 5310
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 23 of 144
Section 5310 Authorizing Resolution
RESOLUTION NO. __________
WHEREAS, Federal financial assistance as authorized under Section 5310 of the Federal
Transit Act Amendments of 1991, is available through the Alabama Department of
Transportation to provide transportation services to meet the special needs of seniors and
individuals with disabilities; and
WHEREAS, the submission of an application for said financial assistance is deemed
necessary to aid in addressing the transportation needs of seniors and individuals with disabilities
residents of City of Fairhope; and
WHEREAS, any agreement for capital financial assistance with the State of Alabama,
acting by and through its Alabama Department of Transportation, will impose certain obligations
upon the applicant, including the provision by it of the local share of project costs; and
WHEREAS, it is the goal of the applicant to provide the best transit project that can be
provided with the funds available.
NOW, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA as follows:
That Mayor Sherry Sullivan is authorized to execute, file an award application, and enter
into an agreement with the Alabama Department of Transportation for aid in the financing of a
Section 5310 Transportation Assistance Project.
Adopted this 14th day of July, 2025
Signature:Attest:
Name:Jack Burrell Name:Lisa A. Hanks, MMC
Title:Council President Title:City Clerk
Page 24 of 144
FY2026 Section 5310 Application Page 19 of 67 Applicant’s Page Number _____ Exhibit 3.2 FY2026 5310 Vehicle Request Budget Form All applicants will complete this Form. If no vehicles are requested, Indicate N/A under Intended Use. Applicant Name: Fiscal Year: 2026 Vehicle Type Price are estimates and subject to change. Prices include mobility device stations only. Other options are not included. Designed Seating Capacity Number of Mobility Device Stations Per Vehicle Engine Type G‐Gas or D‐Diesel Number of Each Type Vehicle Needed Overall Total Cost Intended Use R‐Replacement N‐New Service E‐Expansion Service Mini Van ‐ (Rear Ramp) – Non‐CDL 7 1 Gas only $73,156 Mini Van ‐ (Side Ramp) – Non‐CDL 7 1 Gas only $76,965 Transit Van ‐ Non‐CDL 14 0 Gas only No HAP (Only available if a Handicap accessible vehicle is in current fleet) $97,368 Transit Van (Rear or Side Load) ‐ Non‐CDL Rear Lift: 9 Side Lift: 10 1 Gas only HAP 1 $105,713 Transit Van (Rear or Side Load) ‐ Non‐CDL 7 2 Gas only HAP 2 $105,808 Transit Bus Doors Gamechanger Wheelchair Entrance ‐ Non‐CDL ‐ 6‐4A 7 1 Gas only HAP 1 $123,658 Transit OEM Slide Door Gamechanger Wheelchair Entrance ‐ Non‐CDL ‐ 6‐4B 7 1 Gas only HAP 1 $109,843 City of FairhopePage 25 of 144
FY2026 Section 5310 Application Page 20 of 67 Applicant’s Page Number _____ Low Floor BraunAbility Promaster ‐ Non‐CDL ‐ 6‐3A 9 2 Gas only HAP 2 $163,029 Cutaway ‐ All Passenger ‐ Non‐CDL ‐ 4‐5A 14 0 Gas only No HAP (Only available if a Handicap accessible vehicle is in current fleet) $121,066 Cutaway ‐ Non‐CDL ‐ 4‐5A 14 2 Gas only HAP 2 $131,633 Cutaway ‐ Non‐CDL ‐ 4‐5A 12 4 Gas only HAP 4 $137,445 Cutaway ‐ All Passenger ‐ CDL Required ‐ 4‐6B 25 0 Gas only No HAP (Only available if a Handicap accessible vehicle is in current fleet) $144,380 Cutaway ‐ CDL Required ‐ 4‐6B 20 2 Gas only HAP 2 $142,516 Cutaway ‐ CDL Required ‐ 4‐6B 24 2 Gas only HAP 2 $147,054 Cutaway ‐ CDL Required ‐ 4‐8B ‐ Gas 30 2 Gas only HAP 2 $196,327 1$163,029NPage 26 of 144
FY2026 Section 5310 Application Page 21 of 67 Applicant’s Page Number _____ Cutaway ‐ CDL Required ‐ 4‐8B ‐ Diesel 30 2 Diesel only HAP 2 $220,292 TOTALS: Note: All vehicle capital requests will be evaluated by ALDOT. The number and types of vehicles awarded are contingent upon available funding. Replacement–an applicant requesting to replace vehicles funded through ALDOT. Expansion–an applicant currently has vehicles funded by ALDOT and desires to purchase new vehicles to meet service needs. New Service–an applicant that has not purchased vehicles through the Section 5310 Program. Vehicle types and pricing may vary depending on the active approved vehicle contracts at time of grant award. Vehicle Floor plans are available at https://www.altrans.org/ALDOT/Resources/. List Sources of Local Funds (below). 20% Local Match is Required for all Vehicles Requested. Round Local Match Amounts to Whole Number. Name of Organization: Amount: Name of Organization: Amount: $163,0291City of Fairhope$33,600Page 27 of 144
ALDOT’s Transit Vehicle Options
Floor plans and pictures shown below are for information purposes only. Vehicle types, configurations,
and pricings are subject to change at the time of order. If additional information is requested, please
contact Robert Echols, Procurement and Disposition Manager, at 334-242-6780.
6+2 – Low Floor BraunAbility Side Entry In-Floor Ramp – Non-CDL –6-4A
Sample Floorplan and Picture:
9+2 – Transit Bus Doors Gamechanger Wheelchair Entrance with Omni Floor – Non-CDL –6-4A
Sample Floorplan and Picture:
Page 28 of 144
ALDOT’s Transit Vehicle Options
9+2 – Low Floor BraunAbility Promaster – Non-CDL –6-3A
Sample Floorplan and Picture:
14 All Passenger Starcraft – Non-CDL – 4-5A
Sample Floorplan and Picture:
Page 29 of 144
ALDOT’s Transit Vehicle Options
14+2 Rear Lift Starcraft – Non-CDL –4-5A
Sample Floorplan and Picture:
14+2 Front Lift Starcraft – Non-CDL – 4-6B
Sample Floorplan and Picture:
Page 30 of 144
ALDOT’s Transit Vehicle Options
12+2 Low Floor ARBOC – Non-CDL – 4-5B
Sample Floorplan and Picture:
24 All Passenger Starcraft High-Back Recliners – CDL Required – 4-6B
Sample Floorplan and Picture:
Page 31 of 144
ALDOT’s Transit Vehicle Options
20+2 Starcraft – CDL Required – 4-6B
Sample Floorplan and Picture:
24+2 Starcraft – CDL Required – 4-6B
Sample Floorplan and Picture:
Page 32 of 144
ALDOT’s Transit Vehicle Options
30+2 Starcraft – CDL Required – 4-8B
Sample Floorplan and Picture:
30+2 Starcraft – CDL Required – 4-8B – Diesel
Sample Floorplan and Picture:
Page 33 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1627
FROM: Lisa Hanks, CITY CLERK
SUBJECT: Sherry Sullivan duly elected to the office of Mayor of the City of
Fairhope for the term of office commencing on the first Monday in
November, 2025; and shall issue a Certificate of Election to her for
the office of Mayor pursuant to the provisions of Section 11-46-26, as
amended.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
That the City Council hereby declares Sherry Sullivan duly elected to the office of Mayor
of the City of Fairhope for the term of office commencing on the first Monday in
November, 2025; and shall issue a Certificate of Election to her for the office of Mayor
pursuant to the provisions of Section 11-46-26, as amended.
BACKGROUND INFORMATION:
WHEREAS, Section 11-46-26 of the Alabama Code of 1975, as amended, provides that
if only one person has filed a statement of Candidacy or has been nominated for an
office for an election to be held pursuant to Sections 11-46-20 through 11-46-73 of the
Alabama Code of 1975, as amended, at the time the deadline for qualification has
passed, then such person shall, for all purposes, be deemed elected to such office, and
the mayor or other chief executive officer shall not cause the name of such person or
the office for which his candidacy was declared to be printed on the ballot, but he shall
immediately file a written statement with the governing body of the municipality, attested
by the clerk, certifying the fact that only one person filed a statement of candidacy or
was nominated for the office preceding the deadline set for an election of municipal
officers of the municipality and setting forth the name of such person, and
WHEREAS, said Section 11-46-26, as amended, provides that the governing body of
the municipality, after receiving such statement, shall adopt a resolution declaring the
person named in the statement duly elected to the office described in the statement,
and shall issue Certificate of Election to such person, and;
WHEREAS, the Mayor of the City of Fairhope has filed a written statement with the
governing body of the municipality, attested by the Clerk, certifying the fact that only one
person filed a statement of candidacy for the office of MAYOR prior to the deadline and
that the name of that person who filed such statement was SHERRY SULLIVAN, and;
Page 34 of 144
NOW, THEREFORE, BE IT RESOLVED by the Fairhope City Council of the City of
Fairhope, that she is hereby declared duly elected to the office of MAYOR in the City of
Fairhope for the term of office commencing on the first Monday in November, 2025; and
BE IT FURTHER RESOLVED, that the Fairhope City Council of the City of Fairhope
shall issue a Certificate of Election to SHERRY SULLIVAN for the office of MAYOR for
such term pursuant to the provisions of Section 11-46-26, as amended.
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 35 of 144
RESOLUTION NO. ______
WHEREAS, Sections 11-46-20 through 11-46-73 of the Alabama Code of 1975, as amended,
provide for and regulate general and special elections in cities and towns of this state, except
those cities and towns which have a commission form of government, and
WHEREAS, Section 11-46-43 of the Alabama Code of 1975 prohibits write-in elections held
under Sections 11-46-20 through 11-46-73 of the Alabama Code of 1975, as amended, and
WHEREAS, Section 11-46-26 of the Alabama Code of 1975, as amended, provides that if only
one person has filed a statement of Candidacy or has been nominated for an office for an election
to be held pursuant to Sections 11-46-20 through 11-46-73 of the Alabama Code of 1975, as
amended, at the time the deadline for qualification has passed, then such person shall, for all
purposes, be deemed elected to such office, and the mayor or other chief executive officer shall
not cause the name of such person or the office for which his candidacy was declared to be
printed on the ballot, but he shall immediately file a written statement with the governing body of
the municipality, attested by the clerk, certifying the fact that only one person filed a statement of
candidacy or was nominated for the office preceding the deadline set for an election of municipal
officers of the municipality and setting forth the name of such person, and
WHEREAS, said Section 11-46-26, as amended, provides that the governing body of the
municipality, after receiving such statement, shall adopt a resolution declaring the person named
in the statement duly elected to the office described in the statement, and shall issue Certificate of
Election to such person, and;
WHEREAS, the Mayor of the City of Fairhope has filed a written statement with the governing
body of the municipality, attested by the Clerk, certifying the fact that only one person filed a
statement of candidacy for the office of MAYOR prior to the deadline and that the name of that
person who filed such statement was SHERRY SULLIVAN, and;
NOW, THEREFORE, BE IT RESOLVED by the Fairhope City Council of the City of Fairhope,
that she is hereby declared duly elected to the office of MAYOR in the City of Fairhope for the
term of office commencing on the first Monday in November, 2025, and
BE IT FURTHER RESOLVED, that the Fairhope City Council of the City of Fairhope shall issue
a Certificate of Election to SHERRY SULLIVAN for the office of MAYOR for such term
pursuant to the provisions of Section 11-46-26, as amended.
ADOPTED THIS THE 14TH DAY OF JULY, 2025
______________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 36 of 144
STATE OF ALABAMA )(
:
BALDWIN COUNTY )(
:
CITY OF FAIRHOPE )(
CERTIFICATE OF ELECTION
The undersigned hereby certify that only one person filed a Statement of Candidacy for
the office of MAYOR by 5:00 p.m. on the fourth Tuesday in June preceding the 26th day
of August 2025, thus SHERRY SULLIVAN was duly elected without opposition to the
office of Mayor of the City of Fairhope, Alabama, for the term commencing on the first
Monday of November 2025.
Given under our hands pursuant to the requirements of Sections 11-46-20 et. seq. of the
Alabama Code of 1975, as amended, this 14th day of July, 2025.
___________________________________
Councilmember
___________________________________
Councilmember
___________________________________
Councilmember
___________________________________
Councilmember
___________________________________
Councilmember
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 37 of 144
Sherry Su llivan
Mayor
Council Members
Kevin G. Boone
Ja ck Burrell , ACMO
Jimm y Conye rs
Corey Martin
Jay Robins on
Lisa A. Han ks, MMC
Ciry Clerk
Kimberly Cree ch
Ciry Treasurer
161 North Sec tio n Str ee t
PO. Dra we r 42 9
Fairhope. Ala ba ma 365 33
251-928-2136
251-92 8-677 6 Fax
www.fairh opeal .gov
Primed vn recycled papa
STATE OF ALABAMA
BALDWIN COUNTY
To the City Council of Fairhope , Alabama
This is to certify that only one person filed a statement of candidacy for the office of
Mayor by 5:00 p.m. on the fourth Tuesday in June preceding the 26th day of August ,
2025 , the date set for an election of municipal officers in the City of Fairhope ,
Alabama, and the name of such person is Sherry Sullivan .
Attest:
~!i~
City Clerk
Page 38 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1628
FROM: Sherry Sullivan, Mayor
SUBJECT: Mayor to use the remaining $5,000.00 from the $30,000.00
Community Development Grants for the signage needed for several
parts of its “Working Waterfront and Greenspace Project.”
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
That the City of Fairhope authorizes the Mayor to use the remaining $5,000.00 from the
$30,000.00 Community Development Grants for the signage needed for several parts of
its “Working Waterfront and Greenspace Project.”
BACKGROUND INFORMATION:
WHEREAS, the City of Fairhope is in the process of completing its “Working Waterfront
and Greenspace Project” and will need signage for several parts of the Project; and
WHEREAS, on June 9, 2025, the City Council adopted Resolution No. 5477-25
authorizing the Mayor to submit a letter to Energy Southeast, Inc. requesting a total of
$30,000.00 through Community Development Grants: $5,000.00 to be used for a mural
on the Pedestrian Tunnel; $20,000.00 to be used for operating an Entrepreneurial
Development Center (“Hatch”); and the remaining $5,000.00 to be determined.
WHEREAS, the City Council is desirous to use the remaining funds for the “Working
Waterfront and Greenspace Project” for the needed signage.
NOW THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY
OF FAIRHOPE, ALABAMA, That the City of Fairhope authorizes the Mayor to use the
remaining $5,000.00 from the $30,000.00 Community Development Grants for the
signage needed for several parts of its “Working Waterfront and Greenspace Project.”
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
Page 39 of 144
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 40 of 144
RESOLUTION NO. _____
WHEREAS, the City of Fairhope is in the process of completing its “Working Waterfront
and Greenspace Project” and will need signage for several parts of the Project; and
WHEREAS, on June 9, 2025, the City Council adopted Resolution No. 5477-25 authorizing
the Mayor to submit a letter to Energy Southeast, Inc. requesting a total of $30,000.00 through
Community Development Grants: $5,000.00 to be used for a mural on the Pedestrian Tunnel;
$20,000.00 to be used for operating an Entrepreneurial Development Center (“Hatch”); and
the remaining $5,000.00 to be determined.
WHEREAS, the City Council is desirous to use the remaining funds for the “Working
Waterfront and Greenspace Project” for the needed signage.
NOW THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE
CITY OF FAIRHOPE, ALABAMA, That the City of Fairhope authorizes the Mayor to use
the remaining $5,000.00 from the $30,000.00 Community Development Grants for the
signage needed for several parts of its “Working Waterfront and Greenspace Project.”
DULY ADOPTED THIS 14TH DAY OF JULY, 2025
________________________________
Jack Burrell, Council President
Attest:
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 41 of 144
RESOLUTION NO. 5477-25
WHEREAS, the City of Fairhope is in the process of completing its "Flying Creek Nature
Preserve Project" and is desirous to put a mural on the Pedestrian Tunnel ; and
WHEREAS , the City of Fairhope is desirous to continue it s partnership with the Baldwin
Community and Economic Foundation the 501c3 arm of the Baldwin County Economic
Development Alliance , the University of Alabama and Coastal Alabama Community College
to operate an Entrepreneurial Development Center ("Hatch") in space soon to be located in the
K-1 Center Building; and
WHEREAS , there is funding available for said projects through Community Development
Grants from Energy Southeast , Inc. f/k/a Alabama Municipal Electric Authority (AMEA) with
a total grant amount of $30 ,000.00 ; and
WHEREAS , the Energy Southeast grant does not require a match , but does require a letter
requesting the grants with an outline of the purpose and intended community/economic
development project, program and/or initiative.
NOW THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE
CITY OF FAIRHOPE, ALABAMA, that the City of Fairhope authorizes the Mayor to
submit a letter to Energy Southeast, Inc. requesting a total of $30 ,000 .00 through Community
Development Grants : $5 ,000.00 to be used for a mural on the Pedestrian Tunnel ; $20 ,000 .00
to be used for operating an Entrepreneurial Development Center ("Hatch"); and the remaining
$5 ,000 .00 to be determined.
DULY ADOPTED THIS 9TH DAY OF JUNE, 2025
Attest:
~/1~ ~nks,MMC
City Clerk
Page 42 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1642
FROM: Gayle Fogarty, MAYOR'S EXECUTIVE ASSISTANT
Sherry Sullivan, Mayor
SUBJECT: The Mayor is requesting to approve the procurement of signs for the
Fairhope Pier area.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
To approve the award of the Request for Quotes for Labor and Materials for signs for
the Fairhope Pier area to Image 360 for not-to-exceed $3,916.00 and Modern Signs for
not-to-exceed $11,770.00. Authorize Treasurer to transfer $15,686.00 from General
Fund to Federal Grants Fund.
BACKGROUND INFORMATION:
The Mayor is requesting to approve the procurement of signs for the Fairhope Pier area.
The request for quotes was issued to two (2) vendors in the Fairhope area who can
provide the style of signs needed for the Fairhope Pier area. The Mayor is requesting to
award line items based on the low bid price for each item. The breakdown will be as
follows:
Modern Signs:
4" x 8" Plaques, Qty: 43 $162.00 each/ $6,966.00 total
18" x 24" Plaques, Qty: 2 $1,457.00 each/ $2,914.00 total
6" x 6" Rose Garden Signs on Posts, Qty: 7 $270.00 each/ $1,890.00 total
Image 360:
24" x 30" Plaque with Photo, Qty: 1 $2,800.00 each/ $2,800.00 total
12" x 12" Plaque, Qty: 2 $558.00 each/ $1,116.00 total
The Mayor is requesting to award to Modern Signs for a total cost not-to-exceed Eleven
Thousand Seven Hundred Seventy Dollars ($11,770.00) and to Image 360 for a total
cost not-to-exceed Three Thousand Nine Hundred Sixteen Dollars ($3,916.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
Page 43 of 144
110-57000 Working Waterfront $0.00 $15,686.00 ($15,686.00)
Authorize Treasurer to transfer $15,686.00 from General Fund to Federal Grants
Fund for FY25 Budget:
General Fund
001-41336 Community Grants ($5,000.00)
001-49810 Budget Rollover ($10,686.00)
001900-50945 Transfers to Federal Grants Fund $15,686.00
Federal Grants Fund
110-49810 Transfers from General Fund ($15,686.00)
110-57000 Working Waterfront $15,686.00
GRANT:
Energy Southeast community development grant of $5,000 may be available to help
offset some of this expense, pending city council approval.
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 44 of 144
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the award of the Request for Quotes for Labor
and Materials for signs for the Fairhope Pier area to Image 360 for not-to-exceed
$3,916.00 and Modern Signs for not-to-exceed $11,770.00.
[2] Authorize Treasurer to transfer $15,686.00 from General Fund to Federal Grants
Fund.
DULY ADOPTED ON THIS 14TH DAY OF JULY, 2025
_______________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 45 of 144
Qty Modern Signs
Modern Signs
Extended Image 360
Image 360
Extended
4" x 8" Plaques 43 $162.00 $6,966.00 $178.00 $7,654.00
24" x 30" Plaque with Photo 1 $2,812.00 $2,812.00 $2,800.00 $2,800.00
18" x 24" Plaque 2 $1,457.00 $2,914.00 $1,528.00 $3,056.00
12" x 12" Plaque 2 $598.00 $1,196.00 $558.00 $1,116.00
6" x 6" Rose Garden Signs on posts 7 $270.00 $1,890.00 $326.00 $2,282.00
Total Bid $15,778.00 $16,908.00
Low Bid Total per Vendor $11,770.00 $3,916.00
Request for Quotes - Signs for the Fairhope Pier Area
Bid Tabulation
Page 46 of 144
From: Rick Armstrong <rarmstrong@modernsigns.com>
Sent: Thursday, July 3, 2025 12:59 PM
To: Gayle Fogarty <Gayle.Fogarty@fairhopeal.gov>
Subject: Re: Quote- dedication plaque
Hey Gayle.
Here are your quotes:
4" x 8" Stainless Steel or Brass plaques $ 162.00 each x 43
24" x 30" Aluminum plaque with photo $ 2,812.00 each
18" x 24" Aluminum plaque (Platinum not available) $ 1,457.00 each x 2
12" x 12" Aluminum plaque $ 598.00 each x 2
(7) 6" x 6" Rose Garden signs on 3" aluminum posts, 60" long $ 1,890.00
NOTE: All prices do not include sales tax
Rick Armstrong
Modern Signs
251-209-8980
Page 47 of 144
~
(!iai)
~
912 VS Highway 98
Daphne, AL 36526
(251) 626 -8168
lmage360 Daphne
https://daphneal .image360 .com
Created Date: 6/16/2025
!DESCRIPTION: Fairhope Pier Aluminum plaques (2)
;
Bill To: City of Fairhope
PO Drawer 429
Fairhope, AL 36533
us
Requested By: Gayle Fogarty
Email : Gayle.Fogarty@fairhopeal.gov
Pickup At: lmage360 -Daphne
912 US Highway 98
Daphne, AL 36526
us
Salesperson: Donna Dunn
Entered By: Donna Dunn
ESTIMATE
E-53000
Payment Terms: Net 30
NO. Product Summary QTY UNIT PRICE AMOUNT -------------------------------------------1 18" x 24" aluminum plaque 2 $1,528.00 $3,056.00
1.1 Plaque -
Part Qty: 1
Width: 18 .00 "
Height: 24 .00 " -----------------------.------------------1
Thank you for considering lmage360 Daphne for your sign needs. The
quotation we discussed is attached below. If you have any questions, please
don 't hes itate to call me at 251.626.8168
Base Subtotal:
Shipping:
Subtota l:
Taxes:
Grand Total:
The cost of sign permits is not included in our estimate. The customer is
responsible for the costs of the permit required by local sign ordinances. Such
$3,056 .00
$135.99
$3,191.99
$0 .00
$3,191.99
costs will be determined by the local city/town agencies and will be included on your final invoice. Refunds will be at the discretion
of lmage360 Daphne.
Signature: ______________________ Date:
Generated On: 7/3/2025 1 :33 PM Page 1 of 1
Page 48 of 144
<-) ....__,,,
912 US Highway98
Daphne, AL 36526
(251) 626-8168
lmage360 Daphne
https://daphneal .image360 .com
Created Date : 7/3/2025
ESTIMATE
E-53080
Payment Terms: Net 30
I DESCRIPTION: 12x12 dedication plaque -------------.,-.:.-________________________________ __,
Bill To: City of Fairhope
PO Drawer 429
Fairhope, AL 36533
us
Requested By: Gayle Fogarty
Email: Gayle.Fogarty@fairhopeal.gov
Pick1.1p At: lmage360 -Daphne
912 l)S Highway 98
Daphne, AL 36526
us
Salesperson: Donna Dunn
Entered By: Donna Dunn
NO. Product Summary QTY UNIT PRICE
1 12" x 12" aluminum plaque
1.1 Plaque -
Part Qty: 1
Width: 12 .00 "
Height: 12.00 "
Thank you for considering lmage360 Daphne for your sign needs. The
quotation we discussed is attached below. If you have any questions, please
don't hesitate to call me at 251.626.8168
Base Subtotal:
Shipping:
Subtotal:
Taxes:
Grand Total:
The cost of sign permits is not included in our estimate. The customer is
resp onsible for the ·costs of the permit required by local sign ordinances. Such
$558.00
AMOUNT
$558.00
$558.00
$50.99
$608.99
$0.00
$608.99
costs will be determined by the local city/town agenc ies and will be include d on your final invoice . Refunds will be at the discret ion
of lmage360 Daphne.
Signature: Date: -------
Generated On : 7/3/2025 1 :36 PM Page 1 o f 1
Page 49 of 144
<-) ......_,,,
912 US Highway 98
Daphne, AL 36526
(251 ) 626 -8168
lmage360 Daphne
https://daphneal .image360 .com
Created Date: 6/30/2025
ESTIMATE
E-53055
Payment Terms: Net 30
!DESCRIPTION: Tim Kant Aluminum plaque w/p_ho_t_o_r_el_ie_f ________________________ _
Bill To: City of Fairhope
PO Drawer 429
Fairhope, AL 36533
us
Requested By: Gayle Fogarty
Email : Gayle.Fogarty@fairhopeal.gov
NO. Product Summary
1 24" x 30" aluminum plaque PHOTO RELIEF
1.1 Plaque -
Part Qty: 1
Width: 30 .00 "
Height: 24.00 "
Pick1,1p At: lmage360 -Oaphne
912 VS Highway 98
Qaphne, AL 36526
vs
Salesperson: Donna Dunn
Entered By : Donna Dunn
QTY UNIT PRICE
$2,800.00
Base Subtotal:
Thank you for considering lmage360 Daphne for your sign needs . The
quotation we discussed is attached below. If you have any questions, please
don't hes itate to call me at 251 .626.8168
Shipping:
Subtotal:
Taxes:
Grand Total:
The cost of sign permits is not included in our estimate . The customer is
responsible for the costs of the permit required by local sign ordinances . Such
AMOUNT
$2,800.00
$2,800.00
$110 .00
$2,910.00
$0.00
$2,910.00
costs will be determined by the local city/town agencies and will be included on your final invoice. Refunds will be at the discretion
of lmage360 Daphne.
Signature: Date: ------------
Generated On : 6/30/2025 11 :37 AM Page 1 of 1
Page 50 of 144
I·
,
<-) ....._,,
912 US Highway 98
Daphne, AL 36526
(251 ) 626-8168
lmage360 Daphne
https://daphneal .image360.com
Created Date: 6/16/2025
! DESCRIPTION: QR code signs and posts
Bill To: City of Fairhope
PO Drawer 429
Fairhope, AL 36533
us
Requested By: Gayle Fogarty
Email: Gayle.Fogarty@fairhopeal.gov
Pickup At: lmage360 • Daphne
912 L)S Highway 98
Daph ne, AL 36526
us
Salesperson: Donna Dunn
Entered By: Donna Dunn
ESTIMATE
E-52992
Payment Terms: Net 30
-------------------------------NO. Product Summary QTY UNIT PRICE
1 Custom High Pressure Laminate signs 6" x 6"
1.1 Laminate -
Part Qty : 1
Width: 8 .00 "
Height: 8.00 "
2 Pedestal (black powder coated aluminum) 60"
2.1 Aluminum Post black power coated -
Part Qty: 1
7
7
Thank you for considering lmage360 Daphne for your sign needs. The
quotation we discussed is attached below. If you have any questions, please
don't hesitate to call me at 251 .626.8168
Base Subtotal:
Shipping:
Subtotal:
Taxes:
Grand Total:
The cost of sign perm its is not inc luded in our estimate. The customer is
responsible for the costs of the permit required by local sign ordinances. Such
$96.00
$230.00
AMOUNT
$672.00
$1,610.00
$2 ,2 82 .00
$235.00
$2,517.00
$0.00
$2,517.00
costs will be determined by the local city/town agencies and will be included on your final invoice. Refunds will be at the discretion
of lmage360 Daphne.
Signature: Date: ------------
Generated On: 6/26/2025 10:36 AM Page 1 of 1
Page 51 of 144
-
(im)
......._,;;
912 US Highway 98
Daphne, AL 36526
(251) 626 -816 8
lmage360 Daphne
https://daphnea l.i mage360 .com
Created Date: 6/30/2025
ESTIMATE
E-53058
Pa yment Terms: Net 30
!DESCRIPTION: "In Loving Memory'' aluminum plaques_4_"x_8_" _______________________ _
Bill To: City of Fair hope
PO Drawer 429
Fairhope, AL 36533
vs
Requested By: Gayle Fogarty
Email: Gayle.Fogarty@fairhopeal.gov
Pick1,1p At: lmage360 -Dap hne
912 VS Hig hway 98
Daphne, AL 36526
us
Salesperson: Donna Dun n
Ente red By : Donna Dunn
NO. Product Summary QTY UNIT PRICE
1 4" x 8" architectural aluminum plaques
1.1 Plaque -
Part Qty: 1
Width : 8.00 "
Height: 4.00"
43
Th ank you for considering lmage360 Daphne for your sign needs. The
quotation we disc ussed is attached below. If you have any questions, please
don't hesitate to ca ll me at 251 .6 26.8168
Base Subtotal :
Shipping:
Subtotal:
Taxes :
Grand Total:
The cost of sign pe rmits is not included in our estimate. The customer is
responsible for the costs of the pe r mit required by local sign ordinances . Such
$178 .00
AMOUNT
$7 ,654.00
$7,654.00
$350.00
$8,004.00
$0.00
$8 ,004.00
costs will be determined by the local city/town agen cies and will be incl uded on your fina l invo ice. Refunds will be at th e discretion
of lmage360 Daphne.
Signature: ______________________ Date: ____ ~-------~-----
Generated On: 7/3/2025 2:35 PM Page 1 of 1
Page 52 of 144
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Gayle Fogarty Date: 7/3/2025
Department: Admin/Mayor’s Office
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. Image 360 $ $17,121.98
2. Modern Signs $ 15,778.00
3. Only able to locate 2 vendors for this type of service $
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? Signs for Fairhope Pier
2. What is the total cost of the item or service? See attached
3. How many do you need? 55
4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request
5. Vendor Name (Lowest Quote): Some signs are less expensive with one vendor and more expensive with the other
6. Vendor Number: Click or tap here to enter text.
If you do not have a Vendor Number, please go to the City of Fairhope page: www.FairhopeAL.gov, Departments,
Purchasing, Vendor Registration, and complete the required information.
BUDGET INFORMATION
1. Is it budgeted? ☐ Yes ☒ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? Energy Southeast community development grant of $5,000 may be
available to help offset some of these expense, pending city council approval
3. Budget code: Click or tap here to enter text.
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 53 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1631
FROM: George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The Director of Public Works, George Ladd, and the Landscaping
Department's Horticultural Supervisor, Will Mastin, have requested
the annual procurement of tulip bulbs, hyacinths, and other winter
flowers for FY2026 for the Landscaping Department for landscaping
throughout the City. The cost for this procurement is $37,876.88 plus
shipping charges and inclusive of a contingency for unforeseen
events. And, in agreement with the City Council Resolution No.
1650-10, which designated "like item" flora exceed the $30,000.00
state bid limit.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
To approve this FY2026 flower procurement for the Landscaping Department with a
cost of $37,876.88 plus shipping costs and inclusive of a contingency for unforeseen
events from Ruigrok Flowerbulbs.
BACKGROUND INFORMATION:
The Landscaping Department Horticulture Supervisor, Will Mastin, is requesting
approval of the annual procurement of tulip bulbs, hyacinths, and other winter flowers
for FY2026 for the Street Department for landscaping throughout the City. The tulip
bulbs and flowers must be ordered in advance for delivery by Fall of 2025. The cost will
be included in the FY2026 proposed budget.
The cost from Ruigrok Flowerbulbs is Thirty-Seven Thousand Eight Hundred Seventy-
Six Dollars and Eighty-Eight Cents ($37,876.88) plus shipping costs and inclusive of a
contingency.
Previous Actions:
Resolution No. 1650-10 adopted May 24, 2010, which designated "Like Item: Flora
exceed the $30,000.00 state bid limit.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
Page 54 of 144
001360-
51400
(FY2026)
Landscape -
Flowers
$0.00 $37,876.88 ($37,876.88)
Expense to be included with FY2026 proposed budget.
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 55 of 144
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the annual procurement of Tulip Bulbs,
Hyacinths, and other winter flowers for FY2026 for the Landscaping Department to
Ruigrok Flowerbulbs with a cost of $37,876.88 plus shipping costs. The cost will be
included in the FY2026 Budget. Procurement is in agreement as allowed pursuant to
Resolution No. 1650-10 adopted May 24, 2010 with designated “Like Item” Flora
exceeding the $30,000.00 state bid limit.
ADOPTED ON THIS 14TH DAY OF JULY, 2025
___________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 56 of 144
quote
Our order nr.Date Page
1 / 1May-22-2025158815City Of Fairhope
P.O. Box 429
Fairhope AL 36533
USA
Delivery date
Oct-01-2025
Delivery Conditions
Delivered Duty Paid
Payment
30 Days end of Month net
Your Reference
Phone
334-929-0353
Customer
CU406400
Philipp Laagland
Sales Rep.
Shipping Address
City Of Fairhope
555 South Section Street
Fairhope AL 36533
USA
Total
USD
Description Size PerPriceQuantity Price
USD
PerItem Code
Delft Blue 17/18 525.00 /1000 826.881 .575 Hyacinthus11235017
Pink Pearl 17/18 525.00 /1000 1,417.502 .700 Hyacinthus11269017
Dynasty 12/+305.00 /1000 7,625.0025 .000 Tulipa Triumph14185012
Negrita 12/+335.00 /1000 1,675.005 .000 Tulipa Triumph14275012
Sunrise Dynasty 12/+305.00 /1000 305.001 .000 Tulipa Triumph14373212
Tom Pouce 12/+305.00 /1000 1,220.004 .000 Tulipa Triumph14391512
Golden Parade 12/+290.00 /1000 5,075.0017 .500 Tulipa Darwin Hybrid14507512
Novi Sun 12/+315.00 /1000 157.50500Tulipa Darwin Hybrid14526212
Parade 12/+290.00 /1000 5,800.0020 .000 Tulipa Darwin Hybrid14536012
Van Eijk ®12/+260.00 /1000 260.001 .000 Tulipa Darwin Hybrid14551012
World Peace 12/+325.00 /1000 162.50500Tulipa Darwin Hybrid14554012
Dutch Master 14/16 510.00 /1000 3,697.507 .250 Narcissus Trumpet20023514
Goblet 12/14 345.00 /1000 1,380.004 .000 Narcissus Trumpet20031012
Ice Follies 12/14 355.00 /1000 2,130.006 .000 Narcissus Large Cupped20129812
February Gold 12/14 255.00 /1000 510.002 .000 Narcissus Miniature20610012
Ziva (Paperwhite)16/17 575.00 /1000 5,635.009 .800 Narcissus Tazetta20809016
Goods 37,876.88 USD
37,876.88Subtotal USD
Amount 37,876.88 USD
Page 57 of 144
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Will Mastin Date: 7/1/2025
Department: Public Works - Horticulture
Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Resolution
Under $5,000 No restrictions Not Required N/A N/A N/A
Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A
Greater than:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$15,000
Utilities - $10,001 - $15,000
Operational Budgeted Three Treasurer N/A N/A
Over $15,000/$50,000 Operational Budget* State Bid List or
Buying Group
Treasurer/Mayor N/A N/A
Over $15,000/$50,000 Operational Budgeted Bids Council Required Required
Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required
*Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an
approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution.
**Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of
the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases.
QUOTES
Vendor Name Vendor Quote
1. Ruigrok Flowerbulbs $ 37,876.88
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? Winter Bulb Flower Order for Winter 2025-2026
2. What is the total cost of the item or service? $37,876.88
3. How many do you need? Click or tap here to enter text.
4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☐ Annual Request
5. Vendor Name (Lowest Quote): Ruigrok Flowerbulbs
6. Vendor Number: 23290
If you do not have a Vendor Number, please go to the City of Fairhope page: www.FairhopeAL.gov, Departments,
Purchasing, Vendor Registration, and complete the required information.
BUDGET INFORMATION
1. Is it budgeted? ☒ Yes ☐ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? Click or tap here to enter text.
3. Budget code: 001360-51400 (FY2026)
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 58 of 144
Page 59 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1634
FROM: George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The Director of Public Works, George Ladd, and the Assistance
Director of Public Works, John Thomas, are requesting to approve
the award of the Request for Quotes for Labor and Materials for the
thermoplastic crosswalk striping in City of Fairhope School Zones.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
To approve the award of the Request for Quotes for Labor and Materials for the
Thermoplastic Crosswalk Striping in City School Zones to IMPACT Divisions, LLC. for a
not-to-exceed project cost of $70,350.00. This Public Works project will be less than
$100,000.00, and therefore does not need to be formally bid out.
BACKGROUND INFORMATION:
The Director of Public Works and the Assistance Director of Public Works are
requesting to procure a qualified contractor for Labor and Materials for the thermoplastic
crosswalk striping in City of Fairhope School Zones. This Public Works project will be
less than $100,000.00, and therefore does not need to be formally bid out.
A Request for Quotes was sent to three (3) qualified contractors. The lowest quote was
from IMPACT Divisions, LLC. The Director of Public Works requests approval to award
the Request for Quote to IMPACT Divisions, LLC. for the not-to-exceed cost of Seventy
Thousand Three Hundred Fifty Dollars ($70,350.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001350-
50360
Streets - General
Maintenance
$70,350.00 $70,350.00 $0.00
GRANT:
N/A
Page 60 of 144
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 61 of 144
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the award of the Request for Quotes for Labor
and Materials for the Thermoplastic Crosswalk Striping in City School Zones to
IMPACT Divisions, LLC for a not-to-exceed project cost of $70,350.00. 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 14TH DAY OF JULY, 2025
_______________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 62 of 144
Estimate
Date
7/1/2025
Estimate #
2025.03
Name / Address
City of Fairhope
555 S Section St
Fairhope, AL 36532
IMPACT Divisions, LLC
9391 Gayfer Rd Ext
Fairhope, AL 36532
Project
Fairhope School Traf...
Thank you for the opportunity to quote your project.
Customer Signature
Total
Description Qty Cost Total
Thermoplostic Crosswalk Striping 7,480 8.75 65,450.00
Thermoplastic Stop Bar Striping 560 8.75 4,900.00
_____________________________________
$70,350.00
Page 63 of 144
555 S Section Street / Fairhope, Alabama 36532
251.928.8003 (p) / www.FairhopeAL.gov
PUR-004
100621
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
REQUEST FORM
Name: John Thomas Date: 07/02/2025
Department: Public Works
Expenditure Threshold Distinctions Quotes Required Approval Green Sheet Resolution
Under $5,000 No restrictions Not Required N/A N/A N/A
$5,001 and greater Operational NON-Budgeted Three Council Required Required
$5,001 – 7,500 Operational Budgeted Three Treasurer N/A N/A
$7,501 - $15,000 Operational Budgeted Three Finance/Treasurer/
Mayor
N/A N/A
QUOTES
Vendor Name Vendor Quote
1. Impact Divisions, LLC $ 70,350.00
2. Line Logic, LLC $ 78,390.00
3. United Markings $ 74,370.00
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? Crosswalk striping for school zones
2. What is the total cost of the item or service? $70,350.00
3. How many do you need?
4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request
5. Vendor Name (Lowest Quote): Impact Division, LLC
6. Vendor Number: 8120
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? $175,000
3. Budget code: 001350-50360
Email completed form with quotes and other supporting documentation to
Cory.Pierce@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 64 of 144
Farihope East Elementary
Fairhope and Bishop - East side 240
Bishop at Fairhope - North side 20
Burlington Dr. and Fairhope - South Side 200 20
Beecher St. and Fairhope - South Side 100
Bishop and Edwards - North Side 120
Edwards Mid-block 120
780 40
Fairhope West Elementary
Gayfer Ave and Section - East Side 200 20
Fairwood Blvd and Section - East Side 2 locations 400 20
Fairwood Blvd and Jan Dr. - Multiple locations 480 80
N Bancroft and Oak - North Side 120
N Bancroft and Pine - East Side 120 20
N Bancroft and Magnolia Ave - South Side 180
N Bancroft St and Equality - South, North,West Sides 450
N Bancroft and Equality St. - East Side 120 20
N Bancroft and Magnolia Ave - East Side 120 20
2190 180
Fairhope Middle/High School
Greeno and Manley - East Side 400
Pirate Dr. and Manley - North Side 200 20
East High School Entrance and Manley - North Side 200 20
Manley and Kemper - East Side 200 20
Manley and Kemper - Speed Hump advance warning 300
Middle School Entrance West Side 300 40
Crosswalk Sriping Inventory
Intersection Crosswalk SQFT Stop Bar SQFT
Page 65 of 144
Pemberton Loop West and Manley - Multiple Crossings 500
Manley at Stave Mill Dr. - South Side 150 20
Manley and Founders - North Side 120 60
Manley Mid-block at Stave Mill Dr. 120
Manley and Open Field Dr. - South Side 120 20
Manley and Summer Lake St - North Side 240 20
Manley and Aidan St - North Side 240 20
Pemberton Loop East and Manley 120 20
ManleyRd and Darrah St - North Side 240 20
Manley Mid-block West of Eli St.120
Manley and Eli St- North Side 200 20
Manley and CR13 240 20
Twin Beech and Boothe - East and North Sides 500 20
4510 340
Total SQFT.7480 560
Grand Total SQFT.
* Quantities are estimates only, field verification is necessary
8040
Page 66 of 144
Line Logic LLC
27332 Lashay Dr
Daphne, AL 36526
Email: linelogicllc@yahoo.com
Proposal
Proposal to: City of Fairhope
Attn: John Thomas
Project: School Zone Striping
Item Quantity (sf)Unit Price Line Total
Thermoplastic Crosswalks 7480 $9.75 $72,930.00
Thermoplastic Stop Bars 560 $9.75 $5,460.00
TOTAL $78,390.00
Thank you for considering Line Logic LLC for your project.
Page 67 of 144
ESTIMATE
PO Box 1554
Fairhope, AL 36533
251.583.1228
jpadgett@unitedmarkings.com
ESTIMATE # 373
DATE July 1, 2025
TO
CITY OF FAIRHOPE
555 S. SECTION STREET
FAIRHOPE, AL 36532
ATT: JOHN THOMAS
Description Amount
CITY OF FAIRHOPE (SCHOOL ZONE MARKINGS) PROJECT
7480 SF CLASS 2 TYPE A TRAFFIC CONTROL MARKINGS (CROSSWALKS) @ $9.25 SF $69190.00
560 SF CLASS 2 TYPE A TRAFFIC CONTROL MARKINGS (STOP BARS) @ $9.25 SF $5180.00
Total $74370.00
Make all checks payable to United Markings
Estimates are valid for 30 days.
If you have any questions concerning this estimate, contact Jason Padgett | 251.583.1228
Page 68 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1633
FROM: George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The Director of Public Works, George Ladd is requesting approval for
a contract amendment No. 2 for Bid No. 25-008 Pest Control Annual
Contract to add a location and service.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
To approve Contract Amendment No. 2 for Bid No. 25-008 Pest Control Annual
Contract for an additional location and service with Wayne's Pest Control Services LLC.
The additional annual cost is $99.00 and new total annual contract price will not-to-
exceed $13,568.68.
BACKGROUND INFORMATION:
The Director of Public Works, George Ladd, is requesting approval of Contract
Amendment No. 2 for Bid No. 25-008 Pest Control Annual Contract for an additional
location and service with Wayne's Pest Control Services LLC.
The additional location and pricing are as follows:
67. Electric Substation located at 621 Nichols Ave.
Pest Control $8.25 per month; $99.00 per year
Total Annual Cost of the Contract amendment is Ninety-Nine Dollars and Zero Cents
($99.00). The new annual total not-to-exceed amount of the contract will be Thirteen
Thousand Five Hundred Sixty-Eight Dollars and Sixty-Eight Cents ($13,568.68).
Previous Council Action:
Resolution No. 5287-24 approved the award of Bid No. 25-008 Pest Control Annual
Contract to Wayne's Pest Control Services LLC. for an annual contract cost not-to-
exceed $10,530.48.
Resolution No. 5445-25 approved Contract Amendment No. 1 for Bid No. 25-008 Pest
Control Annual Contract with Wayne's Pest Control Services LLC for an additional not-
to-exceed annual amount of $2,939.20. The new contract total with a not-to-exceed
annual amount of $13,469.68.
BUDGET IMPACT/FUNDING SOURCE:
Page 69 of 144
Account No. Account Title Current Budget Cost Available
Budget
003-50360 Electric -
Maintenance Bldg
$99.00 $99.00 $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 70 of 144
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City Council approves Contract Amendment No. 2 for (Bid No. 25-
008) Pest Control Annual Contract with Wayne’s Pest Control Services LLC with
an additional not-to-exceed annual amount of $99.00; and authorizes Mayor Sherry
Sullivan to execute contract amendment. The new contract total with a not-to-
exceed annual amount of $13,568.68.
ADOPTED ON THIS 14TH DAY OF JULY, 2025
____________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 71 of 144
City of Fairhope
Contract Amendment No. 2
Bid No. 25-008
Pest Control Annual Contract
This AMENDMENT OF CONTRACT (“AMENDMENT”) is made this ________ day of _____________, 2025 for the
purpose of increasing the contract for Bid No. 25-008 Pest Control Annual Contract dated January 7, 2025
(“Original Contract”) between the City of Fairhope and Wayne’s Pest Control Services LLC. (the “Parties”).
1. The Original Contract, which is attached hereto as part of this Amendment is described below:
The Original Contract was awarded for an annual not-to-exceed amount of Ten Thousand Five Hundred
Thirty Dollars and Forty-Eight Cents ($10,530.48).
2. The Parties agreed to amend the Original Contract with Contract Amendment No. 1 on June 4, 2025 to
add four (4) locations for an additional cost of Two Thousand Nine Hundred Thirty-Nine Dollars and
Twenty Cents ($2,939.20). The new total annual cost of the contract was Thirteen Thousand Four
Hundred Sixty-Nine Dollars and Sixty-Eight Cents ($13,469.68).
3. The parties agreed to amend the Original Contract and Contract Amendment No. 1 to add the following
location and cost:
67. Electric Substation located at 621 Nichols Ave.
Pest Control $8.25 per month; $99.00 per year
4. That amendment binds and benefits both Parties and any successors or assigns. This document, including
the attached original contract and Contract Amendment No. 1, is the entire agreement between the
Parties. All other terms and conditions of the Original Contract, remain unchanged. This contract annual
cost will be increased by a not-to-exceed cost of Ninety-Nine Dollars ($99.00). The total annual cost of the
contract shall not-to-exceed Thirteen Thousand Five Hundred Sixty-Eight Dollars and Sixty-Eight Cents
($13,568.68).
IN WITNESS WHEREOF, the parties hereto have executed this Contract Amendment as of the day and year first
above written.
Page 72 of 144
THE CITY OF FAIRHOPE, ALABAMA
_____________________________________ _____________________________________
By: Sherry Sullivan, Mayor By: Lisa A. Hanks, MMC, City Clerk
NOTARY FOR THE CITY
I, the undersigned authority in and for said State and County, hereby certify that Sherry Sullivan as Mayor of
the City of Fairhope whose name is signed to the foregoing document and who is known to me, acknowledged
before me on this day, being informed of the contents of the document she executed the same voluntarily on
the date of the same bears date.
Given under my hand and Notary Seal on this ________ day of _____________, 202__
Notary Public ___________________________
My Commission Expires ___________________
Page 73 of 144
If Corporation, Partnership, or Joint Venture
_____________________________________________________________________________________
Name of Corporation, Partnership, or Joint Venture
By: _____________________________________ _______________________________________
Signature of Officer Authorized to Sign Bids Position or Title
and Contracts for the Firm
_____________________________________________________________________________________
Email Address
_____________________________________________________________________________________
Business Mailing Address
_____________________________________________________________________________________
City, State, Zip Code
_____________________________________ _______________________________________
General Contractor’s License Number Foreign Corporation Entity ID
(Required of out-of-state vendors)
NOTARY
STATE OF ______________________________}
COUNTY OF ____________________________}
I, the undersigned authority in and for said State and County, hereby certify that
_____________________________________ , as ___________________________________________
Type or Print Name of Bid Signer Type or Print Bid Signer Title
Respectively, of ______________________________________________________________________
Type or Print Company Name
Whose name is signed to the foregoing document and who is known to me, acknowledged before me on this day,
that, being of the contents of the document they executed the same voluntarily on the day the same bears date.
Given under my hand and Notary Seal on this ________ day of _____________, 202__.
Notary Public ___________________________
My Commission Expires ___________________
Page 74 of 144
RESOLUTION NO. 5445-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] 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
Attest:
~L,
City Clerk
Page 75 of 144
Page 76 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1635
FROM: George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The Public Works Director, George Ladd, has requested to procure a
qualified contractor to provide all labor and incidentals only to replace
the chiller unit at the Fairhope Public Library for Bid 25-039 Chiller
Replacement at Fairhope Public Library.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
To approve the award of Bid No. 25-039 Chiller Replacement at Fairhope Public Library
to Johnson Controls, Inc. for a not-to-exceed amount of $34,603.00.
BACKGROUND INFORMATION:
A service bid was issued on May 23, 2025, posted to the City of Fairhope's website, and
published in the Gulf Coast Media newspaper. One (1) responsive bid was received at
the bid opening on June 24, 2025 at 2:00 p.m.
The Public Works Director recommends the award be made to Johnson Controls, Inc.
Their low bid price for the Lump Sum Cost was as follows:
Lump Sum Price: $34,603.00
Their low bid response price for the Lump Sum Cost was Thirty-Four Thousand Six
Hundred and Three Dollars ($34,603.00).
Previous Action:
PO#20254346 in the amount of $123,703.00 was issued April 24, 2025, for the
procurement of Chiller for the Library (per Omnia Purchasing Cooperative). This does
not include installation costs which will be let out for bid. The Chiller Installation bid will
begin advertising Friday, May 23, 2025, and will open on June 24, 2025.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001750-
50373
Library - Capital
Purchases
$34,603.00 $34,603.00 $0.00
Page 77 of 144
Total FY25 Budget for Library HVAC Project is $225,000.00 of which $123,703.00 is for
procurement of Chiller and $34,603.00 is for installation.
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 78 of 144
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 (Bid No. 25-039)
to procure a qualified contractor to provide all labor and incidentals only to replace
the Chiller Unit at the Fairhope Public Library.
[2] At the appointed time and place, the following bid was opened and tabulated as
follows:
Johnson Controls, Inc.$34,603.00
[3] After evaluating the bid proposal with the required bid specifications, Johnson
Controls, Inc. is now awarded the bid for (Bid No. 25-039) to procure a qualified
contractor to provide all labor and incidentals only to replace the Chiller Unit at the
Fairhope Public Library with a not-to-exceed amount of $34,603.00.
ADOPTED ON THIS 14TH DAY OF JULY, 2025
_________________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 79 of 144
Page 80 of 144
Page 81 of 144
Page 82 of 144
Page 83 of 144
Page 84 of 144
Page 85 of 144
Page 86 of 144
Page 87 of 144
Page 88 of 144
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: George Ladd Department: Public Works
Project Name: Library Chiller unit Replacement
Project Description: Labor and incidentals to replace the 90 to chiller unit at the Fairhope Public Library
Project Category: X Bid Professional Service Other:
Budget Amount: $101,297.00 Budget Code: 001750-50374
Budgeted for Current FY: X Yes No
BID INFORMATION
Bid Duration: Project Duration:
Engineer of Record:
Pre-Bid Meeting: No X Yes X Mandatory Non-Mandatory
Scope of Work Provided By: Contract Extensions: No Yes
Project Manager:
Insurance Requirements: Minimum Maximum
Bonds: Bid Performance Labor & Materials
Related Bids/RF’s
FORCE ACCOUNT INFORMATION
Force Account Project: No Yes Estimated Amount: Budget Code:
Notes:
SIGNATURES
Requestor: Senior Accountant:
City Treasurer: Mayor:
George Ladd (May 5, 2025 12:41 CDT)
Page 89 of 144
Library Chiller replacement Project Request
form
Final Audit Report 2025-05-07
Created:2025-05-05
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAjTX70TpCZOKyG9wzzBVUw7hChvpwRhwF
"Library Chiller replacement Project Request form" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2025-05-05 - 5:36:36 PM GMT
Document emailed to George Ladd (george.ladd@fairhopeal.gov) for signature
2025-05-05 - 5:37:06 PM GMT
Email viewed by George Ladd (george.ladd@fairhopeal.gov)
2025-05-05 - 5:41:10 PM GMT
Document e-signed by George Ladd (george.ladd@fairhopeal.gov)
Signature Date: 2025-05-05 - 5:41:30 PM GMT - Time Source: server
Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature
2025-05-05 - 5:41:31 PM GMT
Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
2025-05-06 - 1:49:16 PM GMT
Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
Signature Date: 2025-05-06 - 1:49:59 PM GMT - Time Source: server
Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature
2025-05-06 - 1:50:02 PM GMT
Email viewed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
2025-05-06 - 5:01:04 PM GMT
Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
Signature Date: 2025-05-06 - 5:02:03 PM GMT - Time Source: server
Page 90 of 144
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2025-05-06 - 5:02:05 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2025-05-07 - 7:38:46 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2025-05-07 - 7:39:18 PM GMT - Time Source: server
Agreement completed.
2025-05-07 - 7:39:18 PM GMT
Page 91 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1638
FROM: Richard Johnson, CITY ENGINEER
SUBJECT: The City Engineer, Richard Johnson, is requesting the procurement
of Professional Construction Engineering and Inspection (CE&I)
Services for the Bon Secour at Grand Drainage Project.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
To approve the selection of Sawgrass Consulting, LLC by the Mayor for Professional
Construction Engineering and Inspection (CE&I) Services for the Bon Secour at Grand
Drainage Project. and authorize the Mayor to negotiate the not-to-exceed cost to be
approved by City Council.
BACKGROUND INFORMATION:
The City Engineer, Richard Johnson, is requesting the procurement of Professional
Construction Engineering and Inspection (CE&I) Services for the Bon Secour at Grand
Drainage Project
The proposed scope of work shall include:
• Construction Engineering and Consulting
Mayor Sullivan has selected Sawgrass Consulting, LLC. for this project.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
N/A
LEGAL IMPACT:
N/A
Page 92 of 144
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 93 of 144
RESOLUTION NO. ____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That the City Council approves the selection by Mayor
Sherry Sullivan for Professional Construction Engineering and Inspection (CE&I)
Services for (RFQ PS25-032) for the Bon Secour at Grand Drainage Project to
Sawgrass Consulting, LLC; and hereby authorize Mayor Sullivan to negotiate the not-
to-exceed fee to be approved by Council.
DULY ADOPTED THIS 14TH DAY OF JULY, 2025
______________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 94 of 144
Sherry Sullivan
Mayor
Council Members:
Kevin G. Boone
Jack Burrell, ACMO
Jimmy Conyers
Corey Martin
Jay Robinson
Lisa A. Hanks, MMC
City Clerk
Kimberly Creech
Treasurer
61 North Section St.
PO Box 429
Fairhope, AL 36533
251-928-2136 (p)
MEMO
To: Lisa Hanks, City Clerk
Kim Creech, Treasurer
From: ______________________________
Erin Wolfe, Purchasing Manager
Date: July 2, 2025
Re: RFQ PS25-032 Professional Construction Engineering and Inspection
Services for the Bon Secour at Grand Drainage Project
The City Engineer, Richard Johnson, is requesting the hiring of a professional
engineering firm to construction engineering and inspection services for the Bon Secour
at Grand Drainage Project.
Per our Procedure for Procuring Professional Services, Richard Johnson and I are
providing firms for the Mayor to select from for the work.
The proposed scope of work shall include:
• Construction Engineering & Inspection
Please move this procurement of professional services forward to the Mayor for the
selection of a professional service provider.
The short list is:
_____________ ___________ Sawgrass Consulting, LLC.
_____________ ___________ None. Submit another list
Cc: file, Richard Johnson, Mayor Sherry Sullivan
Sherry Sullivan (Jul 2, 2025 11:49 CDT)
Sherry Sullivan Jul 2, 2025
Page 95 of 144
Memo to choose - CE&I for Bon Secour
Drainage Project
Final Audit Report 2025-07-02
Created:2025-07-02
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAWx52yiDhqVkiQUk_MEzZQk6vH6mgxOwH
"Memo to choose - CE&I for Bon Secour Drainage Project" Histo
ry
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2025-07-02 - 4:32:46 PM GMT
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2025-07-02 - 4:33:14 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2025-07-02 - 4:49:35 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2025-07-02 - 4:49:58 PM GMT - Time Source: server
Agreement completed.
2025-07-02 - 4:49:58 PM GMT
Page 96 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1637
FROM: Richard Johnson, CITY ENGINEER
SUBJECT: The City Engineer, Richard Johnson, has requested to procure a
qualified contractor to provide all materials, equipment, labor and
incidentals for the Bon Secour Street Drainage Repair Project.
Authorize Treasurer to transfer $398,945.50 from General Fund to
Capital Projects Fund.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
To approve the award of (Bid No. 25-049-2025-PWI-018) to C. Thornton, Inc. for Bon
Secour at Grand Street Drainage Repair Project with a bid proposal not-to-exceed
$398,945.50. Authorize Treasurer to transfer $398,945.50 from General Fund to Capital
Projects Fund.
BACKGROUND INFORMATION:
A service bid was issued on May 30, 2025, posted to the City of Fairhope's website, and
published in Gulf Coast Media. Eight (8) responsive bids were received at the bid
opening on June 26, 2025 at 2:00 p.m.
The City Engineer recommends the award be made to C. Thornton, Inc. Their low bid
response price was Three Hundred Ninety-Eight Thousand Nine Hundred Forty-Five
Dollars and Fifty Cents ($398,945.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
103-55853 Capital Projects -
Drainage
$0.00 $398,945.00 ($398,945.00)
Authorize Treasurer to transfer $398,945.50 from General Fund to Capital Projects
Fund:
General Fund
001-49998 Budget Rollover ($398,945.00)
001900-50965 Transfers CapProj Fund $398,945.00
Page 97 of 144
Capital Projects Fund
103-49810 Transfers from General Fund ($398,945.00)
103-55853 Capital Projects - Drainage $398,945.00
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 98 of 144
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 on (Bid Number 25-
049-2025-PWI-018 to procure a Qualified Contractor to provide all materials,
equipment, labor and incidentals for Bon Secour at Grand Street Drainage Repair
Project.
[2] At the appointed time and place, the following bids were opened and tabulated as
follows:
Please see attached Bid Tabulation for
Bid Number 25-049-2025-PWI-018
Bon Secour at Grand Street Drainage Repair Project
[3] After evaluating the bid proposals with the required bid specifications, C.
Thornton, Inc. is awarded (Bid Number 25-049-2025-PWI-018) to procure a
Qualified Contractor to provide all materials, equipment, labor and incidentals for
Bon Secour at Grand Street Drainage Repair Project with a total bid proposal not-to-
exceed $398,945.50.
Adopted on this 14th day of July, 2025
_________________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MM
City Clerk
Page 99 of 144
Page 100 of 144
Page 101 of 144
Page 102 of 144
Page 103 of 144
PRF - Bon Secour at Grand Drainage
Final Audit Report 2025-05-27
Created:2025-05-21
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAArDvTkdAsa0Ffg4lYmLTSSg_9QvL81aZ3
"PRF - Bon Secour at Grand Drainage" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2025-05-21 - 10:09:54 PM GMT
Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature
2025-05-21 - 10:10:31 PM GMT
Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
2025-05-22 - 1:16:21 PM GMT
Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
Signature Date: 2025-05-22 - 1:17:03 PM GMT - Time Source: server
Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature
2025-05-22 - 1:17:04 PM GMT
Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
Signature Date: 2025-05-27 - 2:54:34 PM GMT - Time Source: server
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2025-05-27 - 2:54:36 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2025-05-27 - 3:40:25 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2025-05-27 - 3:41:18 PM GMT - Time Source: server
Agreement completed.
2025-05-27 - 3:41:18 PM GMT
Page 104 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1632
FROM: Ben Patterson, ELECTRIC SUPERINTENDENT
Richard Johnson, CITY ENGINEER
SUBJECT: The City Engineer, Richard Johnson, and the Superintendent of
Electric Department, Ben Patterson, are requesting to approve the
award of the Request for Quotes for Labor, Equipment and Materials
for the underground bore project at the unopened right of way of Bon
Secour.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
To approve the award of the Request for Quotes for Labor, Equipment and Materials for
the Underground Bore Project at the Unopened Right of Way of Bon Secour to A-Long
Boring, Inc. for a not-to-exceed project cost of $89,800.00. This Public Works project
will be less than $100,000.00, and therefore does not need to be formally bid out.
BACKGROUND INFORMATION:
The City Engineer, Richard Johnson, and the Superintendent of Electric Department,
Ben Patterson, are requesting to approve the award of the Request for Quotes for
Labor, Equipment and Materials for the underground bore project at the unopened right
of way of Bon Secour. This Public Works project will be less than $100,000.00, and
therefore does not need to be formally bid out.
A Request for Quotes was sent to three (3) qualified contractors. The lowest quote was
from A-long Boring, Inc. The City Engineer and the Superintendent of Electric
Department request approval to award the Request for Quotes to the low bidder A-Long
Boring, Inc. for the not-to-exceed cost of Eighty-Nine Thousand Eight Hundred Dollars
($89,800.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
003-59500 Electric - System
Improvements
$0.00 $89,800.00 ($89,800.00)
Page 105 of 144
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 106 of 144
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the award of the Request for Quotes for Labor,
Equipment, and Materials for the Underground Bore Project at the Unopened Right of
Way of Bon Secour to A-Long Boring, Inc. for a not-to-exceed project cost of
$89,800.00. 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 14TH DAY OF JULY, 2025
_______________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 107 of 144
Estimate
Date
6/3/2025
Estimate #
2440
Name / Address
City-Fairhope
Post Office Drawer 429
Fairhope, AL 364533
A-Long Boring, Inc
Project
Total
P. O. Box 1926 - Fairhope, AL 36533
Phone (251)928-4934 - Fax (251)928-4253
Signature:
Description Qty Rate Total
Bon Secour Electric Bore
Bore HDPE (4) 4" 800 96.00 76,800.00
Material (Lead time 5 weeks) 1 13,000.00 13,000.00
_____________________________________
$89,800.00
Page 108 of 144
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Ben Patterson, Elec. Super./Richard D. Johnson, PE – City Eng. Date: 06/27/2025
Department: Electric/Public Works - Engineering
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. A-Long Boring, Inc $ 89,800.00
2. Construction Labor Services, Inc. $ 105,750.00
3. Bama Boreing & Contracting, Inc. $ 117,120.00
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? Provide all labor, materials, and equipment to perform 4" HDPE
HDD Bores: 4 Bores, approximately 800LF in total
2. What is the total cost of the item or service? $89,800.00
3. How many do you need? One Contract via P.O.
4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request
5. Vendor Name (Lowest Quote): A-Long Boring, Inc
6. Vendor Number: 24207
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? +/- $100,000.00 in the aggregate
3. Budget code: 003-59500
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 109 of 144
2025-PEI 018 - Underground Electric Bore Project - Unopened ROW of Bon Secour
City of Fairhope Public Electric Utility Project
The Project Scope of Work:
Entails all material, equipment, labor, incidentals, overhead and profit to conduct an
underground electric boring, also known as directional boring or horizontal directional
drilling (HDD), which is a trenchless method used to install underground electrical
conduits and cables with minimal surface disruption. This technique involves drilling a
pilot hole along a predetermined path, then enlarging it to accommodate the conduit or
cable, which is then pulled through the enlarged bore.
This project entails four (4) independent parallel bores of 4-inch diameter, HDPE (SDR-
9) conduits from the south side of the intersection of Bon Secour and Grand Avenues to
the north, along the unopened R.O.W. of Bon Secour, approximately 800 linear feet,
coming to daylight on the west side of the intersection of Bon Secour Avenue and Quail
Loop. This will accommodate the aerial electric primary to be removed from the poles
along the unopened R.O.W. and be placed underground. Poles will be removed post
conversion to underground electric. This will end the costly and inaccessible vegetation
and O&M maintenance requirements of this aerial circuit. In addition, this circuit will be
render more resilient to natural disaster due to its removal from exposure to wind, hail,
ice and falling debris.
Materials and workmanship shall be per the enclosed plans and specifications. This is a
lump sum-based project, and all quantities will be field verified prior to payment. Quoting
Contractors shall field verify all conditions prior to submittal.
Key Project Deliverables:
• Four Bore Shots – 4” diameter – HDPE (SDR-9) - ±800 linear feet
• Quote to included material, equipment, labor, incidentals, overhead and profit
CRITICAL TIMELINES:
• NTP will be based on the issuance of the P.O.
• Material to be order at issuance of the NTP
• 30 Calendar Days allowed for work (no exceptions for holidays)
• Contractor may be limited to time of day or days of the week restrictions on this
project – site may be made available as required by the nature of the work.
GENERAL NOTES:
1. The General Contractor will be required to be Licensed (Appropriate GC),
Bonded, and Insured. Documents will be required at the time of bid/quote
acceptance and/or issuance of purchase order.
Page 110 of 144
2. Work must be completed 30 calendar days from the receipt of materials.
3. Enclosed scope of work, descriptions, quantities, etc. are "good faith" estimates
only. Prior to submitting bid/quotation, contractor should field measure and verify
all quantities.
4. Bid Responses are subject to the enclosed DRAWINGS and/or GENERAL
CONDITIONS, SPECIAL PROVISIONS and SUPPLEMENTAL
SPECIFICATIONS as attached and/or referenced.
5. LIQUIDATED DAMAGES: Liquidated Damages (LD’s) shall be applied to this
contract. The Liquidated Damages Daily Charge of $150.00/calendar day will
apply.
6. This is a Quoted Public Works Project – all applicable City and State terms and
conditions apply.
Page 111 of 144
535467848666946868718088464947657273974864784849636562925355474790575356808393965551
74 75767977469710150
78
100
52 498269 81895485879195989968BON SECOUR AVE QUAIL LOOPBON SECOUR AVEGRAND AVEGRAND AVES.S.S.S.S.S.S.S.S.S.S.S.S.S.S.S.S.S.S.S.S.S.S.S.BORE PIT
BORE PIT
BORE TRAJECTORY
BON SECOUR AVE (UNOPENED)
UNDERGROUND ELECTRIC BORE
Prepared By:R.D. Johnson, PE City of Fairhope
Date:5/21/2025 Scale: 1" = 30'
Project No.:Electric UG Bore Plan
STA 00+00STA 01+00STA 02+00STA 03+00STA 04+00STA 05+00STA 06+00STA 07+00STA 08+00STA 09+00STA 10+00
0 BON SECOUR AV
CARDER
585 BON SECOUR AV
WHITEHEAD
587 BON SECOUR AV
SNELLGROVE
THEORETICAL BORE PLAN
Page 112 of 144
ELEV 98
ELEV 96
ELEV 94
ELEV 92
ELEV 90
ELEV 88
ELEV 86
ELEV 84
ELEV 80
ELEV 78
ELEV 76
ELEV 74
ELEV 72
ELEV 70
ELEV 68
ELEV 66
ELEV 64
ELEV 62
ELEV 60
ELEV 58
ELEV 82
ELEV 56
ELEV 54
ELEV 52
ELEV 50
ELEV 48
ELEV 46
ELEV 44
ELEV 42
ELEV 40
ELEV 38
BON SECOUR AVE (UNOPENED)UNDERGROUND ELECTRIC BOREPrepared By:R.D. Johnson, PECity of FairhopeDate:5/21/2025Scale: N.T.S.Project No.:Electric UGBore ProfileSTA 00+00STA 01+00STA 02+00STA 03+00STA 04+00STA 05+00STA 06+00STA 07+00STA 08+00STA 09+00STA 10+00
ELEV 36
ELEV 34
ELEV 32
ELEV 30
ELEV 28
ELEV 26
ROW ROW
ROW ROW
0 BON SECOUR AV
CARDER
585 BON SECOUR AV
WHITEHEAD
587 BON SECOUR AV
SNELLGROVE
⅊⅊⅊
⅊⅊⅊
⅊
⅊
457 BON SECOUR AVE
SCOTT
INLET AND
SIDE DRAIN
SCALE:
HORIZ. - 1:1
VERT. - 10:1
THEORETICAL BORE PROFILE(S)
EXIST GROUND
ELEVATION - WEST
SIDE OF GULLY
PROFILE OPTION TWO
SEWER MAIN
PROFILE OPTION ONE
SEWER MAIN
GRAND AVE
BORE PIT
BORE PIT
Page 113 of 144
Estimate
Date
6/9/2025
Estimate #
767
Name / Address
City of Fairhope
P.O. Drawer 429
Fairhope AL 36533
ATT: Randy Weaver
Bama Boreing and Contracting Inc.
4985 Travis Rd
Mobile Al. 36619
Project
Thank you for your business.Total
Description Qty Rate Total
Install 4 - 4" pipe for Electrical @ Bon Secour Ave. 800 120.00 96,000.00
Materials (4 - 1000' Rolls of SDR9) 1 21,120.00 21,120.00
$117,120.00
Page 114 of 144
Page 115 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1640
FROM: Jeff Montgomery
Kim Creech, CITY TREASURER
SUBJECT: The I.T. Director, Jeff Montgomery, and the City Treasurer, Kim
Creech, are requesting approval for the procurement of 6 additional
user subscriptions for the Citizenserve software by Online Solutions,
LLC.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
To approve the procurement of an additional 6 Annual Subscriptions of Citizenserve
Software for the IT Department from Online Solutions, LLC; and authorizes procurement
allowed by the Code of Alabama 1975, Section 41-16-51(a)(11). The additional annual
cost is $9,000.00. The new total annual cost will be $51,000.00.
BACKGROUND INFORMATION:
The I.T. Director, Jeff Montgomery, and the City Treasurer, Kim Creech, are requesting
approval for the procurement of an additional six (6) user subscriptions for the
Citizenserve software by Online Solutions, LLC. This software provides online submittal
and permitting for citizens, builders, and developers. The annual cost per license is One
Thousand Five Hundred Dollars ($1,500.00), for a total of Nine Thousand Dollars
($9,000.00). The new total annual cost will be Fifty-One Thousand Dollars ($51,000.00).
This procurement is exempt from formal bidding per Code of Alabama 1975, Section
41-16-51(a)(11) which states:
“(a) Competitive bids for entities subject to this article shall not be required for utility
services, the rates for which are fixed by law, regulation, or ordinance, and the
competitive bidding requirements of this article shall not apply to:
(11) Purchases of computer and word processing hardware when the hardware is the
only type that is compatible with hardware already owned by the entity and custom
software.”
Previous Actions:
Resolution No. 5196, adopted by Council on September 23, 2024, approved the
procurement of the renewal of 28 Annual Subscriptions of Citizenserve Software for the
IT Department from Online Solutions, LLC.
Page 116 of 144
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
002-50300 Gas - Computer
Expense
$1,500.00 $1,500.00 $0.00
003-50300 Electric - Computer
Expense
$1,500.00 $1,500.00 0.00
001100-
50300
General Govt -
Computer Expense
$1,500.00 $1,500.00 $0.00
001120-
50300
Planning -
Computer Expense
$1,500.00 $1,500.00 $0.00
001130-
50300
Building -
Computer Expense
$1,500.00 $1,500.00 $0.00
001350-
50300
Streets - Computer
Expense
$1,452.06 $1,500.00 ($47.94)
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 117 of 144
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the procurement of a an additional six (6)
Annual Subscriptions of Citizenserve Software for the IT Department from Online
Solutions, LLC: and authorizes procurement allowed by the Code of Alabama 1975,
Section 41-16-51(a)(11). The additional annual cost is $9,000.00. The new total
annual cost will be $51,000.00.
ADOPTED ON THIS 14TH DAY OF JULY, 2025
___________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 118 of 144
RESOLUTION NO. 5196-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the procurement of the renewal of 28 Annual
Subscriptions of Citizenserve Software for the IT Department from Online Solutions ,
LLC; and authorizes procurement allowed by the Code of Alabama 1975 , Section 41-
16-Sl(a)(ll). The total amount is $42 ,000 .00.
ADOPTED ON THIS 23RD DAY OF~)
Corey Martin, Council President
Attest:
~!!i/J.~
City Clerk
Page 119 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1607
FROM: Stephanie Hollinghead, Chief
SUBJECT: That the City Council approves and authorizes the City of Fairhope to
execute a Memorandum of Understanding between Coastal Alabama
Community College and the City of Fairhope Police Department
pursuant to Section 36-21-49, Code of Alabama 1975.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
City Council Approval
BACKGROUND INFORMATION:
Memorandum of Understanding Between Coastal Alabama Community College and
City of Fairhope Police Department.
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 120 of 144
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That the City Council hereby approves and authorizes the
City of Fairhope to execute a Memorandum of Understanding between Coastal Alabama
Community College and the City of Fairhope Police Department pursuant to Section 36-
21-49, Code of Alabama 1975.
ADOPTED ON THIS 14TH DAY OF JULY, 2025
______________________________
Jack Burrell, Council President
Attest:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 121 of 144
Address, City, State, Zip • 1-800-381-3722
MEMORANDUM OF UNDERSTANDING
BETWEEN
COASTAL ALABAMA COMMUNITY COLLEGE
AND
CITY OF FAIRHOE POLICE DEPARTMENT
This MEMORANDUM OF UNDERSTANDING (“Agreement”) is entered into
between Coastal Alabama Community College (“CACC or College”) and City of Fairhope
Police Department (“FHPD”) collectively referred to as “Parties” on the dates written
below.
WHEREAS, CACC is a publicly supported institution of the Alabama Community
College System ("ACCS") and is under the direction of the ACCS Board of Trustees; and,
WHEREAS, BMPD is a municipal law enforcement agency; and,
WHEREAS, CACC and FHPD desire to enter into a collaboration for the purpose
of sharing law enforcement resources in emergency situations.
NOW THEREFORE, pursuant to the joint and mutual agreement of CACC and
FHPD, the parties have reached a common understanding that the following actions,
agreements, and commitments will be required.
1. Scope of Services: For the term of this agreement, the parties agree to
collaborate with each other and provide law enforcement assistance, when requested, to
the extent deemed practicable by the providing party.
2. Fees: This agreement does not involve any commitment nor payment of
funds.
It is further agreed that the terms and commitments contained herein shall not
constitute a debt of the State of Alabama in violation of Section 213 of the Constitution of
Alabama of 1901, as amended by Amendment No. 26. If any provision of this Agreement
shall contravene any statute or Constitutional provision, either now in effect or which may
be enacted during the term of this Agreement, then the conflicting provision of the
Agreement shall be deemed null and void.
Page 122 of 144
3. Term of Agreement. This Agreement shall be effective beginning June 1,
2025 through June 1, 2028. The effectiveness and adherence of this agreement will be
evaluated on an annual basis by the parties.
4. Materials and Supplies. Parties shall provide all materials, supplies,
workspace, personnel, and equipment it deems necessary to perform the services provided
for herein.
5. Governing Law. This Agreement shall be governed by and construed in
accordance with the laws of the State of Alabama without giving effect to any choice- or
conflict-of-laws, provisions or rules (whether of the State of Alabama or any other
jurisdiction) that would cause the application of the laws of any jurisdiction other than
those of the State of Alabama.
6. Termination. Notwithstanding anything herein to the contrary, either party
may terminate this agreement upon providing seven days written notice to the other party.
7. Relationship of Parties. The relationship between the parties is that of
independent contractors. Nothing contained herein shall be construed as creating any
agency, partnership, joint venture, or other form of joint enterprise, employment, or
fiduciary relationship between the parties, and neither party shall have authority to contract
for or bind the other party in any manner whatsoever.
8. Immigration Law Compliance. By signing this contract, the contracting
parties affirm, for the duration of the agreement, that they will not violate federal
immigration law or knowingly employ, hire for employment, or continue to employ an
unauthorized alien within the State of Alabama. Furthermore, a contracting party found to
be in violation of this provision shall be deemed in breach of the agreement and shall be
responsible for all damages resulting therefrom.
9. Other Terms.
9.1. This Agreement constitutes the sole and entire agreement of the parties to
this Agreement with respect to the subject matter contained herein, and supersedes all prior
and contemporaneous understandings, negotiations, and agreements, both oral and written,
with respect to such subject matter.
9.2. This Agreement may only be amended or otherwise modified by an
agreement in writing signed by the parties hereto. No waiver by any party of any of the
provisions contained in this Agreement shall be effective unless explicitly set forth in
writing and signed by the party so waiving. In addition, no failure to exercise, or any delay
in exercising any rights or remedies provided hereunder shall operate or be construed as a
waiver of said rights or remedies; nor shall any waiver of any rights or remedies hereunder
be construed as a waiver of other or future rights or remedies hereunder.
Page 123 of 144
9.3. In accordance with the recommendations of the Governor and the Attorney
General of the State of Alabama, the parties shall consider settling all disputes arising from
or related to this Agreement by using appropriate forms of non-binding alternative dispute
resolution.
9.4. In the event of the proration of the fund from which payment under this
contract is to be made, the contract will be subject to termination.
9.5. It is understood that there is no entitlement to any state merit system benefits
to anyone working under this agreement.
9.6. This Agreement may be executed in counterparts, each of which shall be
deemed an original, but all of which together shall be deemed to be one and the same
Agreement.
9.7 In compliance with Act 2016-312, the contractor hereby certifies that it is
not currently engaged in, and will not engage in, the boycott of a person or an entity based
in or doing business with a jurisdiction with which this state can enjoy open trade.
***SIGNATURES ON FOLLOWING PAGE***
Page 124 of 144
IN WITNESS WHEREOF, an authorized representative of Coastal Alabama
Community College and City of Fairhope have executed this Agreement as of the dates
written below.
COASTAL ALABAMA COMMUNITY CITY OF FAIRHOPE
COLLEGE
By: ______________________________ By: _____________________________
Dr. Dr. Aaron Milner, President Sherry Sullivan, Mayor
Date: _____________________________ Date: _____________________________
Page 125 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1643
FROM: Hunter Simmons, PLANNING DIRECTOR
SUBJECT: Planning and Zoning Director, Hunter Simmons, is requesting a
change order no. 4 for the contract with MCCi, LLC for three return of
scanned documents/images of Planning Department Plans and
Documents.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
To approve Change Order No. 4 for the contract with MCCi, LLC for the return of
physical documents/images of Planning Department Plans and Documents. The change
order cost is $2,029.56 plus contingency and the new contract total will not-to-exceed
$113,193.48.
BACKGROUND INFORMATION:
The City Council approved the original contract with MCCi, LLC for scanning solutions
for physical documents/images of Planning Department Plans and Documents for
$35,861.87 on January 27, 2020. Change Order No. 1 for $30,835.25 was approved on
March 22, 2021. Change Order No. 2 for $39,796.86 was approved on June 13, 2022.
Change Order No. 3 for $24,394.94 was approved on January 13, 2025.
Change Order No. 4 is for the shipping return of the Planning Department
documents/images. The cost for Change Order No. 4 is Two Thousand Twenty-Nine
Dollars and Fifty-Six Cents ($2,029.56). The Planning and Zoning Director is requesting
to add a contingency to that amount for any inaccuracies in the projected cost. The total
not-to-exceed is Two Thousand Five Hundred Dollars ($2,500.00). This will close out
the contract with MCCi, LLC. The new total contract price is not-to-exceed One Hundred
Thirteen Thousand One Hundred Ninety-Three Dollars and Forty-Eight Cents
($113,193.48).
Previous Actions:
January 27, 2020 - Resolution No. 3639-20 approved the contract with MCCi for New
Scanning Services for converting paper files for the City Clerk and Building Department
for $35,861.87.
March 22, 2021 - Resolution No. 4040-21 approved the Addendum No. 1 to procure
unbudgeted Scanning Software Laserfiche to convert paper files to digital. The total cost
is $30,835.25.
Page 126 of 144
June 13, 2022 - Resolution No. 4477-22 authorizes Mayor Sullivan to execute Change
Order No. 2 for procurement of scanning solutions for use in Project 4 for the Planning
and Zoning Department. The additional funds requested is $39,796.86.
January 13, 2025 - Resolution No. 5321-25 authorizes Mayor Sullivan to execute
Change Order No. 3 for the procurement of scanning solutions for use in Project 4 for
the Planning and Zoning Department. The cost is $24,394.94.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001120-
50290
Planning -
Professional
Services
$0.00 $2,500.00 ($2,500.00)
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 127 of 144
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 Change Order No. 4
for the return of scanned documents for the Planning and Zoning Department;
services have been previously negotiated through the National Cooperative Alliance
(NCPA) Buying Group (Contract 11-26) with MCCi, LLC and therefore does not
have to be let out for bid. Change Order No. 4 is not to exceed $2,500.00. Total
contract price will not-to-exceed $113,193.48.
ADOPTED ON THIS 14TH DAY OF JULY, 2025
____________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 128 of 144
| Change Order Page 1 of 2
CHANGE ORDER NUMBER 04
TO THE ORDER DOCUMENT SCANNING SOLUTION
This is Change Order Number 04 (“CO”) to the Order Document Scanning Solution (“Order”) dated 07/01/2020 by
and between MCCi, LLC (“MCCi”) and City of Fairhope (“Client.”) MCCi and Client may be referred to individually as a
“Party” or collectively as the “Parties”. Capitalized terms used and not otherwise defined herein shall have the
meaning ascribed to them in the Order.
The Parties desire to amend the Order as follows:
Order
Date
Document
Title
Summary Financial
Impact
07/01/2020
Document
Scanning
Solution
Scanning Order: Pricing $35,861.87
09/22/2021 Change
Order 01
Client has more physical documents/images than estimated on the
original order. This CO authorizes the completion of the additional
work.
Remaining Images to be processed:
7,724 images x $1.45/per image= $11,199.80
$10,639.81
5/16/2022 Change
Order 02
Reallocate unused funds of $5,301.61 from Change Order 01 for
use in Project 4.
Add Project 4 –See Exhibit A
Project 4 estimated total costs = $45,098.47
Total additional funds needed = $39,796.86
$39,796.86
12/13/2024 Change
Order 3
Client has more physical documents/images than estimated on the
original order. This CO authorizes the completion of the additional
work needed to scan the remaining documents/images.
Remaining Items to be scanned,
123,269 Regular Format images @ $0.16= $19,723.04
2,610 Large Format images $1.79 = $4,671.90
Total additional funds needed $24,394.94
$24,394.94
7/1/2025 Change
Order 04
Client would like documents returned to them
Add
Return *$300 Minimum Charge per Pickup = $300
Return at $20.59 per box x 84 boxes =$1,725.56
Total additional funds needed $2,029.56
$2,029.56
Cumulative Totals $112,723.04
All other terms to the Order remain unchanged.
Page 129 of 144
| Change Order Page 2 of 2
IN WITNESS WHEREOF, the parties have caused this CO be signed by their respective duly authorized
representatives as of the date last written below:
MCCi, LLC CITY OF FAIRHOPE
By: __________________________________________ By:_________________________________________________
Name: ______________________________________ Name: _____________________________________________
Title: ________________________________________ Title: ______________________________________________
Date: ________________________________________ Date: ______________________________________________
Page 130 of 144
RESOLUTION NO. 5321-25
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 . 3 for procurement of scanning solutions for use in Project
4 for the Planning and Zoning Department; services have been previously negotiated
through the National Cooperative Purchasing Alliance (NCP A) Buying Group
(Contract 11-26) with MCCi , LLC and therefore does not have to be let out for bid.
Change Order No. 3 cost is $24 ,394.94 for additional work due to more physical
documents and images. Total contract price will not-to-exceed $110 ,693.48 .
ADOPTED ON THIS 13TH DAY OF JANUARY, 2025
Attest:
~Ak~ "aA.Hnks,MMC
City Cleric
Page 131 of 144
RESOLUTION NO. 4477-22
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to
execute Change Order No. 2 for procurement of scanning solutions services for use in
Project 4 for the Planning and Zoning Department; services have been previously
negotiated through the National Cooperative Purchasing Alliance (NCPA) Buying
Group (Contract 11-26); the cost for additional work will be $45,098.47 ; and awards
Change Order No. 2 to MCCI , LLC .; ($5 ,301.61 will be used from Change Order No .
1 to offset the cost; the total additional funds requested is $39 ,796.86.)
ADOPTED ON THIS 13TH DAY OF JUNE, 2022
~'°ye<;;?$
Council President
Attest:
~ City Cler
Page 132 of 144
Page 133 of 144
Page 134 of 144
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1644
FROM: Fairhope Airport Authority
SUBJECT: That the City of Fairhope hereby authorizes the resubmission of a
Grant Application for FY2025 Airport Improvement Program Funds
for Runway Strengthening at H.L. "Sonny" Callahan Airport; and
authorizes Mayor Sherry Sullivan to sign the application and any
related forms or documents on behalf of the City of Fairhope. The
Mayor is hereby authorized to execute an appropriate grant
agreement with FAA without further action on the part of the City
Council.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
City Council Approval
BACKGROUND INFORMATION:
On May 27, 2025, the City Council approved Resolution No. 5463-25 to authorize
submission of a grant application for FY2025 Airport Improvement Program Funds for
Runway Strengthening at H.L. "Sonny" Callahan Airport.
The reasoning for the required resubmission is due to a change in the cost for the
temporary runway. The Alabama Department of Transportation ("ALDOT") is requiring
the Airport to widen the existing parallel taxiway to 60’ – five additional feet on either
side in order to utilize it as a temporary runway while the existing runway is closed for
construction.
Initially, the grant application was submitted with a higher cost to widen the taxiway as
we expected the FAA to require the buildup of the pavement widening to meet their
minimum pavement buildup standards. However, since the temporary widening will only
be in place for 30 days and will only serve aircraft of 12,500 lbs or less, the FAA and
ALDOT are allowing a lesser pavement buildup that is substantially cheaper. The
original temporary widening cost was $364,156.40. The revised cost for the temporary
widening with a lesser pavement buildup is $105,644.49.
Page 135 of 144
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
FAA AIP Grant Application for the Runway Strengthening and Lighting Replacement
Project
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.
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 $6,693,615, 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 July 15, 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 July 8, 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 14th day of July, 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.
Page -2-
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official
seal of the City of Fairhope on this 14th day of July, 2025.
_____________________________
Jack Burrell, Council President
ATTEST:
______________________________
Lisa A. Hanks, MMC
City Clerk
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CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1630
FROM: Lisa Hanks, CITY CLERK
SUBJECT: Application for Special Events Retail License by Thomas Bratton
McGregor, Bottles Up Mobile Inc. d/b/a Bottles Up Mobile, Fairhope
Civic Center July 25 Event, 161 N. Section St., Fairhope, AL 36532.
AGENDA
DATE:
July 14, 2025
RECOMMENDED ACTION:
City Council Approval
BACKGROUND INFORMATION:
Application for Special Events Retail License by Thomas Bratton McGregor, Bottles Up
Mobile Inc. d/b/a Bottles Up Mobile, Fairhope Civic Center July 25 Event, 161 N.
Section St., Fairhope, AL 36532.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
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