HomeMy WebLinkAbout07-28-2025 City Council Agenda Packet
CITY OF FAIRHOPE
CITY COUNCIL REGULAR AGENDA
Monday, July 28, 2025 - 6:00 PM
City Council Chambers
Council Members
Jack Burrell
Corey Martin
Jimmy Conyers
Jay Robinson
Kevin G. Boone
Invocation and Pledge of Allegiance
1. Approve minutes of July 14, 2025 Regular City Council Meeting and minutes of July
14, 2025 Work Session.
2. Report of the Mayor
3. Presentation: The Fairhope Police Department will officially be accredited by the
Alabama Association of Chiefs of Police. Presented to the Police Department by
Andalusia Police Chief Paul Hudson.
4. Public Participation – Agenda Items – (3 minutes maximum)
5. Council Comments
6. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract
for Extension No. 3 of (Bid No. 023-22) Disaster Debris Removal Monitoring
Services 2022 with True North Emergency Management, LLC per the terms and
conditions of the original contract. This is a two (2) month extension to allow for bid
process of contract rebid.
7. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract
for Extension No. 3 of (Bid No. 028-22) Disaster Debris Removal and Disposal
Services 2022 with CrowderGulf, LLC per the terms and conditions of the original
contract. This is a two (2) month extension to allow for bid process of contract rebid.
8. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute Change
Order No. 1 for (RFQ PS23-024) Professional Engineering Services for Pecan
Avenue Watershed Management with a not-to-exceed cost of $8,000.00; and to
award Contract Amendment No. 1 to JADE Consulting, LLC. The new contract total
will be $60,000.00.
9. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute Contract
Amendment No. 2, Extension No. 1 of (Bid No. 24-056) Citywide Tree Maintenance
Annual Contract Public Works Department with Chris Francis Tree Care, LLC per
the terms and conditions of the original contract.
10. Resolution – Authorizing Mayor Sullivan to enter into an agreement with Alabama
Department of Transportation for the Cooperative Maintenance of State Right-of-
Way of all Pedestrian related Facilities being constructed on the Parker Road
Sidewalk Project within the State right-of-way (i.e. Sidewalk, ADA Ramps,
Crosswalks, Pedestrian Signals, etc.) from milepost 42.99 to 43.00.
Page 1 of 231
City Council Regular Meeting
July 28, 2025
Page - 2 -
11. Resolution - That the City of Fairhope approves the procurement of a 2026 T380
Sidewinder with Automated Side Loader Garbage Truck that is on Sourcewell
(Contract #032824-KTC) with Truckworx and therefore does not have to be let out
for bid. The total amount not-to-exceed $337,511.00. The cost will be included in
the FY2026 Budget.
12. Resolution - That the City of Fairhope approves the award of the Request for Quotes
for Labor and Materials for Installation of 2,475 feet of 6' Privacy Fencing at the
Landfill to Cooper Fence Company for a not-to-exceed project cost of $45,787.50.
This Public Works project will be less than $100,000.00, and therefore does not
need to be formally bid out.
13. Resolution - To award (Bid No. 25-043) to Underground, Inc. for Rehabilitation of
Lakewood Lift Station with a bid proposal not-to-exceed $317,700.00.
14. Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a Contract
with Sawgrass Consulting, LLC. for Professional Construction Engineering and
Inspection (CE&I) Services for (RFQ PS25-032) Bon Secour at Grand Drainage
Project with a not-to-exceed amount of $39,900.00. Authorize Treasurer to transfer
$39,900.00 from General Fund to Capital Projects Fund.
15. Resolution - That certain items are declared surplus and the Mayor and City
Treasurer are hereby authorized and directed to dispose of personal property owned
by the City of Fairhope via "GovDeals".
16. Resolution - That the City Council approves the selection by Mayor Sherry Sullivan
for Professional Services for (RFQ PS25-033) for Hydrogeological Services Annual
Contract to O'Donnell & Associates, Inc.; and hereby authorize Mayor Sullivan to
negotiate the not-to-exceed fee to be approved by Council.
17. Resolution - To award (Bid No. 25-044-2025-PWal-007) to MAD Dash, Inc. d/b/a
Southern Steel Structures for Pre-Engineered Metal Building with Foundation Truck
Shed for City of Fairhope - Water and Sewer Department with a bid proposal not-
to-exceed $142,733.00.
18. Resolution - That the City of Fairhope approves the procurement for the addition of
Invoice Cloud to the Munis Financial System from Tyler Technologies, a Sole
Source Provider. This cost is not-to-exceed $7,000.00.
19. Resolution - That the City Council reject all bids for (Bid No. 25-038) for Fairhope
Municipal Jail; and to award (Bid No. 25-038) to Global Tel*Link b/d/a ViaPath
Technologies for negotiated submitted proposal for Inmate Telephone Services for
Fairhope Municipal Jail with a bid proposal of Inmate Calling Rates of $0.12 and
Cost of Recovery for Prepaid Calls is $0.12, pursuant to the Code of Alabama 1975,
Section 41-16-50(4).
Page 2 of 231
City Council Regular Meeting
July 28, 2025
Page - 3 -
20. Resolution - That the City Council hereby approves and authorizes the City of
Fairhope to execute a Memorandum of Understanding for the purpose of operating
a unified School Resource Officer Program, between the Baldwin County
Commission, Baldwin County Sheriff's Office, and the City of Fairhope pursuant to
Section 36-21-49, Code of Alabama 1975.
21. Resolution - That the City Council hereby authorizes Mayor Sherry Sullivan to sign
on behalf of the City of Fairhope for Mobile Baykeeper a letter to Senator Katie Britt
with regard to dredging.
22. Resolution - That the City Council hereby approves and authorizes Mayor Sherry
Sullivan to execute a Memorandum of Understanding Agreement between the City
of Fairhope and Fairhope/Point Clear Community Foundation, an affiliate of the
Community Foundation of South Alabama, for a partnership to construct a park and
splash pad to be known as “Foundation Park.”
23. Resolution - That Mayor Sherry Sullivan is hereby authorized to renew the lease for
a ten-year term pursuant to the Municipal Lease Agreement between the City of
Fairhope, Alabama (“Lessor”) and Theatre 98, Inc. (“Lessee”) for use of the
premises located at 350 Morphy Avenue, Fairhope, Alabama.
24. Resolution - That the City Council accepts the Gulf of America Alliance's grant award
for the Clean and Resilient Marina Certification project for the Fairhope Docks
Marina in the amount of $17,349.17; and authorizes Mayor Sherry Sullivan to sign
all necessary documents. The award will fund necessary equipment to complete the
Clean Marina certification process including; a weather station, green cleaning
supplies for slip owners, a spill kit and boom for the fuel dock and signage.
25. Recommendations - That the City Council hereby approves the Street & Traffic
Committee recommendations: (1) Removing the current speed-calming devices on
Volanta Avenue (West End, from N. Section Street to the Fairhope Yacht Club), and
install four (4) standard (rubber/bolt down) speed bump devices; (2) Lowering the
speed limit from 25 mph to 15 mph on Volanta Avenue (West end, from N. Section
Street to Fairhope Yacht Club); (3) Adding a fourth speed table to Summer Lake
Street (residents would pay for the additional speed calming device); and (4)
Lowering the speed limit from 25 mph to 20 mph on Summer Lake Street.
26. Request - Gary Gover, Director and President of Earth Day Mobile Bay, Inc.
requesting the use of South Beach Park for Earth Day 2026.
27. Appointment - Fairhope Environmental Advisory Board
28. Public Participation – (3 minutes maximum)
29. Adjourn
Page 3 of 231
City Council Regular Meeting
July 28, 2025
Page - 4 -
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, August 11, 2025, 6:00 p.m.
Fairhope Municipal Complex
161 North Section Street
Fairhope, AL 36532
Page 4 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1067
FROM: Lisa Hanks, CITY CLERK
SUBJECT: Approve minutes of July 14, 2025, Regular City Council Meeting and
minutes of July 14, 2025 Work Session.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
City Council approval.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 5 of 231
STATE OF ALABAMA )(
:
COUNTY OF BALDWIN )(
The City Council, City of Fairhope, met in regular session at
6:00 p.m., Fairhope Municipal Complex Council Chamber,
161 North Section Street, Fairhope, Alabama 36532, on
Monday, 14 July 2025.
Present were Council President Jack Burrell, Councilmembers: Corey Martin,
Jimmy Conyers, and Jay Robinson, Mayor Sherry Sullivan, City Attorney Marcus E.
McDowell, and City Clerk Lisa A. Hanks. Councilmember Kevin Boone was absent.
There being a quorum present, Council President Burrell called the meeting to
order. The invocation was given by Pastor William Quinn for Trinity Presbyterian
Church and the Pledge of Allegiance was recited.
Councilmember Martin moved to amend Agenda Item No. 10 to add
$5,000.00 to the not-to-exceed amount for a total not-to-exceed of $75,350.00.
Seconded by Councilmember Conyers, motion passed unanimously by voice vote.
Council President Burrell stated there was a need to add on an agenda item
after Agenda Item Number 20: a resolution that the City of Fairhope approves the
award of the Request for Quotes for Labor and Materials for the Replacement of the
Well #8 Pump to Griner Drilling Service, Inc. for a project cost not-to-exceed
$54,793.74. This Public Works project will be less than $100,000.00; and therefore,
does not need to be formally bid out.
Councilmember Robinson moved to add on the above-mentioned item not on
the printed agenda. Seconded by Councilmember Martin, motion passed unanimously
by voice vote.
Councilmember Robinson moved to approve minutes of the 23 June 2025,
regular meeting; and minutes of the 23 June 2025, work session. Seconded by
Councilmember Conyers, motion passed unanimously by voice vote.
Mayor Sullivan addressed the City Council regarding the following items:
1) Thanked everyone for another great Fourth of July Celebration;
2) Thanked everyone for getting the Pier Area opened for the Fourth of July
Celebration;
3) Reminded everyone of the street construction and force main being funded by
Restore Act Funds;
4) Said the round-about is going well at Veterans, Triangle, Main Street, and
Section; and
5) Reminded everyone of the paving being done throughout the City.
Page 6 of 231
14 July 2025
Police Chief Stephanie Hollinghead addressed the City Council and
announced the following promotions within the Police Department: Corporal Dustin
Holmes over Patrol Division; and Sergeant Tyler Sellers over Investigative
Department/Unit.
Mayor Sullivan commented that there is a dedicated page on the City’s website for
construction projects.
Councilmember Martin said he took his family to the Fourth of July
Celebration and it was a great event.
Councilmember Conyers also said the Fourth of July Celebration was great;
and it was good to see the Pier area open.
Councilmember Robinson reiterated the fireworks were great; and he
recognized the 8-year old baseball players who won the State Championship; and
now will be going to the Cal Ripken Tournament. Councilmember Robinson also
recognized the 12-year old players who also won the State Championship.
Council President Burrell reiterated how great the Fourth of July Celebration
was this year.
Council President Burrell announced the Public Hearing will be held on or
after 6:00 p.m. as published for the Grant FY26 ALDOT Section 5310 Grant.
Councilmember Robinson introduced in writing, and moved for the adoption
of the following resolution, a 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. Seconded by Councilmember Martin, motion passed
unanimously by voice vote.
*
*
*
*
Page 7 of 231
14 July 2025
RESOLUTION NO. 5492-25
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 8 of 231
14 July 2025
Page 9 of 231
14 July 2025
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution, a 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.” Seconded by Councilmember Conyers, motion passed unanimously by
voice vote.
RESOLUTION NO. 5493-25
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
Councilmember Robinson introduced in writing, and moved for the adoption
of the following resolution, a resolution that the City of Fairhope approves the award
of the Request for Quotes for Labor and Materials for 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. Seconded by Councilmember Martin, motion passed
unanimously by voice vote.
Page 10 of 231
14 July 2025
RESOLUTION NO. 5494-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the award of the Request for Quotes for Labor
and Materials for 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
Councilmember Robinson introduced in writing, and moved for the adoption
of the following resolution, a 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. Seconded
by Councilmember Martin, motion passed unanimously by voice vote.
*
*
*
Page 11 of 231
14 July 2025
RESOLUTION NO. 5495-25
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
Councilmember Robinson introduced in writing, and moved for the adoption
of the following resolution, a resolution that the City of Fairhope approves the award
of the Request for Quotes for Labor and Materials for the 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. Seconded by Councilmember Conyers,
motion passed unanimously by voice vote.
*
*
*
Page 12 of 231
14 July 2025
RESOLUTION NO. 5496-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City of Fairhope approves the award of the Request for Quotes for
Labor and Materials for the Thermoplastic Crosswalk Striping in City School Zones and
others to IMPACT Divisions, LLC for a not-to-exceed project cost of $75,350.00. 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
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution, a 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. Seconded by
Councilmember Conyers, motion passed unanimously by voice vote.
RESOLUTION NO. 5497-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, 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 13 of 231
14 July 2025
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a 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. Seconded by Councilmember Robinson, motion passed
unanimously by voice vote.
RESOLUTION NO. 5498-25
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. 25-039)
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
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council approves the selection by
Mayor Sherry Sullivan for Professional 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. Seconded by Councilmember Robinson,
motion passed unanimously by voice vote.
Page 14 of 231
14 July 2025
RESOLUTION NO. 5499-25
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
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a 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. Seconded by Councilmember Robinson,
motion passed unanimously by voice vote.
*
*
*
*
Page 15 of 231
14 July 2025
RESOLUTION NO. 5500-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids on (Bid Number 25-
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; and authorizes the transfer of $398,945.50 from General Fund to
Capital Projects Fund.
Adopted on this 14th day of July, 2025
_________________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the award of
the Request for Quotes for Labor, 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. Seconded by
Councilmember Conyers, motion passed unanimously by voice vote.
Page 16 of 231
14 July 2025
RESOLUTION NO. 5501-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City of Fairhope approves the award of the Request for Quotes for
Labor, 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
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 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. Seconded by
Councilmember Conyers, motion passed unanimously by voice vote.
RESOLUTION NO. 5502-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, 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 17 of 231
14 July 2025
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution, a 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. Seconded by Councilmember
Conyers, motion passed unanimously by voice vote.
RESOLUTION NO. 5503-25
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
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. 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.
Seconded by Councilmember Robinson, motion passed unanimously by voice vote.
*
*
Page 18 of 231
14 July 2025
RESOLUTION NO. 5504-25
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. 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
Councilmember Martin introduced in writing, and moved for the adoption of
the following resolution, a 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. Seconded by Councilmember Conyers, motion passed unanimously by voice
vote.
*
*
Page 19 of 231
14 July 2025
RESOLUTION NO. 5505-25
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.
Page 20 of 231
14 July 2025
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.
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
City Council reviewed an application for a 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, Alabama 36532.
Councilmember Martin moved to approve the issuance of the license. Seconded by
Councilmember Robinson, motion passed unanimously by voice vote.
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the award of
the Request for Quotes for Labor and Materials for the Replacement of the Well #8
Pump to Griner Drilling Service, Inc. for a project cost not-to-exceed $54,793.74.
This Public Works project will be less than $100,000.00; and therefore, does not need
to be formally bid out. Seconded by Councilmember Robinson, motion passed
unanimously by voice vote.
*
*
*
Page 21 of 231
14 July 2025
RESOLUTION NO. 5506-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City of Fairhope approves the award of the Request for Quotes for
Labor and Materials for the Replacement of the Well #8 Pump to Griner Drilling Service, Inc.
for a project cost not-to-exceed $54,793.74. 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
The following individuals spoke during Public Participation for Non-Agenda
Items:
1) Renee Boutin, 10950 Driver Court, addressed the City Council regarding her gas
bill. She said in 2021 water and sewer budget was $14,000 plus; and in 2024 its
budget was $60,000 plus. Mayor Sullivan replied the study was on the
Department’s webpage. Ms. Boutin questioned if the moratorium would be
extended. Council President Burrell responded that the increase was due to new
water wells and infrastructure. Councilmember Robinson explained how
moratoriums are put in place in Alabama.
Community Affairs Director Paige Crawford addressed the City Council and
explained the Section 5310 Transportation Assistance Project through the Alabama
Department of Transportation. She said the van is used not just for the James P. Nix
Center but is City-wide transportation. Ms. Crawford stated that this is an
Eighty/Twenty match with the estimated total cost being $32,600.00. She commented
that this van will be zero entry which will be easier for handicap citizens.
A Public Hearing was held for Grant FY26 ALDOT Section 5310. Council
President Burrell opened the public hearing at 6:11 p.m.
1) Sherry Sullivan, 419 Barclay Avenue, addressed the City Council and said she
was here in 2012 when we received the van through the Section 5310 program.
She said this is a great service for Fairhope; and commented there are set trips
and rides around the Duck Pond. Ms. Sullivan commented it is great for mental
health for our citizens.
The public hearing was closed at 6:13 p.m.
Page 22 of 231
14 July 2025
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a 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. Seconded by Councilmember
Robinson, motion passed unanimously by voice vote.
RESOLUTION NO. 5491-25
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 23 of 231
14 July 2025
Councilmember Robinson moved to adjourn the meeting. Seconded by
Councilmember Conyers, motion passed unanimously by voice vote.
There being no further business to come before the City Council, the meeting
was duly adjourned at 6:13 p.m.
Jack Burrell, Council President
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 24 of 231
STATE OF ALABAMA ) (
:
COUNTY OF BALDWIN ) (
The City Council met in a Work Session
at 4:30 p.m., Fairhope Municipal Complex Council Chamber,
161 North Section Street, Fairhope, Alabama 36532,
on Monday, 14 July 2025.
Present were Council President Jack Burrell, Councilmembers: Corey Martin,
Jimmy Conyers (arrived at 4:36 p.m.), and Jay Robinson, Mayor Sherry Sullivan, City
Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks. Councilmember Kevin
Boone was absent.
Council President Burrell called the meeting to order at 4:35 p.m.
The following topics were discussed:
• The first item on the Agenda was the Discussion on the Procurement of 2026 T380
Sidewinder Garbage Truck Automated Side Loader from Sourcewell Contract with Truck
Worx by Public Works Director George Ladd and Waste Management Supervisor
Murray Cameron. They discussed the need to preorder the Garbage Truck to get ahead of
others; and a 5-year rotation plan. (See attached handout)
• Councilmember Robinson gave an update on the Historic Preservation Commission and
the Demolition Review Presentation. He said the presentation would be on the next City
Council Work Session.
• Councilmember Martin gave an update on the Pedestrian and Bicycling Committee. He
said that Katie Bolton would like to meet the Council regarding the bike trails in the
smaller park of Flying Creek Nature Preserve.
• Council President Burrell asked the City Council to consider a letter for the mud dumping
in Mobile Bay from the dredging project; and we need to be environmentally conscience.
Mayor Sullivan said she has a draft letter, spoken with several representatives of the
Corps, and would like to speak with Mobile Bay NEP.
• Water and Sewer Superintendent Daryl Morefield Ben Patterson addressed the City
Council regarding an Add On Agenda Item for Well #8 Pump; and answered any
questions if needed. Council President Burrell said we need to add on a resolution for this
item.
• City Engineer Richard Johnson addressed the City Council regarding Agenda Items No.
13, No. 14, and No. 15; and answered any questions if needed. Mr. Johnson had another
item to be discussed: Dovecote Lane that is part of the Taylor Oaks Subdivision and
accepting for maintenance after it is brought up to Fairhope’s specifications. (See
attached handout)
David Lewis, POA President for Taylor Oaks, addressed the City Council and said the
contract for paving Dovecote Lane has been executed. The consensus of the City Council
was to move forward with this project.
Page 25 of 231
Monday, 23 June 2025
Page -2-
• Public Works Director George Ladd addressed the City Council regarding Agenda Items
No. 9, No. 10, No. 11, and No. 12; and answered any questions if needed. He asked the
City Council to amend Agenda Item No. 10 to increase the amount not-to-exceed by
$5,000.00 to add additional areas.
• Mayor Sherry Sullivan addressed the City Council regarding Agenda Items No. 7 and
No. 8; and answered any questions if needed.
• IT Director Jeff Montgomery addressed the City Council regarding Agenda Item No. 16;
and answered any questions if needed.
• Police Chief Stephanie Hollinghead addressed the City Council regarding Agendas Item
No. 17 and No. 20; and answered any questions if needed.
• Mayor Sullivan addressed Agenda Item No. 18; and answered any questions if needed.
• Council President Jack Burrell addressed Agenda Item No. 19; and answered any
questions if needed. He gave an update of the Fairhope Airport Authority; and mentioned
the add on resolution for Well #8 Pump.
There being no further business to come before the City Council, the meeting was
duly adjourned at 5:17 p.m.
______________________________
Jack Burrell, Council President
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 26 of 231
City of Fairhope
Sanitation Department
To: Honorable Mayor and City Council
From: Murray Cameron, Sanitation Supervisor
Date: 7 /14/25
Subject: Request for Early Approval to Pre-Order Automated Side Loader Garbage Truck
Purpose
This memo serves to request Council approval to pre-order a new Automated Side Loader Garbage Truck prior to the October
budget year , in response to growing operational demands and increasing maintenance costs associat ed with our aging fleet .
Background and Justification
• Our garbage fleet services over 166,000-208,000 residential pick-ups annually, with each truck hauling up to 17,000
lbs. per trip .
• Trucks operate 1~12 hours per day, 5 days per week, totaling approximately 1,500-2,000 hours annually per
vehicle .
• The 2015 and 2017 model trucks in the fleet are experiencing frequent mechanical failures , costly repairs , and
hydraulic leaks , which:
o Disrupt service
o Increase overtime and clean-up costs
o Pose environmental risks and require reporting to ADEM
Benefits of New Equipment
• Reduced downtime and maintenance costs
• Improved fuel efficiency and compliance with updated emissions standards
• Lower environmental impact and fewer hydraulic spills
• Increased reliabili t y and efficiency to meet service demand
Additional Information
• Three vendor quotes for the proposed truck have been obtained .
• A five-year replacement plan for the sanitation fleet has been included for Council's review .
Request
We respectfully ask for your consideration and approval to pre-order one new Automated Side Loader
Garbage Truck prior to the start of the new budget year to avoid further delay and ma i ntain essent ial
sanitation services for our residents . Thank you for your time and consideration .
Page 27 of 231
FIVE YEAR PLAN FOR FLEET ROTATION AND REPLACEMENT
FIRST YEAR 2025-2026 SECOND YEAR 2026-2027
TRUCK# 01159 FREIGHTLINER TRUCK #03469 WESTERN STAR
111,4::~ MILES
17,589 HOURS
2015 74,256 MILES
10 ,933 MILES
2020
TRUCK# 01509 FREIGHTLINER
98 ,002 MILES
15,054 HOURS
2017
FIRST YEAR 2025 -2026 SECOND YEAR 2026-2027
TRUCK #3321 FREIGHTLINER TRUCK #03428 FREIGHTLINER
73,230 MILES 2019 75 ,350 MILES 2019
12 ,537 HOURS 10 ,926 HOURS
RECYCLETRUC K(REARLOADER
FIRST YEAR 2025-2026 SECOND YEAR 2026 -2027
TRUCK #03322 FREIGHTLINER
186,655 MILES 2018
12,487 HOURS
BACKDOOR TRU CK (REAR LOADER )
FIRST YEAR 2025-2026 SECOND YEAR 2026-2027
FIRST YEAR 2025 -2026 SECOND YEAR 2026-2027
HOURS
FOURTH YEAR 2028-2029 FIFTH YEAR 2029-2030
TRUCK #03892 FREIGHTLINER TRUCK #03860 FREIGHTLINER
MILES 2023 21 ,121 MILES 2023
HOURS 3,191 HOURS
FOURTH YEAR 2028-2029 FIFTH YEAR 2029-2030
TRUCK #03750 FREIGHTLINER TRUCK# 03998 FREIGHTLINER
MILES
HOURS
2022 15 ,666 MILES 2023
1,958 HOURS
FOURTH YEAR 2028-2029 FIFTH YEAR 2029-2030
TRUCK #03899 FREIGHLINER
MILES 2023
HOURS
FOURTH YEAR 2028-2029
FOURTH YEAR 2028 -2029
FREIGHTLINER TRACTO TRAILER
110,231 MILES
HOURS
2018
#03314
FIFTH YEAR 2029-2030
TRUCK #03900 FREIGHTLINER
25,821 MILES 2023
3,454 HOURS
FIFTH YEAR 2029-2030 Page 28 of 231
Page 29 of 231
Page 30 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1664
FROM: Stephanie Hollinghead, Chief
SUBJECT: Presentation: The Fairhope Police Department will officially be
accredited by the Alabama Association of Chiefs of Police.
Presented to the Police Department by Andalusia Police Chief Paul
Hudson.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
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 31 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1657
FROM: George Ladd , PUBLIC WORKS DIRECTOR
Kim Creech, CITY TREASURER
Richard Johnson, CITY ENGINEER
SUBJECT: The Director of Public Works, George Ladd, and the Treasurer, Kim
Creech, are requesting Extension No. 3 for Bid No. 023-22 Disaster
Debris Removal Monitoring Services 2022. This is a two (2) month
extension to allow for bid process of contract rebid.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
To approve the extension No. 3 of the contract for Bid No. 023-22 Disaster Debris
Removal Monitoring Services 2022 to True North Emergency Management, LLC. for the
same terms and conditions as the original bid award. This is a two (2) month extension
to allow for bid process of contract rebid.
BACKGROUND INFORMATION:
The Director of Public Works, George Ladd, and Treasurer, Kim Creech, are requesting
Extension No. 3 for Bid No. 023-22 Disaster Debris Removal Monitoring Services 2022.
The original contract was executed on September 8, 2022 and awarded to True North
Emergency Management, LLC. Extension No. 1 extended the referenced contract until
September 7, 2024. Extension No. 2 extended the referenced contract until September
7, 2025. Extension No. 3 will extend the referenced contract an additional two (2)
months to allow time for the rebid and award process of a new contract.
The Vendor has agreed to Extension No. 3, with all terms and conditions of the bid
award.
Previous Actions:
Resolution No. 4498-22 on July 11, 2022 approved Contract Award of Bid No. 023-22
Disaster Debris Removal Monitoring Services 2022 to True North Emergency
Management, LLC.
Resolution No. 4805-23 on August 14, 2023 approved Contract Extension No. 1 of Bid
No. 023-22 Disaster Debris Removal Monitoring Services 2022 to True North
Emergency Management, LLC.
Resolution No. 5099-24 on June 24, 2024 approved Contract Extension No. 2 of Bid
Page 32 of 231
No. 023-22 Disaster Debris Removal Monitoring Services 2022 to True North
Emergency Management, LLC.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
TBD Specific Accounts
for Disaster
$TBD $TBD $TBD
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 33 of 231
RESOLUTION NO. _________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That Mayor Sherry Sullivan is hereby authorized to execute a contract for
Extension No. 3 of (Bid No. 023-22) Disaster Debris Removal Monitoring Services
2022 with True North Emergency Management, LLC per the terms and conditions
of the original contract. This is a two (2) month extension to allow for bid process
of contract rebid.
ADOPTED ON THIS 28TH DAY OF JULY, 2025
____________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 34 of 231
City of Fairhope
Bid No. 023-22
Disaster Debris Removal Monitoring Services 2022
Contract Extension No. 3
This EXTENSION NO.2 of CONTRACT ("Extension") is made this _____ day of _______________________ ,2025,
for the purpose of extending the agreement known as Bid No. 023-22 Disaster Debris Removal Monitoring
Services 2022, dated September 8, 2022, (“Original Contract") between the City of Fairhope and True North
Emergency Management, LLC (the "Parties").
1. Extension 2 of this agreement, which is attached hereto as a part of this Extension, is described below:
Bid No. 023-22 Disaster Debris Removal Monitoring Services 2022
and will end on September 7, 2025 at midnight.
2. The parties agreed to extend the Original Contract for an additional period, Extension No. 1, which began
immediately upon the expiration of the original time period, September 7, 2023 and will end on September 7,
2024.
3. The parties agreed to extend the Original Contract for an additional period, Extension No. 2, which began
immediately upon the expiration of the original time period, September 7, 2024 and will end on September 7,
2025.
4. The Parties agree to extend Extension 3 agreement for an additional period, which will begin immediately upon
the expiration of the extended time period September 8, 2025 and will end on November 7, 2025.
5. This Extension binds and benefits both Parties and any successors or assigns. This document, including the
attached Original Contract, is the entire agreement between the Parties. All other terms and conditions of the
Original Contract, including pricing, remain unchanged.
IN WITNESS WHEREOF, the parties hereto have executed this Contract Extension as of the day and year first
above written.
Page 35 of 231
THE CITY OF FAIRHOPE, ALABAMA ATTEST:
______________________________
BY: Sherry Sullivan, Mayor BY: Lisa A. Hanks, MMC, City Clerk
NOTARY FOR THE CITY
STATE OF ALABAMA}
COUNTY OF BALDWIN}
I, the undersigned authority in and for said State and County, hereby certify that Sherry Sullivan as Mayor of
the City of Fairhope whose name is signed to the foregoing document and who is known to me, acknowledged
before me on this day, being informed of the contents of the document she executed the same voluntarily on
the date of the same bears date.
Given under my hand and Notary Seal on this _____day of__________________ , 2025.
Notary Public______________________________
My Commission Expires:______________
Page 36 of 231
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 _____________, 2025.
Notary Public ___________________________
My Commission Expires ___________________
Page 37 of 231
RESOLUTION NO. 4498-22
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows :
[1] That the City of Fairhope did request, receive , and open bids to procure services
for (Bid No. 023-22) Disaster Debris Remo v al Monitoring Services 2022 for the
Public Works Department at 555 South Section Street, in the City of Fairhope offices ,
Fairhope, Alabama.
[2] At the appointed time and place , bids were received and tabulated as follows :
Please see attached Bid Tabulation for
Disaster Debris Removal Monitoring Services 2022
[3] At the appointed time and place; after ev aluating the bids with the required
specifications , True North Emergency Management, LLC is now awarded (Bid No.
023-22) Disaster Debris Removal Monitoring Services 2022 for the Public Works
Department; the cost of this contract will be determined if it is activated at the time of
a disaster.
ADOPTED ON THIS 11 TH DAY OF JULY , 2022
es Reid Conyers , .,
ouncil President
Attest:
Page 38 of 231
RESOLUTIO N O . 4805-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA , th at Mayor Sherry Sulli van is hereby authorized to
execute a co ntract for Extension No. 1 of (Bid No. 023-22), Disaster Debris Removal
Monitoring Services 2022 for the Public Works Dep artment , with True North
Emergency Management, LLC per the terms and condit ions of the original contract.
The cost of this contract wi ll be determined if it is activated at the time of a disaster.
Adopted on this 14th day of A ugust , 2023
Attest:
~~
City Clerk
Page 39 of 231
RESOLUTION NO. 5099-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA , that Mayor Sherry Sullivan is hereby authorized to
execute a contract for Extension No. 2 of (Bid No. 023-22) Disaster Debris Remo va l
Monitoring Services 2022 with True North Emergency Management, LLC per the
terms and conditions of the original contract.
ADOPTED ON THIS 24TH DAY OF JUNE 2024
Attest:
Page 40 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1656
FROM: George Ladd , PUBLIC WORKS DIRECTOR
Kim Creech, CITY TREASURER
Richard Johnson, CITY ENGINEER
SUBJECT: The Director of Public Works, George Ladd, and the Treasurer, Kim
Creech, are requesting Extension No. 3 for Bid No. 028-22 Disaster
Debris Removal and Disposal Services 2022. This is a two (2) month
extension to allow for bid process of contract rebid.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
To approve the extension No. 3 of the contract for Bid No. 028-22 Disaster Debris
Removal and Disposal Services 2022 to CrowderGulf, LLC for the same terms and
conditions as the original bid award. This is a two (2) month extension to allow for bid
process of contract rebid.
BACKGROUND INFORMATION:
The Director of Public Works, George Ladd, and Treasurer, Kim Creech, are requesting
Extension No. 3 for Bid No. 028-22 Disaster Debris Removal and Disposal Services
2022.. The original contract was executed on August 1, 2022 and awarded to
CrowderGulf, LLC. Extension No. 1 extended the referenced contract until July 31,
2024. Extension No. 2 extended the referenced contract until July 31, 2025. Extension
No. 3 will extend the referenced contract an additional two (2) months to allow time for
the rebid and award process of a new contract.
The Vendor has agreed to Extension No. 3, with all terms and conditions of the bid
award.
Previous Actions:
Resolution No. 4499-22 on July 11, 2022 approved Contract Award of Bid No. 028-22
Disaster Debris Removal and Disposal Services 2022 to CrowderGulf, LLC.
Resolution No. 4754-23 on May 22, 2023 approved Contract Extension No. 1 of Bid No.
028-22 Disaster Debris Removal and Disposal Services 2022 with CrowderGulf, LLC
per the terms and conditions of the original contract.
Resolution No. 5100-24 on June 24, 2024 approved Contract Extension No. 2 of Bid
No. 028-22 Disaster Debris Removal and Disposal Services 2022 with CrowderGulf,
Page 41 of 231
LLC per the terms and conditions of the original contract.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
TBD Specific Accounts
for Disaster
$TBD $TBD $TBD
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 42 of 231
RESOLUTION NO. _________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That Mayor Sherry Sullivan is hereby authorized to execute a contract for
Extension No. 3 of (Bid No. 028-22) Disaster Debris Removal and Disposal
Services 2022 with CrowderGulf, LLC per the terms and conditions of the original
contract. This is a two (2) month extension to allow for bid process of contract
rebid.
ADOPTED ON THIS 28TH DAY OF JULY, 2025
____________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 43 of 231
City of Fairhope
Bid No. 028-22
Disaster Debris Removal and Disposal Services
Contract Extension No. 3
This EXTENSION NO.1 of CONTRACT ("Extension") is made this _____ day of _______________________ ,2025,
for the purpose of extending the agreement known as Bid No. 028-22 Disaster Debris Removal and Disposal
Services, dated August 1, 2022, (“Original Contract") between the City of Fairhope and CrowderGulf, LLC (the
"Parties").
1. Extension 2 of this agreement, which is attached hereto as a part of this Extension, is described below:
Bid No. 028-22 Disaster Debris Removal and Disposal Services
and will end on July 31, 2025 at midnight.
2. The parties agreed to extend the Original Contract for an additional period, Extension No. 1, which began
immediately upon the expiration of the original time period, July 31, 2023 and will end on July 31, 2024.
3. The parties agreed to extend the Original Contract for an additional period, Extension No. 2, which began
immediately upon the expiration of the original time period, July 31, 2024 and will end on July 31, 2025.
4. The Parties agree to extend Extension 3 agreement for an additional period, which will begin immediately upon
the expiration of the original time period August 1, 2025 and will end on October 1, 2025.
5. This Extension binds and benefits both Parties and any successors or assigns. This document, including the
attached Original Contract, is the entire agreement between the Parties. All other terms and conditions of the
Original Contract, including pricing, remain unchanged.
IN WITNESS WHEREOF, the parties hereto have executed this Contract Extension as of the day and year first
above written.
Page 44 of 231
THE CITY OF FAIRHOPE, ALABAMA ATTEST:
______________________________
BY: Sherry Sullivan, Mayor BY: Lisa A. Hanks, MMC, City Clerk
NOTARY FOR THE CITY
STATE OF ALABAMA}
COUNTY OF BALDWIN}
I, the undersigned authority in and for said State and County, hereby certify that Sherry Sullivan as Mayor of
the City of Fairhope whose name is signed to the foregoing document and who is known to me, acknowledged
before me on this day, being informed of the contents of the document she executed the same voluntarily on
the date of the same bears date.
Given under my hand and Notary Seal on this _____day of__________________ , 2025.
Notary Public______________________________
My Commission Expires:______________
Page 45 of 231
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 _____________, 2025.
Notary Public ___________________________
My Commission Expires ___________________
Page 46 of 231
RESOLUTION NO. 4499-22
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as fo ll ows:
[1] That the City of Fairhope did request, receive, and open bids to procure services
for (Bid No. 028-22) Disaster Debris Remo val and Disposal 2022 for the Public
Works Department at 555 South Section Street, in the City of Fairhope offices,
Fairhope, Alabama.
[2] At the appointed time and place, bids were received and tabulated as follows:
Please see attached Bid Tabulation for
Disaster Debris Remo val and Disposal 2022
[3] At the appointed time and place; after evaluating the bids with the required
specifications, CrowderGulf is now awarded (Bid No . 028-22) Di sas ter Debris
Removal and Disposal 2022 for the Public Works Department; the cost of this
contract will be determined if it is activated at the time of a disaster.
Attest:
ADOPTED ON THIS 11 TH DAY OF JULY, 2022
es Reid Conyers, J .
ouncil President
~~4'/t'L
City Clerk
Page 47 of 231
RESOLUTION NO. 4754-23
BE IT RESOLVED BY THE GOVERNING BO Dr OF THE CITY OF
FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to
execute Extension No. 1 for (Bid No. 028-22) Disaster Debris Removal and Disposal.
The original contract was executed on August 1, 2022 and awarded to CrowderGulf,
LLC. The request for Extension No. 1 will extend the referenced contract until July
31, 2024. CrowderGulf has agreed to Extension No. 1 with all terms and conditions
of the bid award .
ADOPTED ON THIS 22ND DAY OF J Y, 2023
Attest:
~ City Clerk
Page 48 of 231
RESOLUTION NO. 5100-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that Mayor Sherry Sullivan is hereby au th orized to
execute a contract for Extension No. 2 for (Bid No. 028-22) Disaster Debris Removal
and Disposal Services 2022 with CrowderGulf, LLC per the terms and conditions of
the original contract.
ADOPTED ON THIS 24TH DAY OF JUNE 2024
Attest:
Page 49 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1658
FROM: Richard Johnson, CITY ENGINEER
SUBJECT: City Engineer, Richard Johnson, has requested approval of Contract
Amendment No. 1 for the contract with JADE Consulting, LLC. for
(RFQ PS23-024) Professional Engineering Services for Pecan
Avenue Watershed Management.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
To approve Contract Amendment No. 1 for the contract with JADE Consulting, LLC. for
(RFQ PS23-024) Professional Engineering Services for Pecan Avenue Watershed
Management. The Contract Amendment will be for $8,000.00. The new contract total
will not-to-exceed $60,000.00.
BACKGROUND INFORMATION:
City Engineer, Richard Johnson, is requesting approval for Contract Amendment No. 1
for (RFQ PS23-024) Professional Engineering Services for Pecan Avenue Watershed
Management with JADE Consulting, LLC. The additional services will be to design the
replacement of the existing seawall on the south side of the boat ramp. The existing
seawall is approximately 100 linear feet long. The proposed seawall design will include
a similar timber wall as the existing. The contract amendment is for the not-to-exceed
cost of Eight Thousand Dollars ($8,000.00). The new contract not-to-exceed total is
Sixty Thousand Dollars ($60,000.00).
Previous Actions:
Resolution No. 5377-25 on February 20, 2025, authorized Mayor Sullivan to execute a
contract for (RFQ PS25-021) Professional Engineering Services for Pecan Avenue
Watershed Management for preparation of construction documents with JADE
Consulting, LLC, for a not-to-exceed amount of $35,650.00.
Resolution No. 4794-23 on July 24, 2023, authorized Mayor Sullivan to execute a
contract for (RFQ PS23-024) Professional Engineering Services for Pecan Avenue
Watershed Management with JADE Consulting, LLC, for a not-to-exceed amount of
$52,000.00 (PO#20235486).
Resolution No. 4792-23 approved the selection by Mayor Sullivan for (RFQ PS23-024)
Professional Engineering Services for Pecan Avenue Watershed Management to JADE
Consulting, LLC. and authorized the Mayor to negotiate the not-to-exceed fee with
JADE Consulting.
Page 50 of 231
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
103-55853-
80
Capital Projects -
Drainage
Improvements
$8,000.00 $8,000.00 $0.00
GRANT:
N/A
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
Page 51 of 231
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 Contract Order No.
1 for (RFQ PS23-024) Professional Engineering Services for Pecan Avenue
Watershed Management with a not-to-exceed cost of $8,000.00; and to award
Contract Amendment No. 1 to JADE Consulting, LLC. The new contract total will
be $60,000.00.
ADOPTED ON THIS 28TH DAY OF JULY, 2025
____________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 52 of 231
City of Fairhope
Contract Amendment
RFQ PS23-024
Professional Engineering Services
Pecan Avenue Watershed Management Plan
This AMENDMENT OF CONTRACT (“AMENDMENT”) is made this ________ day of _____________, 2025 for the
purpose of increasing the contract for RFQ PS23-024 Professional Engineering Services for Pecan Avenue
Watershed Management Plan dated August 10, 2023 (“Original Contract”) between the City of Fairhope and JADE
Consulting, LLC. (the “Parties”).
1. The Original Contract, which is attached hereto as part of this Amendment is described below:
The Original Contract was awarded for a not-to-exceed amount of Fifty-Two Thousand Dollars
($52,000.00).
2. The Parties agreed to amend the Original Contract to add the design of the replacement of the existing
seawall on the south side of the boat ramp for the cost of Eight Thousand Dollars ($8,000.00).
3. That amendment binds and benefits both Parties and any successors or assigns. This document, including
the attached original contract, is the entire agreement between the Parties. All other terms and
conditions of the Original Contract, remain unchanged. This contract will be increased Eight Thousand
Dollars ($8,000.00). The total cost of the contract shall be not-to-exceed Sixty Thousand Dollars
($60,000.00)
IN WITNESS WHEREOF, the parties hereto have executed this Contract Amendment as of the day and year first
above written.
THE CITY OF FAIRHOPE, ALABAMA
_____________________________________ _____________________________________
By: Sherry Sullivan, Mayor By: Lisa A. Hanks, MMC, City Clerk
NOTARY FOR THE CITY
I, the undersigned authority in and for said State and County, hereby certify that Sherry Sullivan as Mayor of
the City of Fairhope whose name is signed to the foregoing document and who is known to me, acknowledged
before me on this day, being informed of the contents of the document she executed the same voluntarily on
the date of the same bears date.
Given under my hand and Notary Seal on this ________ day of _____________, 2025.
Notary Public ___________________________
My Commission Expires ___________________
Page 53 of 231
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 _____________, 2025.
Notary Public ___________________________
My Commission Expires ___________________
Page 54 of 231
POST OFFICE BOX 1929 ● FAIRHOPE, ALABAMA 36533
TELEPHONE (251) 928-3443
WWW.JADENGINEERS.COM
JINRIGHT & ASSOCIATES DEVELOPMENT ENGINEERS
June 16, 2025
Mr. Richard D. Johnson, P.E.
City Public Works Director
City of Fairhope
P.O. Drawer 429
Fairhope, AL 36533
VIA EMAIL: richard.johnson@fairhopeal.gov
RE: Professional Engineering Services for:
Pecan Avenue Watershed Management Plan
Phase 1 Construction Documents Preparation
Change in Scope - Design for Seawall Replacement at Pier Ave Boat Ramp
Fairhope, Alabama
Dear Mr. Johnson:
JADE Consulting, LLC is pleased to provide you with this proposal for the engineering services
required to develop the site for the subject property. Please find listed below our proposed Scope
of Services based on our understanding of the proposed scope. We have used the below map
along with its respective notes as a reference.
Scope of Work
Page 55 of 231
June 16, 2025
Page 2
Thank you for the opportunity to provide you with this proposal. We sincerely appreciate the
opportunity to be considered for this contract and trust that you will find the proposed fee schedule
in line with the requested Scope of Services for this project.
Best Regards,
JADE CONSULTING, LLC
Perry C. Jinright, III, P.E.
Manager
\lk
Enclosure
Professional Service Agreement
25.033
Page 56 of 231
1
CLIENT INITIALS: ________
PROFESSIONAL SERVICES AGREEMENT
A. GENERAL DESCRIPTION OF PROJECT LOCATION:
Professional Engineering Services for:
Pecan Avenue Watershed Management Plan
Phase 1 Construction Document Preparation
Change in Scope - Design for Seawall Replacement at Pier Ave Boat Ramp
Fairhope, Alabama
B. GENERAL
This agreement, including attachments, are hereinafter noted, made, and entered into and
between JADE Consulting, LLC and the Client identified herein, provides for the Professional
services described under Section C of this Agreement.
Client: City of Fairhope – Public Works Contact: Mr. Richard D. Johnson, P.E.
Address: P.O. Box 429 City/State/Zip Code: Fairhope, AL 36533
Phone No.: (251) 929-0360 Email: richard.johnson@fairhopeal.gov
C. JADE CONSULTING PROFESSIONAL SERVICES to be provided are identified below:
JADE Consulting, LLC is pleased to provide you with this proposal for the engineering services
required to develop the site for the subject property. Please note the proposal is based on the
general layout of structures and site development.
Add to Scope of Work-
Design the Replacement of the Existing Seawall on South Side of Boat Ramp $8,000.00
We will have a structural engineer provide the design the replacement of the existing seawall on
the south side of the boat ramp at the Pier Ave Boat Ramp. The existing seawall is approximately
100 liner feet long. The proposed seawall design will include a similar timber wall as the existing.
D. THE COMPENSATION TO BE PAID TO JADE CONSULTING, LLC for providing the requested
services is identified in Sections “C” & “E” herein.
E. ADDITIONAL SERVICES (Hourly Basis)
Services requested, but not specifically included in the scope of services, will be considered
additional services. Modification to drawings, after approval by the Client, as a result of changes
requested by the Client or their other Consultants will be considered additional services and billed
at an hourly rate as follows:
Principle Engineer $300.00
Senior Project Manager/ P.E. $240.00
Professional Engineer $200.00
Engineer I $150.00
Graduate Engineer $110.00
CADD Designer $ 90.00
Engineering Technician $ 85.00
Clerical $ 75.00
Sub-Consultant Cost Plus 15%
Page 57 of 231
2
CLIENT INITIALS: ________
F. TERMS & CONDITIONS
1. Reimbursable costs include fees of Professional Subcontractors (whose expertise is required
to complete the project) and out-of-pocket expenses, the cost of which shall be charged at
actual cost and shall be itemized and included in the invoice.
2. JADE Consulting, LLC services under this agreement do not include participation,
whatsoever, in any litigation.
3. The Client hereby acknowledges that JADE Consulting, LLC cannot warrant that estimates
of probable construction or operating costs provided by JADE Consulting, LLC will not vary
from actual costs incurred by the Client.
4. If under this Agreement, professional services are provided during the construction phase of
the project, JADE Consulting, LLC shall not be responsible for or have control over
procedures, techniques, means, methods, or sequences, or for the safety precautions and
programs in connection with the Work. Nor shall JADE Consulting, LLC be responsible for
the Contractor’s failure to carry out the Work in accordance with the Contract Documents or
forth the Contractor’s failure to comply with applicable laws, ordinances, rules, and/or
regulations. Under no circumstances will JADE Consulting, LLC have any direct contractual
relationship with the contractor, any subcontractors or materials suppliers.
5. The laws of the State of Alabama shall govern this agreement unless specifically stated
otherwise.
6. The Client, at its expense, will provide JADE Consulting, LLC with all required site
information, existing plans, reports, studies, project schedules, and similar information that
are contained in its files. JADE Consulting, LLC may rely on the information provided by the
Client without verification.
The Client will designate a representative who shall have the authority to act on behalf of the
Client for this project.
The Client shall participate with JADE Consulting, LLC by providing all information and criteria
in a timely manner, reviewing documents, and making decisions on project alternatives to the
extent necessary to allow JADE Consulting, LLC to perform the scope of work within
established schedules.
7. The Client will hold harmless and indemnify JADE Consulting, LLC for any design changes,
construction changes, and/or damages resulting from the use of a topographic survey or
other information prepared by others and provided by the Client.
8. JADE Consulting, LLC may subcontract consultants in the performance of any services
described in this agreement. JADE Consulting, LLC does not act as a General Contractor in
any way or accept responsibility for poor craftsmanship.
9. The above-described compensation for JADE Consulting, LLC does not include the following
Costs:
a. Photostats/Photocopying/Plotting
b. Binding
c. Printing/Reprographics
d. Photography/Film/Film Processing
e. Mylar’s and Reproducible
f. Federal Express, Courier, and/or Delivery Fees
g. Mailing/Postage
Page 58 of 231
3
CLIENT INITIALS: ________
h. Microfilming/Scanning/Digitizing
i. Blue Printing, Printing or Binding of Bid Sets
j. Mileage @ current Federal rate
k. Permits and/or Registration Fees
l. Travel Expenses outside of Baldwin County, Alabama, such as airfare and lodging
m. Other products and services requested by the Client and not specifically described herein
10. Either Client or JADE Consulting, LLC may terminate this contract with seven (7) days written
notice. Upon termination, the Owner will be responsible for payment of all Consultant fees
and reimbursable expenses through the date of termination.
11. Should the project be stopped or the work prevented or delayed for any reason, including,
but not limited to, by reason of force majeure or the act or order of any governmental authority,
for more than sixty (60) days, JADE Consulting, LLC reserves the right to renegotiate the Fee
Schedule.
12. Invoice Schedule: Billing will be based on a percentage of service completed at the end of
each month.
13. Terms: Net Thirty (30) days from invoice date. Compensation for all services shall be paid in
Fairhope, Baldwin County, Alabama.
14. The forum for any action to construe or enforce this agreement shall be the Baldwin County
Circuit Court.
15. This document sets forth all of the terms and conditions agreed by the parties hereto and
supersedes all prior oral or written agreements, representations, or warranties not otherwise
expressly set forth herein. This agreement may only be amended or modified by a written
document executed by all parties.
This agreement is accepted on the later date written below:
JADE CONSULTING, LLC CITY OF FAIRHOPE
SIGNED: SIGNED:
TYPED NAME: Perry C. Jinright, III, P.E. TYPED NAME: Richard D. Johnson, P.E.
TITLE: Member TITLE:
DATE: 06/16/2025 DATE:
Page 59 of 231
PUR-004 - 082522
Note: See related RFQ PS23-024 – EOR
has received Council approval/selection
this is the continuation to next phase.
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Richard D. Johnson, PE & George Ladd, PW Director Date: 07-14-2025
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
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. JADE Consulting – Professional Engineering (Design) Proposal $ $8,000.00 increase - $43,650.00 NTE
2. Click or tap here to enter text. $
3. Click or tap here to enter text. $
Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group
☐ Sole Source (Attach Sole Source Justification)
ITEM OR SERVICE INFORMATION
1. What item or service do you need to purchase? Amended Professional Engineering Services – Project Design
2. What is the total cost of the item or service? $8000.00 increase – new NTE $43,650.00
3. How many do you need? One – Pecan Street Watershed Study & Drainage Improvement Phase 1 – Amended Design
4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request
5. Vendor Name (Lowest Quote): JADE Consulting
6. Vendor Number: 28465
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? $471,558.00 in the aggregate - $400K reserved for construction
3. Budget code: 103-55853 Line 80
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 60 of 231
RESOLUTION N O. 4792-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the selection by Mayor Sherry Su lli van for
(RFQ PS23-024) Professional Engineering Services for Pecan Avenue Watershed
Management Plan to JADE Consulting, LLC ; and hereby authorizes the Mayor to
negotiate the not-to-exceed fee to be approved by Council.
DULY ADOPTED THIS 10TH DAY OF JULY , 2023
Attest:
~i!J/41~
City Clerk
Page 61 of 231
RESOLUTION N O. 4794-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City Counci l hereby authorizes Mayor Sherry Sullivan to execute a
contract with JADE Consulting, LLC to perform Professional Engineering Services
for Pecan Avenue Watershed Management Plan (RFQ PS23-024) with a negotiated
not-to-exceed fee of $52 ,000 .00 .
[2] On July 10, 2023 at the Regular City Council Meeting the City Council approved
the Mayor's selection for JADE Consulting, LLC to perfonn Professional
Engineering Services ; and authorized the Mayor to negotiate a not-to-exceed fee per
Resolution No. 4792-23.
[3] The work to be performed by the engineering finn selected is to review watershed
complaints and develop a potential remediation masterp lan .
DULY ADOPTED THIS 24TH DAY OF JULY , 2023
Attest:
~ H~u-iks , MMC
City Clerk
Page 62 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1668
FROM: George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The Public Works Director, George Ladd, is requesting Contract
Amendment No. 2, Extension No. 1 for Bid No. 24-056 Citywide Tree
Maintenance Annual Contract Public Works Department for the
Public Works Department.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
To approve Contract Amendment No. 2, Extension No. 1 of the contract for Bid No. 24-
056 Citywide Tree Maintenance Annual Contract Public Works Department with Chris
Francis Tree Care, LLC per the terms and conditions of the original contract.
BACKGROUND INFORMATION:
The Public Works Director, George Ladd, is requesting approval of Contract
Amendment No. 2, Extension No. 1 for Bid No. 24-056 Citywide Tree Maintenance
Annual Contract Public Works Department. The original contract was executed on
August 23, 2024 and awarded to Chris Francis Tree Care, LLC. Extension No. 1 will
extend the referenced contract until August 22, 2026.
Previous Council Actions:
Resolution No. 5143-24 on August 12, 2024 approved Contract Award of Bid No. 24-
056 Citywide Tree Maintenance Annual Contract Public Works Department to Chris
Francis Tree Care, LLC.
Resolution No. 5311-24 on November 12, 2024 approved Contract Amendment No. 1 of
Bid No. Bid No. 24-056 Citywide Tree Maintenance Annual Contract Public Works
Department to increase the total contract amount for Year One by $96,000.00.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001360-
50360
Landscape -
General
Maintenance
$0.00 $96,000.00 ($96,000.00)
Page 63 of 231
Contract Amendment No. 2, Extension No. 1 (Year 2) expense to be included in FY26
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 64 of 231
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 Contract
Amendment No. 2, Extension No. 1 of Bid No. 24-056 Citywide Tree Maintenance
Annual Contract Public Works Department with Chris Francis Tree Care, LLC per
the terms and conditions of the original contract.
ADOPTED ON THIS 28TH DAY OF JULY, 2025
____________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 65 of 231
CITY OF FAIRHOPE
Contract Amendment 2
Bid No. 24-056
Citywide Tree Maintenance Annual Contract Public Works Department
Contract Extension No. 1
This Amendment 2 of CONTRACT (“Amendment”) is made this _____ day of _________________________, 2025, for
the purpose of extending the agreement known as Bid No. 24-056 Citywide Tree Maintenance Annual Contract
Public Works Department, executed on August 23, 2024 (“Original Contract”) between the City of Fairhope and Chris
Francis Tree Care, LLC. (the “Parties”).
1. The Original Agreement, which is attached hereto as a part of this Extension, is described below:
Bid No. 24-056 Citywide Tree Maintenance Annual Contract Public Works Department
And will end on August 22, 2025.
2. The Parties agreed to amend the Original Contract to add Ninety Thousand Dollars ($90,000.00) to Year One of the
Contract as stated in Amendment 1. The total cost of the contract for Year One is not-to-exceed One Hundred Eighty-
Six Thousand Dollars ($186,000.00).
3. The Parties agree to extend the Original Contract for an additional period, which will begin immediately upon the
expiration of the Original Contract time period August 23, 2025 and will end on August 22, 2026.
4. This Extension binds and benefits both Parties and any successors or assigns. The document, including the attached
Original Contract, along with Amendment 1, is the entire agreement between the Parties. All other terms and
conditions of the Original Contract remain unchanged.
IN WITNESS WHEREOF, the Parties hereto have executed this Contract Extension as of the day and year first above
written.
THE CITY OF FAIRHOPE, ALABAMA ATTEST:
________________________________________ _______________________________________
by: Sherry Sullivan, Mayor BY: Lisa A. Hanks, MMC, City Clerk
NOTARY FOR THE CITY
STATE OF ALABAMA}
COUNTY OF BALDWIN}
I, the undersigned authority in and for said State and County, hereby certify that Sherry Sullivan as Mayor of the City
of Fairhope whose name is signed to the foregoing document and who is known to me, acknowledged before me on
this day, being informed of the contents of the document she executed the same voluntarily on the date of the same
bears date.
Given under my hand and Notary Seal on this _____ day of _________________________, 202 4.
Notary Public ______________________________________
My Commission Expires: _____________________________
Page 66 of 231
If Corporation, Partnership, or Joint Venture
_____________________________________________________________________________________
Name of Corporation, Partnership, or Joint Venture
By: _____________________________________ _______________________________________
Signature of Officer Authorized to Sign Bids Position or Title
and Contracts for the Firm
_____________________________________________________________________________________
Email Address
_____________________________________________________________________________________
Business Mailing Address
_____________________________________________________________________________________
City, State, Zip Code
_____________________________________ _______________________________________
General Contractor’s License Number Foreign Corporation Entity ID
(Required of out-of-state vendors)
NOTARY
STATE OF ______________________________}
COUNTY OF ____________________________}
I, the undersigned authority in and for said State and County, hereby certify that
________________________________________ as ___________________________________________
Type or Print Name of Bid Signer Type or Print Bid Signer Title
Respectively, of ______________________________________________________________________
Type or Print Company Name
Whose name is signed to the foregoing document and who is known to me, acknowledged before me on this day,
that, being of the contents of the document they executed the same voluntarily on the day the same bears date.
Given under my hand and Notary Seal on this ________ day of _____________, 2024.
Notary Public ___________________________
My Commission Expires ___________________
Page 67 of 231
RESOLUTION NO. 5311-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA , as follows:
[1] That Mayor Sherry Sullivan is hereby authorized to execute a contract amendment
with Chris Francis Tree Care , LLC for Bid No. 24-056 Citywide Tree Maintenance
Annual Contract to increase the total contract amount for Year One by $90 ,000.00.
The new contract total for Year One will be not-to-exceed $186 ,000.00 and the total
contract amount not-to-exceed $378 ,000.00 for three (3) years , and authorizes the
Treasurer to transfer budget of $50 ,000 .00 from 001350-50360 to 1360-50360 to fund
a portion of this increase.
ADOPTED ON THIS 12TH DAY OF NOVEMBER, 2024
Attest :
Page 68 of 231
RESOLUTION NO. 5143-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA , as follows :
[1] That the City of Fairhope did request , receive , and open bids to procure services
for (Bid No. 24-056) for Citywide Tree Maintenance Annual Contract at 555 South
Section Street, City of Fairhope offices , Fairhope , Alabama.
[2] At the appointed time and place , bids were received and tabulated as follows :
Please see attached Bid Tabulation
Citywide Tree Maintenance Annual Contract
[3] After evaluating the bids with required specifications , Chris Francis Tree Care ,
LLC is now awarded (Bid No. 24-056) for 1 ywide Tree Maintenance Annual
Contract for an annual contract not-to-exceed 96 000.00 , total contract amount not-
to-exceed $288 ,000.00 for three (3) years .
DULY ADOPTED THIS 12TH
Corey Martin, Council President
Attest :
Page 69 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1705
FROM: Richard Johnson, CITY ENGINEER
SUBJECT: Cooperative Maintenance of State Right-of-Way of all Pedestrian
related Facilities being constructed on the Parker Road Sidewalk
Project within the State right-of-way (i.e. Sidewalk, ADA Ramps,
Crosswalks, Pedestrian Signals, etc.) from milepost 42.99 to 43.00.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
Authorizing Mayor Sullivan to enter into an agreement with Alabama Department of
Transportation for the Cooperative Maintenance of State Right-of-Way of all Pedestrian
related Facilities being constructed on the Parker Road Sidewalk Project within the
State right-of-way (i.e. Sidewalk, ADA Ramps, Crosswalks, Pedestrian Signals, etc.)
from milepost 42.99 to 43.00.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 70 of 231
RESOLUTION NO. _____
BE IT RESOLVED, BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE AS
FOLLOWS:
1. WHEREAS, the City of Fairhope, Alabama enter into an agreement with the
Alabama Department of Transportation, acting by and through its Transportation
Director hereinafter referred to as the (“State”) for:
The Cooperative Maintenance of all Pedestrian related Facilities being constructed on
the Parker Road Sidewalk Project within the State right-of-way (i.e. Sidewalk, ADA
Ramps, Crosswalks, Pedestrian Signals, etc.) from milepost 42.99 to 43.00.
2. WHEREAS, the agreement shall be executed in the name of the City of Fairhope, by
its Mayor Sherry Sullivan, for and on its behalf.
3. WHEREAS, the agreement shall be attested by the City Clerk Lisa A. Hanks, and the
seal of the City of Fairhope affixed thereto.
BE IT FURTHER RESOLVED that upon the completion of the execution of the
Agreement by all parties, that a copy of such agreement be kept on file by the City Clerk.
Adopted and Approved this 28th day of July, 2025
___________________________________
Jack Burrell, Council President
Attest:
________________________________
Lisa A. Hanks, MMC
City Clerk
I, the undersigned qualified and City Clerk of the City of Fairhope, Alabama do hereby certify that the
above and foregoing is a true copy of a resolution passed and adopted by the City Council of the City of
Fairhope therein, at a regular meeting of such Council held on the 28th of July 2025, and that such
resolution is on file in the City Clerk’s Office.
Seal
Lisa A. Hanks, City Clerk Date
Page 71 of 231
Page 72 of 231
Page 73 of 231
Page 74 of 231
City of Fairhope, AlabamaSherry Sullivan, MayorP.O. Drawer 429Fairhope, AL 36533251-928-8003 Richard D. Johnson, PErichard.johnson@fairhopeal.govPage 75 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1629
FROM: George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The Director of Public Works, George Ladd, is requesting approval
for the procurement of a 2026 T380 Sidewinder Garbage Truck with
Automated Side Loader.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
To approve the procurement of a 2026 T380 Sidewinder Garbage Truck with Automated
Side Loader from Truckworx for the cost of $337,511.00. The cost will be included in the
FY2026 budget. This is through the Sourcewell contract #032824-KTC.
BACKGROUND INFORMATION:
The Director of Public Works, George Ladd, is requesting approval for the procurement
of a 2026 T380 Sidewinder Garbage Truck with Automated Side Loader. The truck is a
2026 T380 Single Axle Kenworth Chassis with New Way Sidewinder Automated Side
Loader - 24yd.
The Director of Public Works is requesting approval to place the order that will be
included in the FY2026 budget because the lead time currently is 190 days from time of
order. If the order is placed after the FY2026 budget year begins, the lead time will be
greatly extended dur to demand at that time.
The total cost of this vehicle will be Three Hundred Thirty-Seven Thousand Five
Hundred Eleven Dollars ($337,511.00). It will be included in the FY2026 proposed
budget.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
005030-
50470
(FY2026)
Sanitation -
Vehicles & Equip
$0.00 $337,511.00 ($337,511.00)
Expense will be included in FY2026 proposed budget.
Page 76 of 231
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 77 of 231
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 2026 T380 Sidewinder
with Automated Side Loader Garbage Truck that is on Sourcewell (Contract
#032824-KTC) with Truckworx and therefore does not have to be let out for bid.
The total amount not-to-exceed $337,511.00. The cost will be included in the
FY2026 Budget.
ADOPTED ON THIS 28TH DAY OF JULY, 2025
___________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 78 of 231
Robby Jaye/Grayson McCall
Truckworx – Mobile
8620 I-10 Service Road
Irvington, AL 36544
Office: 251.957.4000
Cell: 251.359.1154/334.368.2033
Email: graysonm@truckworx.com
www.TRUCKWORX.com
Attn: City of Fairhope
Please review the enclosed proposal.
New Way Body Lead Time: 190 days out from time of order
Thank you again for your consideration. Please feel free to contact us if you have any questions. We look forward to providing you
with “The World’s Best!”
Robby Jaye, Grayson McCall
Government Sales Team
2026 T380 Single Axle Kenworth Chassis with New
Way Sidewinder Automated Side Loader – 24yd
Engine Cummins 380 HP PX9 Liter Engine
Transmission Allison
Front Axle Dana Spicer 20k
Rear Axle Dana Spicer 30k
Cab to Axle Completed
Color White
Tires 11R24.5
Wheels Steel
Ratio 5.38
STANDARD PURCHASE PRICE:
$337,511.00
Page 79 of 231
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: George Ladd Date: 6/26/25
Department: Public Works ( Sanitation )
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. Truck Worx $ 337,511.00
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? 2026 T380 Single Axle Kenworth Chasis With a New Way sidewinder
auto side loader 24yd body
2. What is the total cost of the item or service? $337,511.00
3. How many do you need? one
4. Item or Service Is: ☐ New ☐ Used ☒ Replacement ☐ Annual Request
5. Vendor Name (Lowest Quote): Truck Worx
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? $500,000.00
3. Budget code: 005030-50470
Email completed form with quotes and other supporting documentation to
Page 80 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1666
FROM: George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The Director of Public Works, George Ladd, is requesting to approve
the award of the Request for Quotes for Labor and Materials for the
installation of 2,475 feet of privacy fencing at the landfill.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
To approve the award of the Request for Quotes for Labor and Materials for the
installation of 2,475 feet of privacy fencing at the landfill to Cooper Fence Company for
a not-to-exceed project cost of $45,787.50. 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, George Ladd, is requesting approval to approve the
award of the Request for Quotes for Labor and Materials for the installation of 2,475 feet
of privacy fencing at the landfill. This Public Works project will be less than $100,000.00,
and therefore does not need to be formally bid out, but done as a Request for Quotes.
A Request for Quotes was sent to three (3) qualified contractors. The lowest quote was
from Cooper Fence Company. The Director of Public Works requests approval to award
the Request for Quote to Cooper Fence Company for the not-to-exceed cost of Forty-
Five Thousand Seven Hundred Eighty-Seven Dollars and Fifty Cents ($45,787.50).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
005030-
50475
Sanitation - Capital
Improvements
$100,000.00 $45,787.50 $54,212.50
GRANT:
N/A
LEGAL IMPACT:
Page 81 of 231
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 82 of 231
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 Installation of 2,475 feet of 6’ Privacy Fencing at the Landfill to
Cooper Fence Company for a not-to-exceed project cost of $45,787.50. 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 28TH DAY OF JULY, 2025
_______________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 83 of 231
*Upon signing of this proposal by client, client accepts all information reflected within document to be correct, and the proposal will be deemed
accepted by the client and will be a legal and binding contract between client and Cooper Fence Company
Cooper Fence Company, LLC
P.O. Box 2097
Fairhope, AL 36533 US
+12513671980
ap.cooperfence@gmail.com
Estimate
ADDRESS
CITY OF FAIRHOPE
P.O. DRAWER 429
FAIRHOPE, AL 36532
ESTIMATE #13271
DATE 07/09/2025
SALES PERSON NAME JOB NAME
ROBERT landfill perimeter
ACTIVITY QTY AMOUNT
WOOD PRIVACY FENCE 6'
6' in Height Wood Privacy Fence, 4"x 6" Post
set 3' in ground with 80 lbs concrete in each
hole, 3- 2"x 4" Runners, 1"x 6"x 6" Dog Eared
Pickets, Galvanized Ring Shanked Nails
2,475 45,787.50
Thank you for letting Cooper Fence provide you with an estimate for
your Fence Project!
*Are property lines clearly marked? (If not owner responsible for
designating property lines.)
*50% deposit due upon acceptance of contract with remaining 50%
due upon completion of project
*Cooper Fence shall not be held liable for any damage to landscaping,
trees or sod inflicted during installation of project
*Any detail of the construction or placement of fence not specified in
contract or drawing will be constructed at discretion of Cooper Fence
Company
*Property owner responsible for all underground lines, pipes and
property. Lines can be located by calling Alabama 811 at
1.800.292.8525
TOTAL $45,787.50
Accepted By Accepted Date
Page 84 of 231
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: George Ladd Date: 7/16/2025
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. Cooper Fence Company $ 45,787.50
2. Hagan Fence $ 48,375.00
3. B & T Fence Inc $ 49,849.47
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? 2,475 feet of 6’ Privacy Fencing
2. What is the total cost of the item or service? $45,787.50
3. How many do you need? 1
4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☒ Annual Request
5. Vendor Name (Lowest Quote): Cooper Fence Company
6. Vendor Number: 4335
If you do not have a Vendor Number, please go to the City of Fairhope page: http://www.fairhopeal.gov/
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
3. Budget code: 005030-50475
Email completed form with quotes and other supporting documentation to
Cory.Pierce@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 85 of 231
Page 86 of 231
B & T Fencing, Inc. BC
26151 Equity Drive
Daphne, AL 36526
P (251) 322-2075
info@bandtfencing.com
www.bandtfencing.com
Quote
Quote Date: 7/16/2025
Quote ID: QT2025-15696
Expiration Date: 8/15/2025
gLogoCompany
Product
Billing Address
City of Fairhope
555 South Section Street
Fairhope, AL 36532-1609
Total
Point of Contact
George Ladd
Phone: (251) 259-6675
Email: george.ladd@fairhopeal.gov
Description
6ft Wood Privacy
Qty / Hrs
Shipping / Location 555 South Section Street
Fairhope, AL 36532-1609
Sales Consultant
Buddy Wallace
(251) 223-0441
buddy@bandtfencing.com
49,849.47
To include: 6' Pressure Treated Dog Ear Picket, 4"x6"x10' posts, 2"x4"x16' Pine Runners, 50lb bag of concrete for each
hole. Posts to be 3ft deep.
Supply and Installation of 6' Wood Privacy Fence 2480
Subtotal
Total
TARIFF NOTICE -- IMPORTANT PRICING INFORMATION:
All quoted prices are based on current material, labor, and transportation costs at the time of this estimate. Due to ongoing fluctuations in the supply chain
and fuel markets, final invoicing may reflect a price adjustment should there be significant cost increases prior to project scheduling or delivery.
We make every effort to honor quoted prices; however, in the event of a tariff, surcharge, or supplier-driven increase, we reserve the right to adjust the
contract total accordingly.
Customers will be notified of any changes prior to installation, and no additional work will proceed without written approval.
PAYMENT TO BE MADE AS FOLLOWS: 50% deposit due at acceptance of quote. Materials will only be ordered after signed quote, signed terms and
conditions and deposit are received. For larger projects, B&T Fencing, Inc. reserves the right to establish a payment draw schedule (progress invoices).
Customer agrees to pay B&T Fencing, Inc. immediately upon completion of installation full balance of amount due. Methods of payment accepted: Visa,
MasterCard, American Express, Discover, check and cash. A 3% transaction fee will be applied to all credit/debit card transactions.
FINANCE CHARGES: Finance charges will be applied to past due invoices. Customer agrees to pay these finance charges at a daily rate of 0.0493% (18%
annually).
FLORIDA LIEN LAW: Under Florida's laws, those who work on your property or provide materials and are not paid have a right to enforce their claim for
payment against your property. This claim is known as a construction lien. If your contractor fails to pay subcontractors or material suppliers or neglects to
make other legally required payments, the people who are owed money may look to your property for payment, even if you have paid your contractor in full.
B&T Fencing, Inc. reserves the right to lien Customer’s property if payment is not received. Learn more about the Construction Lien Law, Chapter 713, Part
I, Florida Statutes.
Terms & Conditions
Summary
49,849.47
49,849.47
Signature
Print Name & Title
Date
Page 87 of 231
B & T Fencing, Inc. BC
26151 Equity Drive
Daphne, AL 36526
P (251) 322-2075
info@bandtfencing.com
www.bandtfencing.com
Quote
Quote Date: 7/16/2025
Quote ID: QT2025-15696
Expiration Date: 8/15/2025
gLogoCompany
ATTORNEYS’ FEES AND COSTS: In the event of any dispute, enforcement action, or other action arising out of or related to this agreement or the work,
the prevailing party shall be entitled to recover its attorneys’ fees and costs.
CANCELLATION: Any cancellation requests must be made in writing. To offset some of the costs incurred during the various phases of processing this
order, 50% of the contracted amount, in addition to any direct costs such as special materials and services will be charged against the Customer’s deposit.
SCHEDULING: Any representation by B&T Fencing, Inc. regarding the installation date is for the Customer’s convenience and is only an approximation. The
installation schedule changes daily due to circumstances within and beyond our control including, but not limited to: weather, permits, progress on prior
schedule.
LAYOUT: The Customer is responsible to indicate to the representative/crew the proper location for the fence and will provide B&T Fencing, Inc. with an
accurate survey of the property. The Customer is solely responsible for location of the fence and knowledge of all property boundary lines. It is preferable
that the Customer is onsite the morning of installation.
WOOD FENCE DISCLAIMER: Wood fences carry a manufacturer warranty against rotting, decay and infestation. This does not include labor. All lumber
used is pressure-treated pine, unless otherwise stated. Pressure-treating does not protect wood from the effects of weather/sun exposure. Because wood is
a naturally occurring material, this warranty does not extend to checking, cracking, waning, warping or discoloration. These are common and normal events
for wood. We recommend that all wood be sealed.
UNDERGROUND UTILITIES: Before beginning work on your project, B&T Fencing, Inc. will call Sunshine 811 to have your underground utilities located.
Sunshine 811 will notify member utility companies that we are planning to dig, and they mark the approximate location of underground lines, pipes and
cables in your yard or construction site. Occasionally, unseen or unknown underground lines are hit and damaged (sprinkler lines are especially vulnerable).
If this happens, the Customer is responsible for the repairs and costs because these lines cannot be seen and are unknown.
DIGGING: B&T Fencing, Inc.’s quote is based on normal ground conditions. If difficult digging is encountered during installation, B&T Fencing, Inc. will be
entitled to a price increase to cover the cost of any equipment rental or extra labor, if any.
HOA RESTRICTIONS: The property to be fenced may have deed and/or Homeowner’s Association restrictions or city or county planning and zoning
restrictions. It is the sole responsibility of the Customer to look into this before contracting with B&T Fencing, Inc.
The crew will need room in order to produce quality work. The Customer agrees to have two feet on both sides of the proposed fence lines clear of
obstructions, i.e. trees, brushes, debris, etc. If the fence lines are not cleared when the crew arrives, the crew may clear the fence lines and the Customer
agrees to pay $45.00 per man hour for this service. This will keep the crew working and unnecessary additional trip charges. This does not apply if clearing
is included in your estimate.
TRIP CHARGE: This contract anticipates that once work has started, B&T Fencing, Inc. will be allowed to complete the entire scope of work without any
interruptions or stoppage by the Customer. Any interruptions or stoppages will result in additional trip charges which Customer agrees to pay. B&T Fencing,
Inc.’s trips charges are as follows: ½ day minimum charge of $500.00; full day charge of $1000.00.
WARRANTIES: We guarantee our workmanship and materials for one year from the installation date*. Workmanship is defined as the quality of work
produced by an installer. Please contact our office for more information on manufacturer’s product warranties. Our warranty will cover any faulty
workmanship or defective products associated with the construction of the improvements, excluding normal wear and tear. We guarantee the proper function
of gates and gate hardware, with proper use, within the first year. This includes sagging of gates, defects in the hardware and proper hardware function.
*Wood systems and gate operator systems carry a 90-day warranty.
WARRANTY EXCLUSIONS: It is important to remember that a fence is an outdoor structure in which the environment can be very harsh. Our materials will
change with exposure to the elements, this includes aging (weathering), discoloration or fading and dimensional changes (shrinkage or swelling). All lumber
used is pressure- treated pine, unless otherwise stated. Pressure-treating does not protect wood from the effects of weather/sun exposure. Because wood is
a naturally occurring material, we cannot warranty against warping, cracking, splitting, aging (weathering), discoloration and/or fading or dimensional change
(shrinkage or swelling). We recommend that all wood be sealed. Other items excluded in our warranty include damage that is caused by vandalism, vehicle
damage, climbing, storm or tree damage, swinging on gates or other misuse of gates or gate hardware. Gates that are left opened can slam shut causing
latches to break or bend and hinges to come out of alignment. Gate hardware is meant to work properly under controlled conditions, this does not include
forceful opening or shutting by an individual.
All measurements shown on the quote are approximate. The actual measurements of the fence may vary.
All materials will be specified on the quote and all workmanship will be to ASTM specifications.
Any and all excess materials remain the property of B&T Fencing, Inc. If B&T Fencing, Inc. is contracted to remove and haul away existing fence, then those
materials also become B&T Fencing, Inc.’s property.
Any Customer requested changes or deviations from the estimated specifications or the quantities involving extra costs will be an extra charge over and
above the Estimate-Contract.
By signing below, I acknowledge that I agree to these terms conditions set forth herein. I attest that this e-signature is my legally binding signature and that
my e-signature is the legal equivalent of my physical signature. I hereby fully bind myself (and if I’m signing as an agent on behalf of any person or entity, I
am binding such person or entity) to this agreement.
Page 88 of 231
B & T Fencing, Inc. BC
26151 Equity Drive
Daphne, AL 36526
P (251) 322-2075
info@bandtfencing.com
www.bandtfencing.com
Images
Quote Date: 7/16/2025
Expiration Date: 8/15/2025
Quote
Layout (Not to Scale)
Page 89 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1670
FROM: Daryl Morefield, WATER SUPERINTENDENT
SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is
requesting the procurement of a qualified contractor to provide labor,
materials, equipment and all incidentals to convert the Lakewood Lift
Station from an above-ground station to an in-ground station.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
To approve the award of (Bid No. 25-043) Rehabilitation of Lakewood Lift Station to
Underground, Inc. with a bid proposal not-to-exceed $317,700.00.
BACKGROUND INFORMATION:
A service bid was issued on June 6, 2025, posted to the City of Fairhope's website, and
published in Gulf Coast Media. Three (3) responsive bids were received at the bid
opening on July 15, 2025 at 2:00 p.m.
The Superintendent of Water/Wastewater recommends the award be made to
Underground, Inc. Their low bid lump sum cost was not-to-exceed Three Hundred
Seventeen Thousand Seven Hundred Dollars ($317,700.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004020-
59501-70
Wastewater -
System
Improvements Lift
Stations
$350,000.00 $317,700.00 $32,300.00
GRANT:
N/A
LEGAL IMPACT:
N/A
Page 90 of 231
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 91 of 231
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. 25-043)
to Underground, Inc. for Rehabilitation of Lakewood Lift Station for the City of
Fairhope Water and Sewer Department.
[2] At the appointed time and place, the following bids were opened and tabulated as
follows:
Please see attached Bid Tabulation for
Bid No. 25-043
Rehabiliation of Lakewood Lift Station
[3] After evaluating the bid proposals with the required bid specifications,
Underground, Inc. is now awarded (Bid No. 25-043) for Rehabilitation of Lakewood
Lift Station for the City of Fairhope Water and Sewer Department with a bid proposal
not-to-exceed $317,700.00
.
ADOPTED ON THIS 28TH DAY OF JULY, 2025
_________________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 92 of 231
Page 93 of 231
Page 94 of 231
Page 95 of 231
Page 96 of 231
Page 97 of 231
Page 98 of 231
Page 99 of 231
Page 100 of 231
Page 101 of 231
Page 102 of 231
Page 103 of 231
PRF Lakewood Lift Station Rehab
Final Audit Report 2025-05-14
Created:2025-05-14
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAkFiZTtziWR_JbJ8peKtzrbPuu5BQgCDw
"PRF Lakewood Lift Station Rehab" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2025-05-14 - 3:55:56 PM GMT
Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature
2025-05-14 - 3:56:18 PM GMT
Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
2025-05-14 - 4:20:35 PM GMT
Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
Signature Date: 2025-05-14 - 4:21:42 PM GMT - Time Source: server
Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature
2025-05-14 - 4:21:43 PM GMT
Email viewed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
2025-05-14 - 6:48:46 PM GMT
Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
Signature Date: 2025-05-14 - 6:49:46 PM GMT - Time Source: server
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2025-05-14 - 6:49:48 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2025-05-14 - 7:44:05 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2025-05-14 - 7:44:29 PM GMT - Time Source: server
Agreement completed.
2025-05-14 - 7:44:29 PM GMT
Page 104 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1662
FROM: Richard Johnson, CITY ENGINEER
George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: City Engineer, Richard Johnson, and Director of Public Works,
George Ladd, are requesting the hiring of Professional Construction
Engineering and Inspection (CE&I) Services for the Bon Secour at
Grand Drainage Project.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
To approve the negotiated not-to-exceed amount of $39,900.00 for Professional
Construction Engineering and Inspection (CE&I) Services for the Bon Secour at Grand
Drainage Project, and authorize the Mayor to execute a contract with Sawgrass
Consulting, LLC. Authorize Treasurer to transfer $39,900.00 from General Fund to
Capital Projects Fund.
BACKGROUND INFORMATION:
The City Engineer, Richard Johnson, and Director of Public Works, George Ladd, are
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
The Mayor and the City Engineer would like to establish a not-to-exceed amount for
Professional Engineering Services of Thirty-Nine Thousand Nine Hundred Dollars
($39,900.00).
Previous Council Action:
Resolution No. 5499-25 on July 14, 2025 approved the selection of the Mayor of
Sawgrass Consulting and authorized the Mayor to negotiate the not-to-exceed fee to be
approved by Council.
BUDGET IMPACT/FUNDING SOURCE:
Page 105 of 231
Account No. Account Title Current Budget Cost Available
Budget
103-55853 Capital Projects -
Drainage
$0.00 $39,900.00 ($39,900.00)
Authorize Treasurer to transfer $39,900.00 from General Fund to Capital Projects
Fund:
General Fund
001-49998 Budget Rollover ($39,900.00)
001900-50965 Transfers CapProj Fund $39,900.00
Capital Projects Fund
103-49810 Transfers From General Fund ($39,900.00)
103-55853 Capital Projects - Drainage $39,900.00
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 106 of 231
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 Contract with
Sawgrass Consulting, LLC for Professional Construction Engineering and
Inspection (CE&I) Services for (RFQ PS25-032) Bon Secour at Grand Drainage
Project with a not-to-exceed amount of $39,900.00. Authorize Treasurer to transfer
$39,900.00 from General Fund to Capital Projects Fund
ADOPTED ON THIS 28TH DAY OF JULY, 2025
____________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 107 of 231
Page 108 of 231
Page 109 of 231
Page 110 of 231
Page 111 of 231
Page 112 of 231
Page 113 of 231
Page 114 of 231
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: George Ladd, PW Director & Richard D. Johnson, PE, City Eng. Date: 07-02-2025
Department: Public Works – Public Drainage
Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Resolution
Under $5,000 No restrictions Not Required N/A N/A N/A
Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A
Greater than:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$30,000
Utilities - $10,001 - $30,000
Operational Budgeted Three Treasurer N/A N/A
Over $30,000 Operational Budget* State Bid List or
Buying Group
Treasurer/Mayor N/A N/A
Over $30,000/$100,000 Operational Budgeted Bids Council Required Required
Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required
*Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an
approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution.
**Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of
the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases.
QUOTES
Vendor Name Vendor Quote
1. Sawgrass Consulting, LLC $ Approve CE&I at proposed NTE $39,900.00
2. Click or tap here to enter text. $
3. Click or tap here to enter text. $
Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group
☐ Sole Source (Attach Sole Source Justification)
ITEM OR SERVICE INFORMATION
1. What item or service do you need to purchase? Professional Surveying and Engineering Construction Services
2. What is the total cost of the item or service? Proposal - $39,900.00 – CE&I
3. How many do you need? Amended contract for CE&I 2025-PWI 018 Bon Secour at Grand Drainage Project
4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request
5. Vendor Name (Lowest Quote): Sawgrass Consulting, LLC
6. Vendor Number: 4246
If you do not have a Vendor Number, please go to the City of Fairhope page: www.FairhopeAL.gov, Departments,
Purchasing, Vendor Registration, and complete the required information.
BUDGET INFORMATION
1. Is it budgeted? ☒ Yes ☒ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? $75,000.00 – 2 @ $37,500.00 (in the aggregate - unencumbered)
3. Budget code: 103-55853 Drainage Improvements – See Details: Major Outfall Repair
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 115 of 231
Page 116 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1672
FROM: George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: Mayor and City Treasurer are hereby authorized and directed to
dispose of personal property owned by the City of Fairhope via
"GovDeals".
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
That the City Council declares certain items surplus and the Mayor and City Treasurer
are hereby authorized and directed to dispose of personal property owned by the City of
Fairhope via "GovDeals".
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 117 of 231
RESOLUTION NO. _____
WHEREAS, the City of Fairhope, Alabama, has certain items of personal property
which are no longer needed for public or municipal purposes; and
WHEREAS, Section 11-43-56 of the Code of Alabama of 1975 authorizes the municipal
governing body to dispose of unneeded personal property;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
FAIRHOPE, ALABAMA, AS FOLLOWS:
SECTION 1. That the following personal property owned by the City of Fairhope,
Alabama, is not needed for public or municipal purposes, and hereby declared surplus:
18 Light Poles
3 Water Pumps - New
SECTION 2. That the Mayor and City Treasurer are hereby authorized and directed to
dispose of the personal property owned by the City of Fairhope, Alabama, described in
Section 1, above, by the following method:
a. Receiving bids for such property (via “GovDeals”). All such property shall be
sold to the highest bidder, provided, however, that the City Council shall grant
the authority to the Mayor to reject all bids when, in her opinion, she deems the
bids to be less than adequate consideration for the personal property.
ADOPTED AND APPROVED THIS 28TH DAY OF JULY, 2025
_________________________________
Jack Burrell, Council President
ATTEST:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 118 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1661
FROM: Daryl Morefield, WATER SUPERINTENDENT
SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is
requesting the hiring of a Professional Services firm for an annual
contract for hydrogeological services for the Water/Wastewater
Department.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
To approve the selection by the Mayor for for (RFQ PS25-033) for Hydrogeological
Services Annual Contract to O'Donnell & Associates, Inc, and authorize the Mayor to
negotiate the not-to-exceed cost to be approved by City Council.
BACKGROUND INFORMATION:
The Superintendent of Water/Wastewater, Daryl Morefield, is requesting the hiring of a
Professional Services firm for an annual contract for hydrogeological services for the
Water/Wastewater Department.
Mayor Sullivan has selected O'Donnell & Associates, Inc. for this annual contract.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004010-
50290
Water -
Professional
Services
$TBD $TBD $TBD
GRANT:
N/A
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
Page 119 of 231
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 120 of 231
RESOLUTION NO. 5499-25
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City Council approves the selection by Mayor Sherry Sullivan for
Professional Services for (RFQ PS25-033) for Hydrogeological Services Annual
Contract to O’Donnell & Associates, Inc.; and hereby authorize Mayor Sullivan to
negotiate the not-to-exceed fee to be approved by Council.
DULY ADOPTED THIS 28TH DAY OF JULY, 2025
______________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 121 of 231
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 16, 2025
Re: RFQ PS25-033 Professional Hydrogeologic Services Annual Contract
for the Water/Wastewater Department
The Superintendent of Water/Wastewater, Daryl Morefield, is
requesting the hiring of a firm to provide Professional Hydrogeological Services on an
annual contract for the Water/Wastewater Department.
Per our Procedure for Procuring Professional Services, Daryl Morefield and I are
providing firms for the Mayor to select from for the work.
Please move this procurement of professional services forward to the Mayor for the
selection of a professional service provider.
The short list is:
_____________ ___________ O’Donnell & Associates, Inc.
_____________ ___________ None. Submit another list
Cc: file, Daryl Morefield, Mayor Sherry Sullivan
Jul 16, 2025
Page 122 of 231
Memo to choose - Prof Hydrogeological
Services Annual Contract
Final Audit Report 2025-07-16
Created:2025-07-16
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAApKGpWw2drTzvoiaVEQe2qAq5bkFWsyjt
"Memo to choose - Prof Hydrogeological Services Annual Contr
act" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2025-07-16 - 1:25:48 PM GMT
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2025-07-16 - 1:26:11 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2025-07-16 - 1:39:45 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2025-07-16 - 1:40:19 PM GMT - Time Source: server
Agreement completed.
2025-07-16 - 1:40:19 PM GMT
Page 123 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1636
FROM: Richard Johnson, CITY ENGINEER
Daryl Morefield, WATER SUPERINTENDENT
SUBJECT: The City Engineer, Richard Johnson, and the Superintendent of
Water/Wastewater Department, Daryl Morefield, have requested to
procure a qualified contractor to provide all labor, materials, and
equipment to design, furnish, deliver, and erect a 40' x 150' x 18' pre-
engineered Metal Building, including foundation system.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
To approve the award of (Bid No. 25-044-2025-PWal-007) to MAD Dash, Inc. d/b/a
Southern Steel Structures for Pre-Engineered Metal Building with Foundation Truck
Shed for City of Fairhope - Water and Sewer Department with a bid proposal not-to-
exceed $142,733.00.
BACKGROUND INFORMATION:
A service bid was issued on June 6, 2025, posted to the City of Fairhope's website, and
published in Gulf Coast Media. Seven (7) responsive bids and one (1) non-responsive
bid were received at the bid opening on July 1, 2025 at 10:00 a.m.
The City Engineer and Superintendent of Water/Wastewater recommend the award be
made to MAD Dash, Inc. d/b/a Southern Steel Structures. Their low bid price for the
Lump Sum Cost plus Additive Alternate - Girts and Wall Panels was as follows:
Lump Sum Price (Base Bid): $124,236.00
Additive Alternate (Girts and Wall Panels): $18,497.00
Their low bid response price for the Base Bid plus the Additive Alternate was not-to-
exceed One Hundred Forty-Two Thousand Seven Hundred Thirty-Three Dollars
($142,733.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004020-Wastewater - $150,000.00 $142,733.00 $7,267.00
Page 124 of 231
50475-10 Capital
Improvements
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 125 of 231
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. 25-044-
2025-PWal-007) for a Pre-Engineered Metal Building with Foundation Truck Shed
for the City of Fairhope Water and Sewer Department.
[2] At the appointed time and place, the following bids were opened and tabulated as
follows:
Please see attached Bid Tabulation for
Bid No. 25-044-2025-PWal-007
Pre-Engineered Metal Building with Foundation Truck Shed
[3] After evaluating the bid proposals with the required bid specifications, MAD
Dash Inc., dba Southern Steel Structures is now awarded (Bid No. 25-044-2025-
PWal-007) for a Pre-Engineered Metal Building with Foundation Truck Shed for the
City of Fairhope Water and Sewer Department with a bid proposal not-to-exceed
$142,733.00.
ADOPTED ON THIS 28TH DAY OF JULY, 2025
_________________________________
Jack Burrell, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 126 of 231
Page 127 of 231
Page 128 of 231
Page 129 of 231
Page 130 of 231
Page 131 of 231
Page 132 of 231
Page 133 of 231
Page 134 of 231
Page 135 of 231
PRF - Water Equipment Building
Final Audit Report 2025-05-15
Created:2025-05-14
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAMAmNQSpu99LcnqqSysIb9n3qXiMkr6-Q
"PRF - Water Equipment Building" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2025-05-14 - 3:57:18 PM GMT
Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature
2025-05-14 - 3:57:41 PM GMT
Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
2025-05-14 - 4:17:43 PM GMT
Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
Signature Date: 2025-05-14 - 4:18:24 PM GMT - Time Source: server
Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature
2025-05-14 - 4:18:25 PM GMT
Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
Signature Date: 2025-05-14 - 11:04:44 PM GMT - Time Source: server
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2025-05-14 - 11:04:46 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2025-05-15 - 2:39:21 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2025-05-15 - 2:40:09 PM GMT - Time Source: server
Agreement completed.
2025-05-15 - 2:40:09 PM GMT
Page 136 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1671
FROM: Jeff Montgomery
SUBJECT: The Director of IT, Jeff Montgomery, is requesting approval for the
procurement of the addition of Invoice Cloud to the Munis Financial
System from Tyler Technologies, a Sole Source provider.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
To approve the procurement of the addition of Invoice Cloud to the Munis Financial
System from Tyler Technologies, a Sole Source provider. The not-to-exceed cost is
$7,000.00.
BACKGROUND INFORMATION:
To approve for the procurement of the addition of Invoice Cloud to the Munis Financial
System from Tyler Technologies, a Sole Source provider. Invoice Cloud will be used to
support the City's Biller Identification with the upgrade. The upgrade will facilitate
communication between Invoice Cloud and Tyler Tech for Utlity Billing.
The not-to-exceed cost for the Invoice Cloud is Seven Thousand Dollars ($7,000.00).
Tyler Technologies is the Sole Source provider for the Munis Software.
The equipment is exempt from formal bidding per Code of Alabama 1975, Section 41-
16-57 (b)(1) which states:
"The governmental body can document that the sole source goods or services are of
an indispensable nature, all other viable alternatives have been explored, and it has
been determined that only these goods or services will fulfill the function for which the
product is needed."
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001100-
50300
General
Government -
Computer Expense
$7,000.00 $7,000.00 ($0.00)
Page 137 of 231
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 138 of 231
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 for the addition of Invoice
Cloud to the Munis Financial System from Tyler Technologies, a Sole Source
Provider. This cost is not-to-exceed $7,000.00
ADOPTED ON THIS 28TH DAY OF JULY, 2025
___________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 139 of 231
Statement of Work | City of Fairhope, AL – Tyler-MUNIS Upgrade
Summary of Work
The purpose of this project is for Invoice Cloud to support the City of Fairhope, AL, Biller Identification (BID)
2866, with the upgrade, as outlined within this Statement of Work (SOW).
Scope of Work
The City of Fairhope, AL (Biller) currently uses Tyler-Munis (Software Vendor) as the CIS/Core software and
is seeking to upgrade the application. This change impacts all invoice types.
Tasks and Deliverables - Production
Once the SOW is signed and returned, the following activities will be executed in the Production
environment:
1. InvoiceCloud (IC) will work with Biller and Software Vendor to establish a project schedule
2. IC and Software Partner will exchange credentials and data, as well as integration requirements, as
needed
3. IC will work with Biller to obtain the new file versions
4. IC will code to files and credentials, as well as troubleshoot issues
5. No maintenance window will be required
6. IC will continue receiving and exchanging data with Software Vendor to support full IC functionality
7. Biller will certify the conversion
8. IC will provide monitoring and oversight during the conversion and Go-Live processes
a. Verify the successful conversion
b. Support the conversion until go live date, plus two weeks. Biller Support will manage all other
issues by reaching out to helpdesk@invoicecloud.com
Out of Scope of Work
1. IC will not change any part of the integration that is not expressly listed in this SOW
2. Data conversions of any kind, unless outlined in this SOW
3. IC will not provide any reporting for customer registration, paperless, etc., as these are available in
the Biller portal
Project Timeline
The Target Go-Live Date is August 31, 2025, and is contingent upon receiving the signed Statement of
Work, timely payment, and testing certification. Efforts with InvoiceCloud for a platform upgrade typically
require five (5) months. Due to the expedited nature of this project, achieving this Target Date might not be
feasible. InvoiceCloud will make its best effort to meet the Target Date or the earliest date thereafter.
Page 140 of 231
Cost
Services Cost
Project coordination, changes to set up, personalization of deliverables, and
implementation
$6,000
Expedite Fee $4,000
One-time Goodwill Reduction ($3,000)
Total Cost $7,000
Payment
Upon receipt of the signed SOW, Biller will be invoiced 100%, with payment due upon receipt of invoice and
prior to the start of significant modifications.
InvoiceCloud Project Contacts
Name Title Email
Andy Nop Sr. Implementation Manager Conversion anop@invoicecloud.com
Sandy Matlock Services Administrator smatlock@invoicecloud.com
Biller Project Contacts
Name Title Email
Jennifer Olmstead Revenue Manager/Magistrate jennifer.olmstead@fairhopeal.gov
Sean Spratlin System Administrator sean.spratlin@fairhopeal.gov
Biller Signature
By signing below, you agree to and accept this statement of work:
_______________________________________ ______________________________________
Signature Date
_______________________________________ _______________________________________
Title Email
Page 141 of 231
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Jeff Montgomery Date: 4/7/25
Department: IT
Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Resolution
Under $5,000 No restrictions Not Required N/A N/A N/A
Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A
Greater than:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$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. Invoice Cloud $ 7000
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? API between Tyler Tech and Invoice Cloud
2. What is the total cost of the item or service? 7,000
3. How many do you need? Click or tap here to enter text.
4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request
5. Vendor Name (Lowest Quote): Invoice Cloud
6. Vendor Number: 7597
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? 7000
3. Budget code: 00110 50300
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 142 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1673
FROM: Stephanie Hollinghead, Chief
SUBJECT: The Chief of Police, Stephanie Hollinghead, is requesting the
procurement of a qualified contractor to provide inmate telephone
equipment and related services at the Fairhope Municipal Jail.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
To approve the procurement of a qualified contractor to provide inmate telephone
equipment and related services at the Fairhope Municipal Jail. The Bid Proposal
includes Inmate Calling Rates of $0.12 and Cost of Recovery for Prepaid Calls is
$0.12.
BACKGROUND INFORMATION:
A service bid was issued on May 19, 2025, posted to the City of Fairhope's website, and
published in Gulf Coast Media. One (1) responsive bid was received at the bid opening
on July 1, 2025 at 10:30 a.m.
The one (1) bid received from ViaPath Technologies did not acknowledge Addendum
No. 2 or Addendum No. 3. Addendum No. 2 included a Revised Bid Form that
requested Additive Alternate pricing and information for handheld tablets. Therefore, the
City must reject the initial bid submittal from the only bidder, ViaPath Technologies.
Since ViaPath Technologies was the sole bidder, the City requested that ViaPath
respond to the Addendum No. 2. Their response included a "no bid" for the Additive
Alternate Handheld Tablets. This was an acceptable response, confirmed by the City
Attorney.
The Chief of Police recommends the award be made to Global Tel*Link b/d/a ViaPath
Technologies. Their negotiated bid price was as follows:
Inmate Calling Rates: $0.12 (Twelve Cents)
Proposed Cost of Recovery for Prepaid Calls: $0.12 (Twelve Cents)
Pursuant to the Code of Alabama 1975, Section 41-16-50(4) " If no bids or only one bid
is received at the time stated in the advertisement for bids, the awarding authority may
advertise for and seek other competitive bids, or the awarding authority may negotiate
through the receipt of informal bids not subject to the requirements of this article. Where
Page 143 of 231
only one responsible and responsive bid has been received, any negotiation for the
work shall be for a price lower than that bid."
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
N/A
LEGAL IMPACT:
The City Attorney reviewed and agreed with the actions of rejecting all bids and
accepting the submitted Addendum No. 2 with "no bid" for the Additive Alternate of the
Handheld Tablets, Pursuant to the Code of Alabama 1975, Section 41-16-50(4).
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 144 of 231
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City Council to reject all bids (Bid No. 25-038) for Fairhope Municipal Jail;
and to award (Bid No. 25-038) to Global Tel*Link b/d/a ViaPath Technologies for
negotiated submitted proposal for Inmate Telephone Services for Fairhope Municipal Jail
with a bid proposal of Inmate Calling Rates of $0.12 and Cost of Recovery for Prepaid
Calls is $0.12, pursuant to the Code of Alabama 1975, Section 41-16-50(4).
ADOPTED ON THIS 28TH DAY OF JULY, 2025
____________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 145 of 231
Page 146 of 231
CITY OF FAIRHOPE
Bid No. 25-038
Inmate Telephone Services
for
Fairhope Municipal Jail
(A copy of Bid No. 25-038 is available in the City Clerk’s office.)
Page 147 of 231
3120 Fairview Park Dr. / Suite 300
Falls Church, VA 22042
July 9, 2025
Erin Wolfe
Purchasing Manager
555 South Section Street
Fairhope, AL 36532
RE: Inmate Telephone Services for Fairhope Municipal Jail – Bid Number 23-038
Dear Mrs. Wolfe:
Global Tel*Link Corporation d/b/a ViaPath Technologies (ViaPath) acknowledges receipt of Amendment 2
and Amendment 3. Following a comprehensive assessment of the amendment changes, ViaPath will not
be able to provide the new technologies requested in Amendment 2. However, ViaPath continues to offer
its ITS solution as previously submitted to the City of Fairhope.
The original ITS response outlines ViaPath’s qualifications, including performance standards, industry
experience, financial position, and its capacity to meet operational requirements for phone
communications.
ViaPath has gained familiarity with the City of Fairhope’s operations and service expectations and will
maintain collaboration with city staff to deliver services. The company states it will seek to uphold quality
standards, pursue industry-relevant solutions, and engage in continued partnership.
ViaPath’s proposal includes:
•A local service team in Fairhope with seven years of experience providing service.
•Technology offerings such as investigative tools, telephones, and inmate services, facilitating
communication for incarcerated individuals. As of the end of 2024, ViaPath has facilitated over
6.6 billion call minutes, 214 million free calls, and 519 million messages nationwide.
•Continued service without operational disruption due to existing knowledge of the City of
Fairhope’s facilities, policies, and procedures.
•Financial position characterized by stability and cash flow, intended to support ongoing service
delivery.
Since 1989, ViaPath has provided services to various clients, including those in Alabama. The company
seeks to continue its professional relationship during the term of this partnership.
For further information or questions regarding this response to the Request for Proposal for inmate phone
services, please contact Senior Account Manager Charles Newberry at 678-571-5744 or
charles.newberry@viapath.com.
Sincerely,
Jonathan Walker
Chief Growth Officer
Page 148 of 231
eFAJ . 0 �u r.i
l
( '-✓\ u,, ��.
June 20, 2025
Addendum 2
Bid No. 25-038
Inmate Telephone Services for Fairhope Municipal Jail
Addendum 1 contains Additive Alternate to Scope of Work and Revised Bid Form.
This bid will be opened at the City of Fairhope's City Ser vices and Public Utilities Building, 555 South
Section Street, Fairhope, AL 36532 at 10:00 AM on Tuesday, June 24, 2025. Vendors shall acknowledge
this Addendum 2 on their submitted Bid Response Form.
Additive Alternate to Scope of Work:
15.0 Additive Alternate -Handheld Tablets
The City is interested receiving pricing and specifications for handheld tablets as an additional
option for this contract, possibly to be added at a later date.
A.Contractor must provide a turn-key Inmate Tablet Program that offers the following
minimum features/applications:
a.A zoom-in/magnify feature ,
b.Digital Postal Mail System Access
c.On-Site Digital legal mail system
d.Messaging Application:
i.Family and Friends Messaging:
1.Inmates must be able to exchange messages with family and friends at an
affordable rate.
2.Inmate, Family and Friends messages must be billed on a per message basis.
3.For investigative purposes, all inmate, family and friend message exchanges
must:
a.Automatically be saved in a keyboard searchable database.
b.Provide keyword tracking for the inmate digital general request,
grievance request, and medical request. Must provide system screen
captures examples and three (3) agency references that have used this
technology for over two (2) years.
c.Provide screen capture examples of 3-way communication blocking and
agency flagging notification with the electronic messaging system.
d.Database must be accessible to authorized faculty staff by a secure,
web-based administrative platform.
e.Allow authorized facility staff to set alerts whenever a message is sent
or received by specific inmate or public user.
Page 149 of 231
f.Allow authorized facility staff to set alerts whenever a message
containing a single or multiple keyword(s) is contained within a
message.
ii.Attorney messaging:
1.Inmate messaging application must include specialized Attorney Messaging
feature to allow vetted attorneys to send confidential legal documents and
exchange messages with inmates electronically.
2.Vendor must provide three (3) agency references where this technology has
been in place for over two (2) years.
3.Additional security measures are taken to ensure the privacy of attorney
messages and digital legal documents and files. These measures must
include:
a.Information and correspondence must be exchanged and stored in an
encrypted environment that is completely inaccessible to facility staff.
b.To retrieve/view legal documents and exchange secure messages with
their attorney, an inmate must first log in to a tablet by entering their
inmate ID#, password, and secondary private password to access the
encrypted environment.
e.Law Library Application:
i.Must be provided to facility at no cost.
ii.Inmate access/use must be provided at no cost.
f.Education and Reentry Programs:
i.Must be provided to facility at no cost.
ii.Inmate access/use must be provided at no cost.
g.Request and Grievances:
i.Must be provided to facility at no cost.
ii.Inmate access/use must be provided at no cost.
h.Documents Viewer Application (Inmate Handbooks, Reentry manuals, etc.)
i.Must be provided to facility at no cost.
ii.Inmate access/use must be provided at no cost.
i.Video Player Application (Facility Introduction, PREA, etc.)
i.Must be provided to facility at no cost.
ii. Inmate access/use must be provided at no cost.
B.Vendor's Inmate Technology Services must be administered by a single, web-based
administrative platform.
C.In-Pod Handheld Tablets
In-Pod Tablets must support all the same features as the handheld tablets above and
additional services listed below:
a.Inmate access/use of tablets must be provided at no cost, with no monthly, weekly, or
daily subscription fees, and no per-minute fees for access to documents, photographs,
or electronic messages.
i.Entertainment:
1.Must offer a wide variety of media choices Including movies and many
television series, internet radio stations, and video games.
ii.Media must:
1.Be offered exclusively in a streaming format that is not capable of being
stored within the tablet's Internal memory. Entertainment/media
options that are download or subscription based will not be accepted.
Page 150 of 231
2.Be streamed at a low flat fixed rate per minute.
3.Provide inmates with free access to eBooks.
b.Must provide authorized facility staff with complete control over what media/content is
available to inmates.
i.Vendor's tablets must be specifically engineered/manufactured for use within a
correctional facility.
ii.Tablet body and case must be integrated as one with the tablet.
iii.Vendor must specify the make and model of proposed tablet accompanied with
pictures.
iv.To verify durability, Vendor must provide independent tablet durability and
drop-test reports.
v.Vendor must utilize a shared tablet distribution model in which tablet devices
are provided to inmates at no cost. Inmate Tablet Programs where inmates
must purchase, lease, or rent a tablet device will not be accepted.
1.Vendor must allow for a damaged or inope rable device to be immediately
replaced at no cost to the Facility.
D.Tablet Technical Requirements:
a.Inmate tablet devices must have W-Fi enabled.
b.Inmate tablet devices must be capable of being updated wirelessly in real time. All
tablet device software updates must be provided at no cost.
c.Inmate tablet devices m ust be capable of being charged by an FCC approved, wall
mountable charging station to allow for self-service and prevent charging of
unauthorized electronic devices such as cell phones. Tablet charging stations must
utilize metal to metal contact pins. Tablet charging stations that utilize exposed
cords/cables will not be accepted.
d.The charging stations must be capable of being secured by Facility staff. •
e.Vendor's kiosk and tablet devices must provide a zoom-in/magnify feature.
f.Inmate tablet devices must be equipped with an internal speaker as well as equipped
with a 3.5mm jack to allow for the connection to a facility approved
headphone/headset.
g.For accountability purposes, Inmate Tablet devices must:
i.Require an inmate to enter credentials and log in to the tablet before being able
to access any application.
ii.Display terms and conditions to users the first time they log in or for subsequent
changes to the terms and conditions.
iii.Provide capability of restricting inmate usage to the specific housing unit to
which the inmate is assigned.
E.Tablet Security Requirements:
a. Provide the following security measures to harden the firmware on the tablets:
i.No option for inmates to change the settings.
ii.All wireless communication methods have been disabled and cannot be re
enabled with the exception of Wi-Fi that can only connect to the Vendor's
wireless network.
iii.Disable inmate's ability to install and/or un-install apps, enable passcode locks,
or other administrative privileges.
iv.Push authorized apps to the tablet devices through an app state management
process.
v.Provide no access to third-party app stores.
Page 151 of 231
b.To ensure inmates cannot access the internet, Vendor's inmate tablet devices must
feature an operating system that will only allow the device to connect to the Vendor's
own secure network.
c.Tablet device wireless network traffic must be routed through the Vendor's network
system with no exception and provide firewall, transparent proxy, DHCP, DNS, and
routing services for the tablets.
I.Network traffic shall be fully transparent with the City if/when network traffic
reports are requested.
d.Vendor must furnish a recent independent report from a certified vendor of networks
and program security that no vulnerabilities were found.
e.Vendor must provide secure Internet Protocol communications by authenticating and
encrypting each IP packet of a communication session.
f.Vendor's inmate kiosk and tablet must interface with City systems as applicable. All
interface services must be provided at no cost.
F.Retention of non-restricted documents shall be stored for the life of the contract plus ten
(10)years to satisfy Alabama Records Retention requirements.
Page 152 of 231
ITEM Ill
REVISED BID RESPONSE FORM
Date: ....QZ_ 1 ...QL I 25
Bid No:
Project:
Bids Due:
Rate Type
Local
lntraLATA
lnterLATA
Interstate
25-038
Inmate Telephone Services for Fairhope Municipal Jail
Tuesday, June 24, 2025, 10:00 A.M.
Proposed Rates and Cost of Recovery Rate Schedule
Provide Proposed Inmate Calling Rates for the Following Rate Types.
Provide Mileaae Bands Where Annlicable.
Mileage Band Inmate Calling Rates
N/A $0.12
N/A $0.12
NIA $0.12
NIA $0.12
Provide Proposed Cost of Recovery Offer to the City for the Following Call Types.
Provide Pronosed Cost of Recove"' Offer for Prenaid Calls.
Call Type Proposed Cost of Recovery Proposed Cost of Recover
for Preoald Calls
Local N/A $0.12
lntraLATA NIA $0.12
lnterLATA NIA $0.12
Interstate NIA $0.12
.
Total Cost of Recovery Percentage $200.00 Per Month to be paid by Citv of Fairhooe/Facilitv
Installation Time (Days) NIA -Already Installed
Additive Alternate: Proposed Inmate Technology Service Rates and Commissions for Inmate Tablets
CATEGORY UNIT OF MEASUREMENT RATE/UNIT FACILITY COMMISSION
RATE
Text Message NIA NIA NIA
Email N/A N/A N/A
Photo Atta chment N/A N/A N/A
Other Entertainment NIA NIA NIA
Music NIA NIA N/A
Video NIA NIA NIA
Reading Material N/A N/A N/A
Page 153 of 231
Bid will include all labor, materials, equipment, shipping and postage, overhead, profit, bonds, insurance and all other
costs necessary to provide the complete services outlined within this CONTRACT and scope of work.
Receipt of the following Addenda to these documents is hereby acknowledged by the undersigned
(CONTRACTOR to complete below):
ADDENDUM NO.
1
2
DATE ISSUED
06/06/25
06/20/25
ADDENDUM NO.
3
DATE ISSUED
06/23/25
Each bid must give the full business address of the CONTRACTOR and must be signed by him with his usual
signature. Bids by partnerships must furnish the full names of all partners and must be signed with the partnership
name by one of the members of the partnership, or by an authorized representative, followed by the signature and
designation of the person signing. Bids by corporations must be signed with the legal name of the cor poration
followed by the name of the State of Incorporation and by the signature and designation of the president, secretary,
or other person authorized to bind it In the matter. The name of each person shall also be typed or printed below the
signature. A bid by a person who affixes to this signature the word "president," "secretary," 11agent," or other
designation without disclosing his principal, may be held to be the bid of the Individual signing. When requested by
the City of Fairhope, Baldwin County, Alabama, satisfactory evidence of the authority of the officer signing in behalf
of the corporation shall be furnished.
The undersigned agrees to furnish the g oods/services as requested by you for the City of Fairhope, Baldwin County,
Alabama In your Invitation to bid, and certifies that they will meet or exceed the specifications called for. The
undersigned has read all information pertaining to this bid and has resolved all questions. It is also understood
and agreed that all prices quoted are F.O.B. described in the bid documents and specifications. The undersigned
also affirms he/she has not been in any CONTRACT or collusion among BIDDERS or prospective BIDDERS in
restraint of freedom of competition, by CONTRACT to bid at a fixed price or to refrain from bidding or otherwise.
Witness our hands and seals this day of ill 1Aj , 2025.
Page 154 of 231
If Individual or Partnership
(Name of Individual or Partnership)
(Name of Representative Authorized to sign Blds and CONTRACTS for the firm Print)
(Name of Partner Print)
(Name of Partner Print)
Address, _______________________________ _
Phone Number ( , _________ Fax Number (
E-mail address ______________ Alabama Con tractor's License No. ____ _
Foreign Entity ID (if outside of Alabama), _____________________ _
If Corporation or LLC
company Global Tel*Link Corporation d/b/a ViaPath Technologies
State of Incorporation _ld_a_h_o _______ .:_ ________________ _
Company Representative Deborah Alderson, President & CEO
( Re tative Authorized to sign Bids and CONTRACTS for the firm Print)
Representative Aut orlzed to sign Bids and CONTRACTs for the firm Signature)
Address 3120 Fairview Park Drive Suite 300
Falls Church, VA 22042
Phone Number (703 ),_9_5_5 _-3_9_1_0 _____ _ Fax Number(855,-"'6 ,._31.,_-..,,8,,8""57,__ ___ _
E-mail a d dre ss rfp@via path.com AL Contractor's License No. _____ _
Foreign Vendor Id, _________________ _
;:-�I_D. ��OPOSAL NOTARIZATION:
lJ,llJIUjW{iJ.l;!t. � ' •
:::::F !{,t�' ;
I, the undersigned authority in and for said State and County, hereby certify that t)elq;,m,b 13:Jd,ea fyAJ as\?ce))lip,u;:l:"" Cfo respectively, of '' .( bl.(_ • !)Whose nameis signedtothe foregoing document and who is known to me, acknowledged before me on this day, that, b ng informed 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 9 flA, day of_l,u
-V-"-""-I J=----�
NOTARY PUBLIC
AUDIIEY CARSON BIRD NOTARY PUBLIC REG. # 7964775 COMMONWEALTH OF VIRGINIA IIYCCN■SION l!llPIRai FE11RUARY11. 20aJ'
Page 155 of 231
ITEM IV
CONTRACTOR INFORMATION
This Section must be printed, completed, and turned in with your bid response to
Bid No. 25-038
Inmate Telephone Services for Fairhope Municipal Jail
Business Organization
Name of CONTRACTOR (exactly as it appears on W-9):
_Global Tel*Link Corporation d/b/a/ViaPath Technologies__________________
Doing-Business-As Name of CONTRACTOR:
_3120 Fairview Park Drive, Suite 300, Falls Church, VA 22042______________________
Principal Office Address:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
LOCAL Telephone Number: 703-955-3910_______ Toll- Free____________________
LOCAL Fax Number: 855-631-8857__
Email address:
Website:
__RFP@viapath.com____________________________________
__https://www.viapath.com__________________________________
Form of Business Entity [check one (“X”]
Corporation __X__
Partnership ____
Individual ____
Joint Venture ____
Other (describe): ________________________________________________________
Corporation Statement
If a corporation, answer the following:
Date of incorporation: _04/30/1992_________________ Location of incorporation: Delaware re-domisticated in Idaho_
he corporation is held: Publicly ___
Privately _X__
Partnership Statement
If a partnership, answer the following:
Date of organization: __________________
Location of organization: ________________________________________________________
The partnership is: General ___
Limited ___
Joint Venture Statement
If a Joint Venture, answer the following:
Date of organization: __________________
Location of organization: ________________________________________________________
JV CONTRACT recorded? Yes ___ No ___
Contact: Jonathan Walker, Chief Growth Officer_Email__RFP@viapath.com_______________
Phone__703-955-3910_____________________________Fax__855-631-8857_______
END OF CONTRACTOR INFORMATION SECTION
Page 156 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1655
FROM: Stephanie Hollinghead, Chief
SUBJECT: Resolution - That the City Council hereby approves and authorizes
the City of Fairhope to execute a Memorandum of Understanding for
the purpose of operating a unified School Resource Officer Program,
between the Baldwin County Commission, Baldwin County Sheriff's
Office, and the City of Fairhope pursuant to Section 36-21-49, Code
of Alabama 1975.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
City Council Approval.
BACKGROUND INFORMATION:
The purpose of operating a unified School Resource Officer Program, between the
Baldwin County Commission, Baldwin County Sheriff's Office, and the City of Fairhope
pursuant to Section 36-21-49, Code of Alabama 1975.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Page 157 of 231
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 158 of 231
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City Council hereby approves and authorizes the City of Fairhope to execute
a Memorandum of Understanding for the purpose of operating a unified School Resource
Officer Program, between the Baldwin County Commission, Baldwin County Sheriff’s
Office, and the City of Fairhope pursuant to Section 36-21-49, Code of Alabama 1975.
ADOPTED ON THIS 28TH DAY OF JULY, 2025
______________________________
Jack Burrell, Council President
Attest:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 159 of 231
Page 160 of 231
Page 161 of 231
Page 162 of 231
Page 163 of 231
Page 164 of 231
Page 165 of 231
Page 166 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1667
FROM: Sherry Sullivan, Mayor
SUBJECT: Mayor Sherry Sullivan to sign on behalf of the City of Fairhope for
Mobile Baykeeper a letter to Senator Katie Britt with regard to
dredging.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
That the City Council hereby authorizes Mayor Sherry Sullivan to sign on behalf of the
City of Fairhope for Mobile Baykeeper a letter to Senator Katie Britt with regard to
dredging.
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 167 of 231
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, That the City Council hereby authorizes Mayor Sherry Sullivan to sign on
behalf of the City of Fairhope for Mobile Baykeeper a letter to Senator Katie Britt in
regard to dredging.
Adopted on this 28th day of July, 2025
_________________________________
Jack Burrell, Council President
Attest:
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 168 of 231
Dear Senator Britt,
We are writing you today as a unified coastal Alabama community to ask you to stop the
Corps of Engineers from dumping millions of cubic yards of mud into Mobile Bay over
the next 20 years.
To be clear: we are not against the deepening, widening, and maintaining of our ship
channel, and we are for the economic growth of our state through the Port of Mobile.
However, we stand united against the current plans to dispose of millions of cubic yards
of mud directly into Mobile Bay. Mud dumping harms our waters and, therefore, our
way of life.
Mobile Bay is a gem of our state. It is rich with life, and once had even more riches. Our
coastal communities were founded upon a reliance on our waters, and these waters are
a part of the fabric of our economies and cultures.
When we dump mud in our bay, it kills our seagrass and our oyster beds, which are the
anchors of our habitat – not only for aquatic species, but also for humans. Mobile Bay
has seen a decrease in populations of shrimp, speckled trout, blue crab, and oysters. We
rely on these keystone species for ecological function, but we also rely on them to keep
our recreational and commercial fishing industries alive. And, both industries are
suffering under the Corps’ current disposal practices. More acutely, Alabama’s wild
oysters are nearly gone, and with them could go generational family businesses - unless
you act swiftly.
The harm not only affects our fishing industries, but tourism as well. Baldwin County’s
tourism industry alone supports over 65,000 workers and their families. As you know,
the lynchpin of coastal Alabama’s tourism is our waters. As water quality degrades due
to this mud dumping, we fear fewer people will want to visit our beaches and bays
during their hard-earned vacations.
And water quality not only affects visitors – it may even more strongly affect our
property owners. Studies have shown that just a 10% improvement in water clarity can
cause a $200 million increase in property values for waterfront property along Mobile
Bay.
All Alabamians have something to lose if we continue to allow the Corps to degrade our
waters.
Page 169 of 231
We also write you today to ensure you know that our proposed solution to this problem
is a win-win for all parties.
Thank you for your calls for increased collaboration on beneficial use of dredged
material for environmental restoration. We know of at least eighteen restoration
projects requesting dredge material from the Corps. The organizations proposing these
projects have been told by the Corps that there is no dredge material available. Until we
end mud dumping in Mobile Bay, not all stakeholders will get serious about the much-
needed restoration work in coastal Alabama.
However, we must make clear: for all dredged material unable to be used for
restoration projects, dumping in the open waters of Mobile Bay cannot be a disposal
option.
Furthermore, we have no indication that ending mud dumping in Mobile Bay would
harm the Port of Mobile operations in any way. There is ample federal funding, there
are viable alternative methods of dredge disposal – which were used for decades when
mud dumping was previously banned – and there is a critical need for the mud dumping
to end.
The Corps of Engineers had $1.4 billion surplus specifically designated to harbor
maintenance in 2024 – a mismanaged surplus that the Trump administration is
threatening to take away if not used.1 Proper disposal for our dredge material would
only cost between $9M and $25M annually – a more exact number is unobtainable
without direct input from the Corps, which has not yet been given. And, that potential
cost increase could be offset by eliminating the wasteful government spending of mud
dumping: using the Corps’ own stated estimates that 35% of dredge material dumped
into Mobile Bay must be re-dredged, an end to mud dumping would save $11 million
annually.
The Corps of Engineers knows how to properly dispose of dredged material in Mobile
Bay, as mud dumping was banned here from 1986 until 2012.
Further, there is new equipment available for the Corps to use for proper dredge
disposal, with the availability of new hopper dredges and other equipment under
construction.2
1 Major Discretionary Funding Changes proposed by the Executive Office of the President, Office of
Management and Budget, May 2, 2025, at page 36 (available at: https://www.whitehouse.gov/wp-
content/uploads/2025/05/Fiscal-Year-2026-Discretionary-Budget-Request.pdf)
2 “Notice to Proceed Issued for Hopper Dredge Adele”, The Dutra Group, March 20, 2025 (available at:
https://www.dutragroup.com/notice-awarded-for-new-hopper-dredge/).
Page 170 of 231
Most importantly, this is what our community – and your constituency – wants and
needs. There have been over 21,000 letters sent to Alabama’s federal delegation since
July 2024 calling for an end to the mud dumping. Look at the signatories of this letter:
commercial fishermen, oyster farmers, charter guides, property owners, realtors,
tourism workers, scientists, and elected officials. We are united and asking for change,
but it is needed now. Our oystermen tell us they can’t endure another year of this mud
dumping.
With these reasons in mind, we ask that you act swiftly to do the following:
During appropriations this summer, we ask that you:
-Fund proper disposal of dredge material by appropriating an additional $9M-
$25M to the Mobile District via CDS or appropriations to the Regional Dredge
Demonstration Program established by Senator Shelby.
-Restrict all harbor maintenance funding from being used for transitional thin-
layer placement in the open waters of Mobile Bay.
-Fund, via CDS, the creation of a sanctuary oyster reef in South Mobile County to
naturally replant our harvestable reef to make up for some of the damage done.
This reef will use oyster harvester labor for planting and monitoring, in order to
further heal the economic harms experienced by this industry.
-Next year, permanently ban the use of transitional thin-layer placement in the
open waters of Mobile Bay via the Water Resources Development Act of 2026.
We are grateful for your leadership on behalf of our state, in this and all other matters.
With your leadership, we can ensure that we leave our future generations with both a
vibrant Port and economy and a healthy ecosystem. We look forward to thanking you
for acting on our behalf in D.C. this summer.
Sincerely,
Page 171 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1669
FROM: Sherry Sullivan, Mayor
SUBJECT: Mayor Sherry Sullivan to execute a Memorandum of Understanding
Agreement between the City of Fairhope and Fairhope/Point Clear
Community Foundation, an affiliate of the Community Foundation of
South Alabama, for a partnership to construct a park and splash pad
to be known as “Foundation Park.”
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
That the City Council hereby approves and authorizes Mayor Sherry Sullivan to execute
a Memorandum of Understanding Agreement between the City of Fairhope and
Fairhope/Point Clear Community Foundation, an affiliate of the Community Foundation
of South Alabama, for a partnership to construct a park and splash pad to be known as
“Foundation Park.”
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Page 172 of 231
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 173 of 231
RESOLUTION NO. _____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That the City Council hereby approves and authorizes Mayor
Sherry Sullivan to execute a Memorandum of Understanding Agreement between the
City of Fairhope and Fairhope/Point Clear Community Foundation, an affiliate of the
Community Foundation of South Alabama, for a partnership to construct a park and
splash pad to be known as “Foundation Park.”
ADOPTED ON THIS 28TH DAY OF JULY, 2025
______________________________
Jack Burrell, Council President
Attest:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 174 of 231
Memorandum of Understanding (MOU)
City of Fairhope
and
Fairhope/Point Clear Community Foundation, an affiliate of the
Community Foundation of South Alabama
Purpose:
The intent of the parties is to help meet the needs of underserved youth in the
community and the Fairhope/Point Clear Community Foundation proposes to
partner with the City of Fairhope to construct a park and splash pad to be known as
“Foundation Park.” The park is centrally located for the community and sees
regular activity that is expected to grow with efforts by other community involved
parties that are building a teaching farm and community gardens on contiguous
municipal land.
Statement of Facts:
The City of Fairhope is the owner of certain real property located in Baldwin
County, on a 1.6 acre parcel of the old Anna T. Jeanes School at the intersection of
Twin Beech Road and Section Street. (See attached rendering).
Fairhope/Point Clear Community Foundation will act as the funding entity for the
project as outlined. The City will continue to own and maintain the property for the
life of the Park.
Funding from the Foundation will include:
A. $100,000 for phase one: This phase encompasses the creation of the park
through fencing, landscaping, utilities, and signage acknowledging the
Foundation’s Role in the establishment of the Park.
a. The City may install a pedestrian gate, security, lighting and plumbing
for restroom facilities and will cover costs in excess of the initial
$100,000.00 expense for phase one.
Page 175 of 231
b. The City will be responsible for contracting the project, and for
design/material selection to ensure consistency among all municipal
parks.
c. The Foundation will have the opportunity for review and approval of
sign design.
d. The Foundation shall make two distributions in phase one consisting
of an initial $50,000 contribution once the MOU is executed and a
second $50,000 distribution in November of 2025.
B. $400,000 for phase two: Upon completion of phase one, based upon a
successful fundraising campaign, the Foundation intends to provide
$400,000 to the City for the construction of a park and splash pad feature
similar in scope and size of the existing splash pad in downtown Fairhope.
The City would cover any costs exceeding $400,000 to complete phase two.
C. In the event the Foundation is not successful in raising the $400,000 for
phase two, the construction of a park and splash feature will be completed at
a later date.
D. The parties intend that the two proposed phases will be complete, and the
park opened to the public by the summer of 2026.
The following further describes the situation leading to the partnership and a desire
to continue further community involvement:
The Foundation proposes this project and potential future projects as meaningful
investments in the future of the community through the creation of inclusive,
vibrant public spaces for all to enjoy. As “Foundation Park” reflects the City and
the Foundation’s enduring commitment to strengthening our community the
Foundation intends to consider funding subsequent phases of Foundation Park as
resources allow. Subsequent phases of the park shall be identified in a master plan
developed by the City’s landscape architect or as the Parties contemplate.
Therefore, it is understood that the parties to this agreement have reached an
understanding that once this MOU is executed, the proposed plans and actions
necessary to complete the contemplated work outlined above will commence.
Page 176 of 231
Consideration:
The City of Fairhope agrees to provide the above-listed scope for work on the
described property in exchange for the funding as contemplated.
Timeframe:
It is intended that within sixty to ninety days for the execution of this document,
planning, purchasing and other activities related to the above contemplated work
shall commence.
The above is agreed to in principle, and subject to change by subsequent
negotiations or technical corrections between the following parties:
_______________________________ ____________
CITY OF FAIRHOPE Date
By: Mayor Sherry Sullivan
_______________________________ ____________
COMMUNITY FOUNDATION OF Date
SOUTH ALABAMA
By: Rebecca Byrne, President & CEO
Page 177 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1674
FROM: Sherry Sullivan, Mayor
SUBJECT: Municipal Lease Agreement between the City of Fairhope, Alabama
(“Lessor”) and Theatre 98, Inc. (“Lessee”) for use of the premises
located at 350 Morphy Avenue, Fairhope, Alabama.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
That Mayor Sherry Sullivan is hereby authorized to renew the lease for a ten-year term
pursuant to the Municipal Lease Agreement between the City of Fairhope, Alabama
(“Lessor”) and Theatre 98, Inc. (“Lessee”) for use of the premises located at 350
Morphy Avenue, Fairhope, Alabama.
BACKGROUND INFORMATION:
WHEREAS, on July 27, 2015, via Ordinance No. 1544, the City Council authorized the
execution of a Municipal Lease Agreement between the City of Fairhope, Alabama
(“Lessor”) and Theatre 98, Inc. (“Lessee”) for use of the premises located at 350
Morphy Avenue, Fairhope, Alabama; and
WHEREAS, Lessee promises and agrees in lieu of rent to maintain the premises and
keep them in good repair; and shall perform services for the City and the local
community by putting on at least four (4) performances per year for City and County
residents; and
WHEREAS, the City Council is desirous of renewing the lease for an additional ten (10)
years, with the same terms and conditions, which will expire on July 31, 2025.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
Page 178 of 231
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 179 of 231
RESOLUTION NO. _____
WHEREAS, on July 27, 2015, via Ordinance No. 1544, the City Council authorized
the execution of a Municipal Lease Agreement between the City of Fairhope,
Alabama (“Lessor”) and Theatre 98, Inc. (“Lessee”) for use of the premises located at
350 Morphy Avenue, Fairhope, Alabama; and
WHEREAS, Lessee promises and agrees in lieu of rent to maintain the premises and
keep them in good repair; and shall perform services for the City and the local
community by putting on at least four (4) performances per year for City and County
residents; and
WHEREAS, the City Council is desirous of renewing the lease for an additional ten
(10) years, with the same terms and conditions, which will expire on July 31, 2025.
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, That Mayor Sherry Sullivan is hereby authorized to renew the lease for
a ten-year term pursuant to the Municipal Lease Agreement between the City of
Fairhope, Alabama (“Lessor”) and Theatre 98, Inc. (“Lessee”) for use of the premises
located at 350 Morphy Avenue, Fairhope, Alabama.
Adopted on this 28th day of July, 2025
_______________________________
Jack Burrell, Council President
Attest:
____________________________
Lisa A. Hanks, MMC
City Clerk
Page 180 of 231
Page 181 of 231
Page 182 of 231
Page 183 of 231
Page 184 of 231
Page 185 of 231
Page 186 of 231
Page 187 of 231
Page 188 of 231
Page 189 of 231
Page 190 of 231
Page 191 of 231
Page 192 of 231
Page 193 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1675
FROM: Nicole Love, Grants Coordinator
SUBJECT: Resolution - That the City Council accepts the Gulf of America
Alliance's grant award for the Clean and Resilient Marina
Certification project for the Fairhope Docks Marina in the amount of
$17,349.17; and authorizes Mayor Sherry Sullivan to sign all
necessary documents. The award will fund necessary equipment to
complete the Clean Marina certification process including; a weather
station, green cleaning supplies for slip owners, a spill kit and boom
for the fuel dock and signage.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
City Council approval.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$ $ $
GRANT:
US Department of Commerce, NOAA to Gulf of America Alliance
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Page 194 of 231
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 195 of 231
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City Council accepts the Gulf of America Alliance’s grant award for the
Clean and Resilient Marina Certification project for the Fairhope Docks Marina in
the amount of $17,349.17; and authorizes Mayor Sherry Sullivan to sign all necessary
documents. The award will fund necessary equipment to complete the Clean Marina
certification process including; a weather station, green cleaning supplies for slip
owners, a spill kit and boom for the fuel dock and signage.
ADOPTED ON THIS 28TH DAY OF JULY, 2025
___________________________
Jack Burrell, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 196 of 231
1
#FG-122525 City of Fairhope
GULF OF AMERICA ALLIANCE
SUB-GRANT AGREEMENT
WITH
CITY OF FAIRHOPE
#FG-122525
Sub-Grant Agreement No: FG-122525
Organization Name: City of Fairhope
UEI #: MWRPCJENTWL4
Project Name: Clean & Resilient Marina Certification, Fairhope Docks Marina, Fairhope, AL
Project Contact: Nicole Love, nicole.love@fairhopeal.gov
Amount of Federal Funds obligated by this Action: $17,349.17 Match: N/A
Total amount of Federal Funds Obligated to the subrecipient: $17,349.17
Total amount of the Federal Award committed to the subrecipient: $17,349.17
Period of Performance: July 29, 2025 to November 30, 2025
Budget Period: July 29, 2025 to November 30, 2025
Project Reporting:
Reporting period: July 29, 2025 to November 30, 2025 Report Due: December 31, 2025 (FINAL)
This Sub-Grant Agreement is subject to the requirements, Federal statutes, regulations and terms of
the prime Federal Award:
Federal Funding Source: US Department of Commerce (DOC) through the National Oceanic and
Atmospheric Administration to Gulf of America Alliance
Federal Assistance Identification Number (FAIN): NA24NOSX473C0119
Total Prime Federal Award Amount: $1,963,233.00
Prime Federal Award Date: 12/01/2024
Prime Federal Award Period of Performance: December 1, 2024 to November 30, 2025
Prime Federal Award Project Title and Description: Building Partnerships for a Healthy and Resilient
Gulf Coast – Round 2
R&D: ☐ Yes ☒ No
CFDA No.: 11.473 Office for Coastal Management
___________________________________________________________________________________
This Sub-grant Agreement (“Agreement”) is entered into by and between the Gulf of America Alliance
(as defined in Recital A below and herein referred to as “Grantor”), having a principle office address of
1151 Robinson Street, Ocean Springs, Mississippi 39564 and City of Fairhope (“Sub-Grantee”), having a
principle office address of 161 N. Section Street, Fairhope, Alabama 36532. This Agreement is made
effective as of July 29, 2025. Grantor and Sub-Grantee are sometimes referred to individually as a Party
or jointly herein as the (“Parties”).
Page 197 of 231
2
#FG-122525 City of Fairhope
RECITALS
A. WHEREAS, The Gulf of America Alliance (GOAA) is a regional partnership between the
five U.S. Gulf States, 13 federal agencies, academia, business and industry and non- profit organizations
working in the Gulf of America.
B. WHEREAS, The purpose of GOAA is to enhance the ecological and economic health of
the region by identifying partnerships and facilitating collaboration among the various agencies and
organizations working in the region.
C. WHEREAS, To accomplish GOAA’s mission of collaborating to promote an ecological and
economically healthy region, GOAA is organized into six Priority Issue Teams composed of
representatives from each of the five Gulf States and their federal partners as well as representatives
from academia, industry, and NGOs, as appropriate.
D. WHEREAS, Each of GOAA’s Priority Issue Teams has identified specific actions that are
needed to accomplish their objectives listed in Governors’ Action Plan IV for Healthy and Resilient Coasts.
E. WHERAS, GOAA’s Coastal Community Resilience Team selected the project titled “Clean
& Resilient Marina Certification, Fairhope Docks Marina, Fairhope, AL” henceforth referred to as
(“Project”), to fulfill actions identified as part of their objectives in Governors’ Action Plan IV.
F. WHEREAS, Grantor desires to provide to Sub-Grantee federal funding appropriated by
the National Oceanic and Atmospheric Administration (NOAA) Office for Coastal Management to GOAA
in accordance with United States Office of Management and Budget (OMB), Catalog of Federal Domestic
Assistance (CFDA) Number 11.473 for the purpose of the aforementioned Project.
G. NOW, THEREFORE, in consideration of the foregoing premises and the mutual promises
and articles that follow, the Parties agree as follows:
ARTICLE I
Sub-Grant Provision
1.1 Federal Funds. Sub-Grantee is subject to, and shall comply with, all applicable terms
and conditions of the Prime Federal Award to Grantor under Federal Award ID Number
NA24NOSX473C0119, titled “Building Partnerships for a Healthy and Resilient Gulf Coast – Round 2.”
Sub-Grantee agrees to comply with all provisions of the Department of Commerce Financial Assistance
Standard Terms and Conditions which can be located by a search on the World Wide Web at
www.commerce.gov. Sub-Grantee further agrees to comply with all provisions of the Administrative
Standard Award Conditions for National Oceanic and Atmospheric Administration (NOAA) Financial
Assistance Awards U.S. Department of Commerce which can be located by a search on the World Wide
Web at www.noaa.gov. Sub-Grantee agrees to comply with all applicable Special Conditions attached
hereto as Appendix I. All appendices and attachments are incorporated herein and made a part of this
Agreement. This Sub-Grant is issued to the Sub-Grantee on the expressed condition that Project
activities and funds will be carried out and administered in accordance with the terms and conditions
hereby set forth in this Agreement and all its attachments and appendices.
1.2 Sub-Grant Amount. Grantor hereby agrees to provide to Sub-Grantee, in accordance
with the Approved Project Scope and Budget included in Attachment A, an amount not to exceed
$17,349.17 (seventeen thousand three hundred forty-nine dollars and seventeen cents) for expenses
Page 198 of 231
3
#FG-122525 City of Fairhope
incurred during the sub-grant period specified in ARTICLE 1.4. Grantor shall not pay for costs incurred
outside of the Sub-Grant Period. Grantor is not obligated to reimburse Sub-Grantee for costs incurred
in excess of the Sub-Grant Amount. Sub-Grantee hereby agrees to comply with all terms and conditions
of this Agreement.
1.3 Indirect Costs. Sub-Grantee elects to not be reimbursed for indirect costs.
1.4 Sub-Grant Period. The period (“Sub-Grant Period”) of this Agreement shall be July 29,
2025 to November 30, 2025, unless extended pursuant to ARTICLE 2.5 or earlier terminated pursuant to
ARTICLE 6.1.
1.5 Pre-Award Costs. Pre-award costs are not authorized under this Agreement. Grantor is
not obligated to reimburse Sub-Grantee for costs incurred prior to the Effective Date of this Agreement.
1.6 Limitation of Funding. Distribution of the Sub-Grant is based on cost-reimbursement
and subject to availability of funding from NOAA (“Sponsor”). Grantor assumes no obligation to provide
further funding or support to Sub-Grantee beyond the terms stated herein. In no event will the Grantor
be liable to the Sub-Grantee for the payment of any funds not provided by the Sponsor. In the event of a
reduction of funds by the Sponsor, the Grantor reserves the right to reduce funds under this Sub-grant
agreement.
ARTICLE II
Sub-Grant Conditions
2.1 Project Management. Sub-Grantee shall be responsible for implementation and
management of the Project, including those specific scope items identified in Attachment A.
2.2 Licensed Professionals. Sub-Grantee agrees to provide the expertise necessary to
manage the Project including, but not limited to, information technology, architectural, environmental,
engineering, legal, accounting, and insurance requirements. Sub-Grantee certifies that all licensed
professionals including, but not limited to, architects, engineers, and surveyors, who are retained either
through cash payment or in-kind service donations, are in good standing with the state where the
Project is located. Sub-Grantee agrees to require any such licensed professionals to review and comply
with all applicable laws, codes, rules and regulations applicable to the Project. Sub-Grantee is entitled to
rely on the accuracy and completeness of service and information furnished by such licensed
professionals; and, if Sub-Grantee becomes aware of any errors, omissions or deficiencies in such
services, Sub-Grantee will immediately notify Grantor. Grantor requires nonexclusive license to use and
reproduce all drawings, specifications and other documents, including those in electronic form, whether
prepared by the architect, engineer or surveyor, and Sub-Grantee certifies that such licensed
professionals shall only be retained if in agreement with the terms and conditions of this Agreement
including this transference of document license.
2.3 Project Materials. Sub-Grantee shall furnish all products, labor and equipment required
by the approved Project.
2.4 Project Deliverables and Collaboration.
2.4.1 Deliverables. Sub-Grantee shall provide the following project deliverables to
GOAA. Deliverables and verification of deliverable completions shall be sent by electronic mail
to GOAA Grant Administrator at grantadmin@gulfalliance.org.
Page 199 of 231
4
#FG-122525 City of Fairhope
1. Sub-Grantee shall, in addition to submitting a Final Progress Report,
submit photographs of supplies purchased and in their final storage/implementation
area.
2. Sub-Grantee shall submit evidence of Clean and Resilient Marina
Certification.
2.4.2 Collaboration.
1. The project coordinator shall collaborate with GOAA’s Coastal
Community Resilience Team through participation in phone or virtual meetings when
feasible.
2.5 Project Amendments, Modifications and Extensions. In the event there is any material
change in the Project purpose, objectives, character, method of operation, budget, or Project
completion timeline, Sub-Grantee will provide a request in writing to Grantor. Explanatory narrative,
progress to date, revised budget and, as appropriate, new Project timeline must accompany requests for
amendments, modifications or Sub-Grant Period extensions. All proposed changes, amendments,
modifications and/or extensions are subject to the acceptance of such changes by Grantor. Sub-Grantee
must receive written acceptance by Grantor of any proposed changes prior to proceeding with the
revised Project.
2.6 Prohibition Against Lobbying. Sub-Grantee must comply with 2 CFR §200.450
(Lobbying), which incorporates the provisions of 31 USC §1352. In addition, Sub-Grantee must comply
with the DOC regulations published at 15 CFR Part 28, which implement the New Restrictions on
Lobbying. Funds provided under this Sub-Grant Agreement may not be used to support lobbying
activities, defined as any attempt to influence any legislation through an effort to affect the opinions of
the general public or any segment thereof (grass roots lobbying), and any attempt to influence any
legislation through communication with any member or employee of a legislative body or with any
government official or employee who may participate in the formulation of legislation (direct lobbying).
Except with Grantor’s express written consent, Sub-Grantee shall not engage in activity or accept other
activity that would reasonably appear to compromise the Project or the purpose of the Sub-Grant as set
forth in the Agreement.
2.7 Prohibition on certain telecommunications and video surveillance services or
equipment. (Public Law 115-232, section 889; 2 CFR §200.216) Sub-Grantee is prohibited from
obligating or expending sub-grant funds to:
1) Procure or obtain,
2) Extend or renew a contract to procure or obtain, or
3) Enter into a contract (or extend or renew a contract) to procure or obtain
equipment, services or systems that uses covered telecommunications equipment or services as
a substantial or essential component of any system, or as critical technology as part of any
system.
As described in Public Law 115-232, section 889, covered telecommunications equipment is
telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any
subsidiary or affiliate of such entities). In accordance with the provisions of Office of Management and
Budget Memorandum M-23-13, Sub-Grantee further agrees to cease the use and download of TikTok on
any information technology device used in completing the requirements of this Agreement.
Page 200 of 231
5
#FG-122525 City of Fairhope
Sub-Grantee further agrees that for purposes of public safety, security of government facilities, physical
security surveillance of critical infrastructure, and other national security purposes, Sub-Grantee shall
not procure or obtain equipment, services, or systems produced by Hytera Communications
Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company or any of
their subsidiaries or affiliates.
2.8 Prohibition Against Assignment of Rights and Benefits. As of the date of the
Agreement, Sub-Grantee shall not transfer, pledge, mortgage, assign, encumber or hypothecate any
portion of this subaward or convey any rights to interests therein or claims arising thereunder, from or
involving either the Project or this Agreement, to any party or parties, including but not limited to banks,
trust companies, other financing or financial institutions, or any other public or private organizations or
individuals without the express prior written approval of Grantor and the Federal awarding agency if
required.
2.9 Compliance with the Clean Air Act and the Federal Water Pollution Control Act. The
Sub-Grantee agrees to comply with all applicable standards, orders or regulations issued pursuant to the
Clean Air Act, as amended, 42 U.S.C. § 7401 et seq. The Sub-Grantee further agrees to comply with all
applicable standards, orders, or regulations issued pursuant to the Federal Water Pollution Control Act,
as amended, 33 U.S.C. 1251 et seq. Sub-Grantee agrees to report each violation to the Grantor who will
in turn report each violation to the Federal awarding agency and the Environmental Protection Agency
Regional Office.
ARTICLE III
Management of Sub-Grant Funds
3.1 Sub-Grant Budget. Sub-Grantee represents that the Project Budget is an accurate
estimate of funds needed to fulfill Project requirements within the required sub-grant schedule. The
Project Budget is provided in Attachment A.
3.2 Sub-Grant Funding Schedule and Submission of Expenditures. Provided Sub-Grantee
has not breached any conditions of this Agreement and has completed and delivered to Grantor
acceptable reports as set forth in ARTICLE 5.2, Sub-Grant funds will be disbursed to Sub-Grantee on a
cost reimbursement basis. Sub-Grantee shall submit an invoice and expenditure documentation to
GOAA Grant Administrator at grantadmin@gulfalliance.org, on a quarterly basis. The first invoice shall
be due no later than October 31, 2025. All subsequent invoices shall be due within thirty (30) calendar
days following the end of each calendar quarter. All invoices shall follow GOAA’s standard invoice
format, an example of which is provided in Attachment B. With each invoice submitted, Sub-Grantee
shall submit a brief narrative of accomplishments, issues, and challenges during that invoice period. If no
costs are incurred, Sub-Grantee shall notify the Grantor via email that an invoice will not be submitted
for that period. Invoices will be paid by the Grantor within thirty (30) calendar days of receipt of an
accurate invoice and all required expenditure documentation and reports.
The final invoice shall be submitted within thirty (30) calendar days following the end of the Sub-Grant
Period. Final invoice will be paid by Grantor within thirty (30) calendar days of receipt of an accurate
invoice and all required expenditure documentation, reports, and deliverables.
3.3 Subcontractors and Sub-awardees. If Sub-Grantee retains subcontractors, or enters into
agreements with sub-awardees, all applicable provisions of this Agreement relating to use of federal
funds and compliance with federal regulations shall be applicable to the subcontractors and sub-
Page 201 of 231
6
#FG-122525 City of Fairhope
awardees. Within seven (7) business days of execution, of any such sub agreements, Sub-Grantee agrees
to submit a copy of any executed subcontracts or subawards under this Agreement to GOAA Grant
Administrator at grantadmin@gulfalliance.org.
3.4 Internal Controls. Sub-Grantee must establish and maintain effective internal controls,
in accordance with 2 CFR §200.303, that provide reasonable assurance that Sub-Grantee is managing
the Agreement in compliance with Federal statutes, regulations, and the terms and conditions of the
Federal Award.
3.5 Single Audits. Sub-Grantee is responsible for determining the audit requirements and
conditions set forth in OMB Uniform Administrative Requirements (2 CFR 200), Subpart E - Cost
Principles, and Subpart F - Audit Requirements. If a Single Audit is required, a copy of the audit must be
submitted to Grantor within nine (9) months after the end of Sub-Grantee’s fiscal year in which this
Agreement was executed.
ARTICLE IV
Federal Regulations and Requirements
This Agreement is subject to the laws and regulations of the United States. Sub-Grantee must comply
with all applicable federal laws, executive orders, regulations, and policies. Sub-Grantee is also subject
to the requirements issued by the OMB Uniform Administrative Requirements, Cost Principles, and
Audit Requirements for Federal Awards (2 CFR Part 200), and all associated Terms and Conditions set
forth herein.
4.1 Conflict of Interest. In accordance with 2 CFR §200.112, Sub-Grantee must disclose in
writing any potential conflict of interest to Grantor.
4.2 Mandatory Disclosures. In accordance with 2 CFR §200.113, Sub-Grantee must disclose,
in a timely manner, in writing to Grantor all violations of Federal criminal law involving fraud, bribery, or
gratuity violations potentially affecting this Agreement.
4.3 Non-Discrimination Requirements. No person in the United States may, on the ground
of race, color, national origin, handicap, age, religion, or sex be excluded from participation in, be denied
the benefits of, or be subject to discrimination under any program or activity of this Agreement. Sub-
Grantee agrees to comply with the non-discrimination requirements below:
1) Title VI of the Civil Rights Act of 1964 (42 USC §§2000d et seq.) and DOC
implementing regulations published at 15 CFR Part 8;
2) Title IX of the Education Amendments of 1972 (20 USC §§1681 et seq.);
3) The Americans with Disabilities Act of 1990 (42 USC §§12101 et seq.);
4) Section 504 of the Rehabilitation Act of 1973, as amended (29 USC §794), and
DOC implementing regulations published at 15 CFR Part 8b;
5) The Age Discrimination Act of 1975, as amended (42 USC §§6101 et seq.), and
DOC implementing regulations published at 15 CFR Part 20; and
6) Any other applicable non-discrimination law(s).
4.4 Security of Personally Identifiable Information. Sub-Grantee agrees to maintain and
follow a policy that recognizes and safeguards personal identifiable information (PII). Personally
Page 202 of 231
7
#FG-122525 City of Fairhope
identifiable information or PII means information that can be used to distinguish or trace an individual’s
identity, either alone or when combined with other personal or identifying information that is linked or
linkable to a specific individual.
4.5 Methods of Procurement. Sub-Grantee agrees to follow the procurement standards as
stated in 2 CFR §200.317 through §200.327.
4.6 Duty to Comply with Laws and National Policies. In accordance with 2 CFR 200.300,
Sub-Grantee agrees to manage all funds under this Agreement in compliance with statutory and
national policy requirements. This includes the U.S. Constitution, Federal law, and public policy
requirements including, but not limited to, those protecting free speech, religious liberty, public welfare,
the environment, and prohibiting discrimination.
4.7 Monitoring Requirement. In accordance with 2 CFR 200.332(e), Sub-Grantee agrees
that Grantor is allowed to monitor the activities of Sub-Grantee to ensure that funds are used for
authorized purposes, in compliance with Federal statutes, regulations, and the terms and conditions of
this Agreement and to ensure that project goals are achieved.
4.8 Reporting Subawards and Executive Compensation. Sub-Grantee agrees to report total
executive compensation to Grantor, for reporting into the FFATA Subaward Reporting System (“FSRS”),
in accordance with the Federal Funding Accountability and Transparency Act of 2006 (“FFATA”) as stated
in 2 CFR §170.
4.9 Scientific Integrity. Sub-Grantee agrees to follow all applicable rules and regulations in
the Administrative Standard Award Conditions for National Oceanic and Atmospheric Administration
(NOAA) Financial Assistance Awards U.S. Department of Commerce including rules of scientific integrity.
Sub-Grantee shall maintain the scientific integrity of research performed, pursuant to this sub-grant or
financial assistance award, including the prevention, detection, and remediation of any allegations
regarding the violation of scientific integrity or scientific and research misconduct, and the conduct of
inquiries, investigations, and adjudications of allegations of violations of scientific integrity or scientific
and research misconduct.
4.10 Data Sharing. Sub-Grantee agrees to follow all applicable rules and regulations in the
Administrative Standard Award Conditions for National Oceanic and Atmospheric Administration
(NOAA) Financial Assistance Awards U.S. Department of Commerce including rules of data sharing.
Environmental data collected or created under this Agreement must be made publicly visible and
accessible in a timely manner, free of charge or at minimal cost that is no more than the cost of
distribution the user, except where limited by law, regulation, policy, or national security requirements.
Data are to be made available in a form that would permit further analysis or reuse.
ARTICLE V
Documentation and Reporting Requirements
5.1 Documentation and Record Keeping. Sub-Grantee agrees to establish and maintain
systematic records of all expenditures relating to this Grant. Sub-Grantee’s financial management
system must comply with internal control requirements covering, but not limited to, cash receipts, cash
disbursements, indirect costs, procurement, labor costs, invoices, canceled checks, receipts and interest
earned on federal funds. Sub-Grantee will keep all documentation for three (3) years after the
submission and acceptance by Grantor of the final report. Sub-Grantee will make such documentation
Page 203 of 231
8
#FG-122525 City of Fairhope
available for inspection and audit, upon reasonable notice, by representatives of Grantor at any time
during the Sub-Grant Period and for the three (3) year period thereafter.
5.2 Progress Reports. Progress Reports are due as follows:
Reporting period: July 29, 2025 to November 30, 2025 Report Due: December 31, 2025 (FINAL)
Progress reports shall contain the information found on the forms attached hereto as Attachment C.
Sub-Grantee agrees to deliver the Progress Report as an electronic copy (text, table, and charts in MS
Word/Excel format, and photos as high resolution jpg files; no PDF documents) sent via electronic-mail
to GOAA Grant Administrator at grantadmin@gulfalliance.org. At the sole discretion of Grantor,
payment of Sub-Grant funds may be withheld until adequate and timely reports are received. If no
activities are conducted, Sub-Grantee shall notify the Grantor via email that a progress report will not be
submitted for that period.
A final Project report is due within thirty (30) calendar days of Project completion or within thirty (30)
calendar days of the end of the Sub-Grant Period, whichever occurs first. The final report shall be
submitted on the form attached hereto as Attachment C. All relevant project-derived material (data,
metadata, reports, products, etc.) must be publicly available by the completion of the project. Sub-
Grantee agrees to deliver the Final Report as an electronic copy (text, table, and charts in MS
Word/Excel format, and photos as high-resolution jpg files; no PDF documents) sent via electronic-mail
to GOAA Grant Administrator at grantadmin@gulfalliance.org.
5.3 Audit. Grantor may, at its own expense, examine, audit or have audited the records of
Sub-Grantee insofar as they relate to activities involved in the Project. Sub-Grantee will reimburse
Grantor, at Sub-Grantee’s sole expense, the amount of any expenditure disallowed by auditors through
an audit exception or other appropriate means. This will be noted as a written finding that such
expenditures failed to comply with any provision of this Agreement including the management of
federal funds as set forth in Article III.
ARTICLE VI
Sub-Grant Agreement Termination
6.1 Termination. This Agreement may be terminated, in whole or in part, (a) by Grantor,
should Sub-Grantee fail to comply with any of the conditions of this Agreement and Sub-Grantee has
failed to cure such non-compliance within thirty (30) calendar days of Grantor’s written notice of such
non-compliance, Grantor may, at its sole discretion, immediately terminate the Agreement and demand
Sub-Grantee to repay, within sixty (60) calendar days, all Sub-Grant funds and interest earned thereon
which have been advanced but not expended. In addition, Grantor may cancel all unpaid installments of
the Grant; or (b) by Sub-Grantee where Grantor has materially failed to comply with the terms and
conditions of this Agreement and Grantor has failed to cure such non-compliance; or (c) by either Party
for any reason, upon sixty (60) calendar days written notice by the terminating Party, in which case any
funds advanced, but not expended, shall be returned to Grantor including any interest earned; or (d) by
Grantor, in the event the Grantor’s agreement with the Sponsor is terminated or the funding thereunder
ceases.
ARTICLE VII
Liability and Certifications
7.1 Liability. In making this Sub-Grant, Grantor assumes no liability for injuries or loss to
Page 204 of 231
9
#FG-122525 City of Fairhope
persons or property and/or environmental impact resulting from acts, omissions, and/or activities of
Sub-Grantee or any others performing on Sub-Grantee’s behalf pursuant to or in connection with this
Agreement.
7.2 Sub-Grantee Certification. Sub-Grantee certifies to the best of its knowledge and belief
that it and its principals:
A. Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transaction by any Federal department or
agency;
B. Have not within a three (3) year period preceding the proposal been convicted
of or had a civil judgment rendered against them for: (i) commission of fraud or a criminal
offense in connection with obtaining, attempting to obtain, or performing a public (federal,
state, or local) transaction of contract under a public transaction; (ii) violation of federal or state
antitrust statutes; or (iii) commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
C. Are not currently indicted for, or otherwise criminally or civilly charged by a
government entity (federal, state, or local) with commission of, any of the offenses enumerated
here;
D. Have not within a three (3) year period preceding the Project proposal had one
or more public transactions (federal, state, or local) terminated for cause or default.
A false statement on this certification may be grounds for termination of the award. In addition, under
18 United States Code Section 1001, a false statement may result in a fine, imprisonment for up to five
(5) years, or both.
ARTICLE VIII
General Terms
8.1 Legal Relationship of Parties. Nothing in the Agreement shall be construed as
constituting a partnership, joint venture, employment relationship, agent/principal relationship, or
other association of any kind, between the Parties hereto; and, neither Party shall have the power to
obligate or bind the other Party in any manner whatsoever.
8.2 Publicity and Credit. Sub-Grantee shall acknowledge, and give proper credit to the Gulf
of America Alliance and Office for Coastal Management, National Oceanic and Atmospheric
Administration when discussing this Project publicly. Such acknowledgement and credit shall include,
but shall not be limited to, press releases, annual reports, brochures, video credits, dedications, and
other public communications. The cover of the title page of all reports, studies, or other documents,
published or distributed electronically or hard copy, and acknowledgement pages of websites and web
pages, that are supported in whole or in part by this Agreement shall acknowledge the financial
assistance provided by the Coastal Zone Management Act of 1972, as amended, administered by the
Office for Coastal Management, National Oceanic and Atmospheric Administration. Grantor reserves the
right to review and approve such materials prior to publication or release. Copies of published materials
should be included in Sub-Grantee’s required periodic reports to Grantor.
8.3 Patents and Copyrights. Sub-Grantee may have the right to obtain patents and
copyrights on any work produced under this Agreement. Sub-Grantee agrees that rights to any work or
Page 205 of 231
10
#FG-122525 City of Fairhope
other intangible property produced or acquired under this Federal Subaward are determined by 2 CFR
§200.315 (intangible property). Sub-Grantee owns any work produced under this Agreement subject to
the Department of Commerce’s royalty-free, nonexclusive, and irrevocable right to obtain, reproduce,
publish, or otherwise use the work or authorize others to receive, reproduce, publish, or otherwise use
the work for Government purposes. Unless otherwise provided by law, the rights to any invention made
by Sub-Grantee under this Agreement are determined by Bayh-Dole Act, Pub. L. No. 96-517, as
amended, and as codified in 35 U.S.C. 200 et seq., and modified by E.O. 12591 (52 FR 13414), as
amended by E.O. 12618 (52 FR 48661). Sub-Grantee further agrees that the specific requirements
governing the development, reporting, and disposition of rights to inventions and patents resulting from
this Agreement are contained in 37 CFR Part 401, which implements 35 U.S.C. 202 through 204 and
includes standard patent rights clauses in 37 CFR 401.14, which is hereby incorporated by reference into
this Agreement. Sub-Grantee further hereby grants to Grantor a non-exclusive, unlimited, royalty-free
license to utilize and publish any and all works, patents and copyrights produced under this Agreement
without the right to grant sublicenses.
8.4 Applicable Law. The Agreement shall be governed by the laws of the State of
Mississippi.
8.5 Remedies. If Sub-Grantee fails to comply with U.S. Constitution, Federal statutes,
regulations or the terms and conditions of this Federal sub-grant Agreement, Grantor may impose
additional conditions, as described in 2 CFR 200.208. If Grantor determines that noncompliance cannot
be remedied by imposing additional conditions, Grantor may take one or more of the following actions,
as appropriate in the circumstances: (a) temporarily withhold cash payments pending correction of the
deficiency by Sub-Grantee or more sever enforcement action by the Grantor, (b) disallow (that is, deny
both use of funds and any applicable matching credit for all or part of the cost of the activity or action
not in compliance, (c) wholly or partly suspend or terminate the Federal sub-grant Agreement, (d)
recommend that the Federal awarding agency initiate suspension or debarment proceedings as
authorized under 2 CFR part 180 and Federal awarding agency regulations, (e) withhold further Federal
sub-awards or sub-contracts for the project or program, or (f) take other remedies that may be legally
available.
8.6 Notices. All notices which may be given by any Party to the other Party shall be
deemed to have been duly given on the date (a) delivered in person, (b) one (1) business day
after depositing for delivery via a nationally recognized overnight courier, (c) after transmission
by electronic mail and receipt of an automated read receipt or acknowledgment of receipt by
the other Party, or (d) five (5) business days after being deposited, postage prepaid, in the
United States mail via Certified Mail, return receipt requested, and addressed as follows:
Sub-Grantee: Nicole Love, Grants Coordinator
City of Fairhope
161 N. Section Street
Fairhope, Alabama 36532
Phone: 251-517-5011
E-mail: nicole.love@fairhopeal.gov
Page 206 of 231
11
#FG-122525 City of Fairhope
Grantor: Laura Bowie, Executive Director
Gulf of America Alliance
1151 Robinson Street
Ocean Springs, MS 39564
Phone: 228-447-3678
E-mail: Laura.Bowie@gulfalliance.org
8.7 Entire Agreement. The Agreement constitutes the complete agreement between the
Parties and supersedes all prior or contemporaneous agreements or representations, written or oral,
concerning the subject matter of this Agreement. This Agreement may not be modified or amended
except in writing signed by a duly authorized representative of each Party. No other act, document,
usage or custom shall be deemed to amend or modify this Agreement.
ARTICLE IX
Execution
The undersigned hereby execute this Agreement and assure that the authority to execute this
Agreement has been granted by the appropriate governing bodies.
ACCEPTED AND AGREED BY:
SUB-GRANTEE:
City of Fairhope
Signature: ___________________________________________ Date: ____________________
Sherry Sullivan
Mayor
GRANTOR:
Gulf of America Alliance
Signature: ___________________________________________ Date: ____________________
Laura Bowie
Executive Director
Page 207 of 231
A-1
#FG-122525 City of Fairhope
Attachment A
Approved Project Scope and Budget
Sub-Grant Agreement #: FG-122525
Sub-Grantee: City of Fairhope
Project: Clean & Resilient Marina Certification, Fairhope Docks Marina, Fairhope, AL
Sub-Grant Period: July 29, 2025 to November 30, 2025
Total Sub-Grant amount: $17,349.17
Page 208 of 231
Applicant Information
Organization Name: City of Fairhope
Organization Mailing Address:
Street 161 N. Section Street
City, State, Zip Code Fairhope, AL 36532
Tax ID Number: 63-6001254 I UEI: I MWRPCJENTWL4
Authorized Signatory Name and Title:
Sherry Sullivan, Mayor
Phone: 251-928-2136 I Email: I sherry.sullivan@fairhopeal.gov
Duration (period of performance):
Estimated number of months I 12
Budget
Total Amount I s11,349.11
Project Team
Project Lead (Primary Contact at Ap plicant Organization):
Nicole Love
Position/Title: Grants Coordinator
Phone: 251-517-5011x134 I Email: J nicole.love@fairhopeal.gov
Certification Statement
I certify that my organization ond its Project Lead(s) have the institutional, managerial, and
financial capability to preform the scope of services proposed; have established safeguards to
prohibit employees from using their positions for a purpose that constitutes or presents the
appearance of personal or organizational conflict of interest, or personal gain ; will initiate and
complete the work within the applicable time frame; have and will maintain an active registration
in SAM.gov; are not currently debarred or suspended; and will comply with all applicable
requirements of Federal laws, executive orde0 regulations �policies governing this project. •,A " (\ Certification Statement Signature: _} cJ V")v½ ___ � u
1
#FG-122525 City of Fairhope
A-2
Page 209 of 231
2
Proposal Description – Page 1 of 4
Proposal description, including any collaborating organizations, qualifications, work to be performed, detailed experience,
qualifications, understanding of work to be performed and any applicable certifications. Attach resumes of staff to be
assigned to the project team.
#FG-122525 City of Fairhope
A-3
Page 210 of 231
3
Proposal Description – Page 2 of 4
#FG-122525 City of Fairhope
A-4
Page 211 of 231
6
Proposal Budget
Please provide budget justification in the space below
Salary $
Fringe $
Travel $
Supplies $
Equipment $
Contractual $
Other Direct Costs $
Indirect* $
TOTAL $
*Indirect costs must be supported with IDC rate cost letter.
Budget Justification
Salary
Fringe
Travel
Supplies
Equipment
Contractual
Other Direct
Costs
Indirect*
Please use additional pages as required.
#FG-122525 City of Fairhope
A-5
Page 212 of 231
----
#FG-122525 City of Fairhope
A-6 Page 213 of 231
KEEP OUR WATER
CLEAN,
USE PUMPOU TS
#FG-122525 City of Fairhope
A-7
Page 214 of 231
#FG-122525 City of Fairhope
A-8
Page 215 of 231
B-1
#FG-122525 City of Fairhope
Attachment B
Sub-Grantee Invoice Format
Sub-Grant Agreement #: FG-122525
Sub-Grantee: City of Fairhope
Project: Clean & Resilient Marina Certification, Fairhope Docks Marina, Fairhope, AL
Sub-Grant Period: July 29, 2025 to November 30, 2025
Total Sub-Grant amount: $17,349.17
Page 216 of 231
Date:Invoice #:
Grantee:Grant Agreement #:
Project Title:
Remit to:
Contact Person:
Email:
Phone Number:
This invoice represents actual costs for period:
Invoice Tracking
1
2
3
4
5
6
7
8
9
10
Total (including this invoice):
Signature:Date:
through
Amount
$0.00
Invoice Number Date Submitted
0.00
0.00
0.00
0.00Salary/Personnel
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.000.00Total Direct Costs
0.00
0.00
Project Budget Previous Funds
Expended Funds RemainingFunds Expended
(cumulative)
Funds Expended
(this invoice)
Certification: By signing this invoice, I certify to the best of my knowledge and belief that the information provided
herein is true, complete, and accurate. I am aware that the provision of false, fictitious, or fraudulent information, or
the omission of any material fact, may subject me to criminal, civil, or administrative consequences including, but not
limited to violations of U.S. Code Title 18, Sections 2, 1001, 1343 and Title 31, Sections 3729-3730 and 3801-3812.
Equipment 0.00 0.00
Fringe Benefits
Travel
Supplies
Contractual
Other
Indirect
Total
Budget Categories
0.00
#FG-122525 City of Fairhope
Printed Name & Title:
B-2 Page 217 of 231
C-1
#FG-122525 City of Fairhope
Attachment C
Sub-Grantee Progress/Final Report Format
Progress Report ☐ Final Report ☐
Sub-Grant Agreement #:
Sub-Grantee:
Project:
Contact Person:
Email:
Phone Number:
Reporting period: _________________ through _________________
Progress Report Narrative:
I.Cumulative Progress to Date
Provide a status of the project in terms of progress toward meeting milestones and deliverables
in reference to the time line described in the proposal/project plan. Describe the work and any
measurable outcomes accomplished. If you encountered any problems, please describe them
and how you addressed them.
II.Project Partners
List major project partners, and briefly note their contributions.
III.Project Timeline
Is the project work on schedule? Have you made any adjustments to the original timeline? If so,
what are the adjustments and why?
IV.Outreach Activities
Describe any outreach or educational activities related to the project (i.e. training, brochures,
videos, press releases or public events).
Page 218 of 231
C-2
#FG-122525 City of Fairhope
V.Supporting Materials
Please include supporting materials related to the project. Send electronic copies of, or links to
news articles, related websites, or other evidence. This can include (but is not limited to)
agendas, training materials, updated ordinances, plans or agreements, announcements, white
papers, tools, or other deliverables as outlined in the original proposal.
VI.Plan for next reporting period
Briefly describe planned activities for the upcoming project period. Are there any foreseeable
circumstances that will require an extension to be filed before the next progress reporting
period?
VII.Project Budget and Expenditures
Budget Categories Total Budgeted
Sub-Grant Fund
Expenditures
Sub-Grant Funds
Expended
this Report
Sub-Grant Funds
Expended Cumulative
Personnel
Fringe Benefits
Travel
Equipment
Supplies
Contractual
Sub-Awards
Other
Total Direct Costs
Indirect Costs
Totals
Remaining Funds
Describe any changes to the planned budget versus actual costs:
By signing this report, I certify to the best of my knowledge and belief that the report is true,
complete, and accurate, and the expenditures, disbursements and cash receipts are for the
purposes and objectives set forth in the terms and conditions of the Agreement. I am aware
that any false, fictitious, or fraudulent information, or the omission of any material fact, may
subject me to criminal, civil or administrative penalties for fraud, false statements, false claims
or otherwise.
Page 219 of 231
C-3
#FG-122525 City of Fairhope
Sub-Grantee Signature:___________________________________ Date:___________________
Sub-Grantee Name & Title:
For Final Reports ONLY, please also include:
-A final accounting for all Sub-Grant expenditures.
-Copies of all reports, surveys, and environmental testing results; and
-Copies of all publications, press releases, outreach materials, test results, and other
products produced as a result of the Sub-Grant funding during the Sub-Grant Period.
All relevant project-derived material (data, metadata, reports, products, etc.) must be publicly available
by the completion of the project.
Page 220 of 231
Appendix I - 1
#FG-122525 City of Fairhope
Appendix I
Special Conditions
Programmatic Requirements
for Building Partnerships for a Healthy and Resilient Gulf Coast – Round 2
Sub-Grant Agreement #: FG-122525
Sub-Grantee: City of Fairhope
Project: Clean & Resilient Marina Certification, Fairhope Docks Marina, Fairhope, AL
Sub-Grant Period: July 29, 2025 to November 30, 2025
Total Sub-Grant amount: $17,349.17
SPECIAL CONDITIONS - Programmatic Requirements
A. Implementing Project Activities: Prior to implementing a project activity developed as part of a
planning activity funded under this award, the applicant must ensure that the work will be conducted
in accordance with appropriate Federal, state and local laws.
B. Field Work: The applicant must ensure that any field work conducted as part of educational, training
or volunteer programs/activities will be conducted in accordance with appropriate Federal, state and
local laws and will follow recognized best practices for minimizing impacts to the human and natural
environment.
C. Safety: The Recipient is responsible for safety in the project, including the safety of project
personnel, associates, visitors, and volunteers. In addition, for any Self-Contained Underwater
Breathing Apparatus (SCUBA) diving activities in a project, it is the responsibility of the Recipient to
ensure that SCUBA divers are certified to a level commensurate with the type and conditions of the
diving activity being undertaken. Furthermore, it is the responsibility of the Recipient to ensure that
any SCUBA diving activities under this award meet, at a minimum, all applicable Federal, State, and
local laws and regulations pertaining to the type of SCUBA diving being undertaken.
D. Uncrewed Aircraft Systems: If this project involves Unoccupied Aircraft Systems (UAS or drone
technology), the Recipient is responsible for coordinating with the Federal Program Officer regarding
any applicable policies and standards in NOAA's Office of Marine and Aviation Operations (OMAO)
Handbook (June 2022, and any updates). See https://www.omao.noaa.gov/learn/aircraft-
operations/aircraft/uncrewed-aircraft-systems. In addition, for any UAS activities in a project, it is the
responsibility of the Recipient to ensure it has complied with applicable federal/state/local laws and
have the appropriate permits in hand prior to conducting drone operations.
E. Supplemental Guidance on Acknowledgement of Sponsorship: The following provision supplements
the Department of Commerce Financial Assistance Standard Terms and Conditions G.05 and the
Environmental Data and Publications Special Award Condition in this award: The cover of the title page
of all reports, studies, or other documents, published or distributed electronically or hard copy, and
acknowledgement pages of websites and web pages, that are supported in whole or in part by this
award or any subawards shall acknowledge the financial assistance provided by the Coastal Zone
Management Act of 1972, as amended, administered by the Office for Coastal Management, National
Oceanic and Atmospheric Administration.
Page 221 of 231
Appendix I - 2
#FG-122525 City of Fairhope
F. International Travel: Consistent with Department of Commerce Financial Assistance Standard Term
and Condition G.05.d., all international travel is required to comply with the regulations set forth in the
Fly America Act, 49 U.S.C. 40118.
G. Subaward and Contract Extensions: The Recipient is responsible for administering any requests for
extensions of performance periods for any approved subaward or contract up to, but not beyond, the
full Federal award period without prior approval by NOAA. NOAA must be notified in writing of any
such task extension in semi-annual performance reports.
H. Funding Acknowledgement Sign: For any property restored or acquired under the award, the
Recipient shall cause to be erected at the property a permanent plaque or sign satisfactory to NOAA
that identifies the project and credits the "National Oceanic and Atmospheric Administration through
the Bipartisan Infrastructure Law and the Inflation Reduction Act" as a funding source.
The Recipient's final project report shall include photographs of the sign installed at the property as
evidence that this award condition has been met.
Page 222 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1654
FROM: Street and Traffic Committee
SUBJECT: Recommendations - Street & Traffic Committee:
(1) Removing the current speed-calming devices on Volanta Avenue
(West End, from N. Section Street to the Fairhope Yacht Club), and
install four (4) standard (rubber/bolt down) speed bump devices.
(2) Lowering the speed limit from 25 mph to 15 mph on Volanta
Avenue (West end, from N. Section Street to Fairhope Yacht Club).
(3) Adding a fourth speed table to Summer Lake Street (residents
would pay for the additional speed calming device).
(4) Lowering the speed limit from 25 mph to 20 mph on Summer
Lake Street.
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
City Council Approval.
BACKGROUND INFORMATION:
The Street and Traffic Committee made recommendations at the meeting on July 14,
2025.
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:
Page 223 of 231
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 224 of 231
Jenny Opal Wilson
From:
Sent:
To:
Cc:
Subject:
Good morning,
Recommendations t o Council:
Natalie Fonseca
Tuesday, July 15, 2025 10:42 AM
Lisa A. Hanks, MMC; Jenny Opal Wilson
Stephanie Hollinghead
Street & Traffic Committee Recommendations 7 /14/25
The committee recommends removing the cur rent speed calming devices on Volanta Ave . (west end, from N Section St.
to the Fairhope Yacht Club) and i nsta ll with four (4) standard (rubber/bolt down) speed bump devices.
The committee recommends lowering the speed l imit from 25 mph to 15 mph on Volanta Ave. (west end, from N.
Section St. to the Fairhope Yacht Club).
The committee recommends adding a fourth speed table to Summer Lake St. (residents would pay for t he additional
speed calming device)
The committee recommends lowering the speed limit from 25 mph to 20 mph on Summer Lake St.
Thank you,
Nat alie Fonseca
Public Works Adm in istrative Assistant
555 S. Section St.
Fairhope, AL 36532
251-928-8003
llil1alie.fonseca@rairhopeal.gov
www.fairhopeaI.gov
Page 225 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1703
FROM: Sherry Sullivan, Mayor
Paige Crawford, DIRECTOR OF COMMUNITY AFFAIRS
SUBJECT: Earth Day Mobile Bay, Inc. requesting the use of South Beach Park
for Earth Day 2026
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
Granting the use of South Beach Park for Earth Day 2026.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 226 of 231
Dear Mayor Sullivan,
Earth Day Mobile Bay, Inc. is ready to begin planning for Earth Day 2026 and would like to
request your approval to once again hold the festival primarily at South Beach Park, as we
have in past years.
With your go-ahead, we will begin coordinating with the Department of Community Affairs
to move forward with preparations .
Thank you for your continued support .
Sincerely,
Gary Gover
Director and President
Earth Day Mobile Bay, Inc.
Page 227 of 231
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2025-1653
FROM: Fairhope Environmental Advisory Board
SUBJECT: Appointment - Fairhope Environmental Advisory Board
AGENDA
DATE:
July 28, 2025
RECOMMENDED ACTION:
City Council approval of Carl Couret, the nominee for appointment to the Fairhope
Environmental Advisory Board for a four-year term that shall end July 2029.
BACKGROUND INFORMATION:
Fairhope Environmental Advisory Board nominated Carl Couret for appointment to the
Fairhope Environmental Advisory Board for four year term.
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 228 of 231
Page 229 of 231
Page 230 of 231
Page 231 of 231