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HomeMy WebLinkAbout10-13-2025 City Council Agenda Packet CITY OF FAIRHOPE CITY COUNCIL REGULAR AGENDA Monday, October 13, 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 • Final Adoption Appropriations and In- approximately 2.23 acres and is zoned PUD – i Sherry by the Code of Alabama 1975, Section 41-16-51(b)(7). The estimated an Page 1 of 332 City Council Regular Meeting October 13, 2025 Page - 2 - 11. Resolution - To award (Bid No. 25-062-2025-PWA-006) to Weaver Directional Boring, Inc. for Fairhope Avenue 24-inch Water Transmission Main with a bid proposal not-to- procurement based on the option allowed by the Code of Alabama 1975, Section 41-16- not-to-exceed $389,750.00 (10 months will be in FY 2026 with a cost of $324,791.66 6. "Termination of Agreement" a. "Termination for Professional Landscape Architect Services for RFQ PS26- Park - 3rd Peer Review of Design by Adams & Stewart for 2022- Page 2 of 332 City Council Regular Meeting October 13, 2025 Page - 3 - 20. Resolution - To award (Bid No. 25-063) to Safety Extinguisher, LLC. for Fire Extinguisher Inspection Services Annual Contract with an Annual Contract Amount not-to- of the Microsoft 365 Licenses that is on Omnia Partners (Contract #2018011- International Org. and therefore does not have to be let out for bid. The total amount not- Subscription for Korterra Services from Korterra, Inc. with a One- 2028, with a plus reimburse monthly for all reasonable travel and other meeting- Saturday, Feb barricades at major road intersections to protect our runners. The Pirate Dash will be Regular Meetings of the City Council shall be held on the 2nd and 4th Monday of each month immediately following the 4:30 p.m. Work Session unless prescheduled and announced otherwise. Next Regular City Council Meeting, Monday, October 27, 2025, 6:00 p.m. or immediately following the Work Session. Fairhope Municipal Complex City Council Chambers 161 North Section Street Page 3 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1161 FROM: Lisa Hanks, CITY CLERK SUBJECT: Minutes of the September 22, 2025, Regular City Council Meeting, minutes of the September 22, 2025, Work Session, and minutes of the September 29, 2025, Special City Council Meeting. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: Approve minutes of the September 22, 2025, Regular City Council Meeting, minutes of the September 22, 2025, Work Session, and minutes of the September 29, 2025, Special City Council Meeting. BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $___ $___ ($____) GRANT: LEGAL IMPACT: FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: Individual(s) responsible for follow up: Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 4 of 332 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, 22 September 2025. Present were Council President Jack Burrell, Councilmembers: Jimmy Conyers, Jay Robinson, and Kevin Boone, Mayor Sherry Sullivan, City Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks. Councilmember Corey Martin was absent. There being a quorum present, Council President Burrell called the meeting to order at 6:02 p.m. The invocation was given by Music Minister George Williams with Fairhope Avenue Baptist Church and the Pledge of Allegiance was recited. Council President stated there was a need to add on an agenda item after Agenda Item Number 26: a resolution that the City of Fairhope approves the procurement of two (2) Eaton Regulators to replace a failed regulator at the Nichols Substation from Gresco for a not-to-exceed cost of $182,050.00. The regulators are exempt from formal bidding per Code of Alabama 1975, Section 41-16-51(b)(7). This is to replace a failed regulator, and provide a backup for the future. Councilmember Robinson moved to add on the above-mentioned item not on the printed agenda. Seconded by Councilmember Boone, motion passed unanimously by voice vote. Councilmember Conyers moved to approve minutes of the 8 September 2025, regular meeting; and minutes of the 8 September 2025, work session. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. Mayor Sullivan addressed the City Council regarding the following items: 1) George Ladd just returned from Huntsville where the City was awarded $156,000.00 from ADEM Grant for recycle bins; 2) Recognized Gary Gover for his 25 plus years on Historic Preservation and other Committees; 3) Introduced the 2025 – 2026 Fairhope Junior City Council. The following individuals spoke during Public Participation for Agenda Items: 1) Mathew Canceleno, owner of a Vape Shop, addressed the City Council regarding Agenda Item No. 9: an Ordinance to levy a Local Excise Tax and require Business Licenses for the Sale of Consumable Vapor Products in the Corporate Limits and the Police Jurisdiction of the City of Fairhope. He said this would be a 75% Tax and explained his reason why he objects to the Excise Tax. Page 5 of 332 22 September 2025 Councilmember Conyers gave a shout out to the newly appointed Fairhope Junior City Council. Council President Burrell said this is a well rounded group. He mentioned Councilmember Conyers and his daughter in the Homecoming Court. Councilmember Robinson moved for final adoption of Ordinance No. 1840, an ordinance to repeal Ordinance No. 1646, and Codified as Chapter 7, Article X, of the Fairhope Code of Ordinances: and Dissolve the City of Fairhope Building Code Board of Appeals. (Introduced at the September 8, 2025 City Council Meeting) Seconded by Councilmember Boone, motion for final adoption passed by the following voice votes: AYE – Burrell, Conyers, Robinson, and Boone. NAY - None. Councilmember Robinson moved for final adoption of Ordinance No. 1841, an ordinance concerning Unsafe Structures and Dangerous Buildings; and the Code of Ordinances of Fairhope are hereby amended to repeal Article V, Sections 7-86 through 7-110 in its entirety and replace them with a new Article V, Sections 7-86 through 7-103. (Introduced at the September 8, 2025 City Council Meeting) Seconded by Councilmember Conyers, motion for final adoption passed by the following voice votes: AYE – Burrell, Conyers, Robinson, and Boone. NAY - None. Councilmember Conyers introduced in writing an ordinance to repeal and replace Ordinance No. 1586, Ordinance No. 1599, and Ordinance No. 1804: The Schedule of Fees for Construction and Building Permits. Due to lack of a motion for immediate consideration, this ordinance will layover until the October 13, 2025 City Council meeting. Councilmember Boone introduced in writing Ordinance No. 1842, an ordinance to amend Ordinance No. 1233 known as the City of Fairhope Business License Code, Chapter 8, Section 22. License Classifications. In order to take immediate action, Councilmember Conyers moved for immediate consideration. Seconded by Councilmember Robinson, motion for immediate consideration passed unanimously by the following voice votes: AYE – Burrell, Conyers, Robinson, and Boone. NAY - None. Councilmember Boone then moved for final adoption of Ordinance No. 1842. Seconded by Councilmember Conyers, motion for final adoption passed by the following voice votes: AYE – Burrell, Conyers, Robinson, and Boone. NAY - None. Councilmember Conyers introduced in writing Ordinance No. 1843, an ordinance to levy a Local Excise Tax and Require Business Licenses for the Sale of Consumable Vapor Products in the Corporate Limits and the Police Jurisdiction of the City of Fairhope. The Council discussed the percentage of the tax and decided to reduce the Excise Tax from 10 percent to four percent in the City Limits, and to reduce the Excise Tax from five percent to 2 percent in the Police Jurisdiction. Page 6 of 332 22 September 2025 Councilmember Conyers withdrew introduction the Ordinance and then he introduced the revised ordinance levy a Local Excise Tax and Require Business Licenses for the Sale of Consumable Vapor Products in the Corporate Limits and the Police Jurisdiction of the City of Fairhope with the amended percentages. In order to take immediate action, Councilmember Boone moved for immediate consideration. Seconded by Councilmember Conyers, motion for immediate consideration passed unanimously by the following voice votes: AYE – Burrell, Conyers, Robinson, and Boone. NAY - None. Councilmember Boone then moved for final adoption of Ordinance No. 1843. Seconded by Councilmember Robinson, motion for final adoption passed by the following voice votes: AYE – Burrell, Conyers, Robinson, and Boone. NAY - None. Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council approves the selection by Mayor Sherry Sullivan for Mark B. Hammond, Architect, for Professional Architectural & Engineering Services for a 3rd Peer Review of Design by Adams & Stewart for 2022-PWI 004 HMGP Saferoom; and hereby authorizes Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 5559-25 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 Mark B. Hammond, Architect, for Professional Architectural & Engineering Services for a 3rd Peer Review of Design by Adams & Stewart for 2022-PWI 004 HMGP Saferoom; and hereby authorizes Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 22ND DAY OF SEPTEMBER, 2025 _________________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 7 of 332 22 September 2025 Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to execute a contract for Extension No. 1 for (RFQ PS25-007) Professional Consulting Services for 3rd Party Review of Construction Documents with International Code Council Inc. and increase the annual cost not-to-exceed $35,000.00. Seconded by Councilmember Boone, motion passed unanimously by voice vote. RESOLUTION NO. 5560-25 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That Mayor Sherry Sullivan is hereby authorized to execute a contract for Extension No. 1 for (RFQ PS25-007) Professional Consulting Services for 3rd Party Review of Construction Documents with International Code Council Inc. and increase the annual cost not-to-exceed $35,000.00. ADOPTED ON THIS 22ND DAY OF SEPTEMBER 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 for the rebuilding of the two finger piers at the Municipal Pier to Stewart Marine & Construction, LLC for a not-to-exceed cost of $19,300.00 plus $2,000.00 contingency for unforeseen issues. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out. Authorize Treasurer to transfer $21,300.00 in FY2025 Budget from Streets - Material & Landscaping (001350-51410) to Streets - Capital Improvements (001350- 50475). Seconded by Councilmember Boone, motion passed unanimously by voice vote. Page 8 of 332 22 September 2025 RESOLUTION NO. 5561-25 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 for the rebuilding of the two finger piers at the Municipal Pier to Stewart Marine & Construction, LLC for a not-to-exceed cost of $19,300.00 plus $2,000.00 contingency for unforeseen issues. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out. Authorize Treasurer to transfer up to $21,300.00 in FY2025 Budget from Streets – Material & Landscaping (001350- 51410) to Streets – Capital Improvements (001350-50475). DULY ADOPTED ON THIS 22ND DAY OF SEPTEMBER 2025 _______________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Councilmember Boone introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhope approves the award of the Request for Quotes for Materials for the rebuilding of the two finger piers at the Municipal Pier to O’Neal Steel Company for a not-to-exceed cost of $4,948.42 plus $1,000.00 contingency for unforeseen issues with the design. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out. Authorize Treasurer to transfer $5,948.42 in FY2025 Budget from Streets - Material & Landscaping (001350-51410) to Streets - Capital Improvements (001350- 50475). Seconded by Councilmember Robinson, motion passed unanimously by voice vote. * * Page 9 of 332 22 September 2025 RESOLUTION NO. 5562-25 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 Materials for the rebuilding of the two finger piers at the Municipal Pier to O’Neal Steel Company for a not-to-exceed cost of $4,948.42 plus $1,000.00 contingency for unforeseen issues with the design. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out. Authorize Treasurer to transfer up to $5,948.42 in FY2025 Budget from Streets – Material & Landscaping (001350-51410) to Streets – Capital Improvements (001350-50475). DULY ADOPTED ON THIS 22ND DAY OF SEPTEMBER 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 the City of Fairhope approves the procurement of galvanizing services for materials for the rebuilding of the two finger piers at the Municipal Pier to AZZ Galvanizing - Moss Point for $0.53 per pound, for an estimated cost of $3,000.00. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out. Authorize Treasurer to transfer $3,000.00 in FY2025 Budget from Streets - Material & Landscaping (001350-51410) to Streets - Capital Improvements (001350-50475). Seconded by Councilmember Boone, motion passed unanimously by voice vote. * * Page 10 of 332 22 September 2025 RESOLUTION NO. 5563-25 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City of Fairhope approves the procurement of galvanizing services for materials for the rebuilding of the two finger piers at the Municipal Pier to AZZ Galvanizing – Moss Point for $0.53 per pound, for an estimated cost of $3,000.00. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out. Authorize Treasurer to transfer $3,000.00 in FY2025 Budget from Streets – Material & Landscaping (001350-51410) to Streets – Capital Improvements (001350-50475). ADOPTED ON THIS 22ND DAY OF SEPTEMBER 2025 ___________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Councilmember Boone introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to execute Change Order No. 1 for unforeseen conditions for the repair of a Travis Walking Floor Trailer for the Sanitation Department with Gulf City Body and Trailer Works, Inc. for a cost of $10,477.50. The new total repair cost will be $40,436.00. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 5564-25 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: That Mayor Sherry Sullivan is hereby authorized to execute Change Order No. 1 for unforeseen conditions for the repair of a Travis Walking Floor Trailer for the Sanitation Department with Gulf City Body and Trailer Works, Inc. for a cost of $10,477.50. The new total repair cost will be $40,436.00. ADOPTED ON THIS 22ND DAY OF SEPTEMBER 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 11 of 332 22 September 2025 Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a resolution to award (Bid No. 25-034) to Layne, A Granite Company for Well No. 5 Inspection, Cleaning and Pump Refurbishment with a bid proposal not-to-exceed $300,000.00. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 5565-25 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. 25-034) Well No. 5 Inspection, Cleaning and Pump Refurbishment for the City of Fairhope Water and Wastewater Department. [2] At the appointed time and place, the following bids were opened and tabulated as follows: Contractor Base Bid Alternate 1 TOTAL Layne, A Granite Company $272,000 $28,000 $300,000 Morrow Water Technologies, Inc. $245,477 $78,735 $324,212 Donald Smith Company, Inc. $290,073 $79,621 $369,694 [3] After evaluating the bid proposals with the required bid specifications, Layne, A Granite Company is now awarded (Bid No. 25-034) for Well No. 5 Inspection, Cleaning and Pump Refurbishment for the City of Fairhope Water and Wastewater Department with a bid proposal not-to-exceed $300,000.00. ADOPTED ON THIS 22ND DAY OF SEPTEMBER, 2025 _________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 12 of 332 22 September 2025 Councilmember Boone introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to execute Change Order No. 1 for the 8" Water Main at Portico Simpson with W.R. Mitchell Contractor, Inc. for a cost of $20,500.00. The new total project cost will be $81,870.00. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 5566-25 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That Mayor Sherry Sullivan is hereby authorized to execute Change Order No. 1 for the 8” Water Main at Portico Simpson with W.R. Mitchell Contractor, Inc. for a cost of $20,500.00 The new total project cost will be $81,870.00. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out. ADOPTED ON THIS 22ND DAY OF SEPTEMBER 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 the City of Fairhope has voted to approve the procurement of the installation of new CAT6 cabling throughout the Public Utilities Building from Network Cabling Services, Inc; and authorizes procurement based on the option allowed by the Code of Alabama 1975, Section 41 -16-51(15) "Contractual services and purchases related to, or having an impact upon, security plans, procedures, assessments, measures, or systems, or the security or safety of persons, structures, facilities, or infrastructures." The cost not-to-exceed $76,150.00. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. Page 13 of 332 22 September 2025 RESOLUTION NO. 5567-25 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope has voted to approve the procurement of the installation of new CAT6 cabling throughout the Public Utilities Building from Network Cabling Services, Inc.; and authorizes procurement based on the option allowed by the Code of Alabama 1975, Section 41-16-51(15) “Contractual services and purchases related to, or having an impact upon, security plans, procedures, assessments, measures, or systems, or the security or safety of persons, structures, facilities, or infrastructures.” The cost not-to-exceed $76,150.00. ADOPTED ON THIS 22ND DAY OF SEPTEMBER 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 has voted to approve Avive Connect AED™ and related software systems as a sole source with Avive Solutions, Inc.; and authorizes procurement based on the option allowed by the Code of Alabama 1975, Section 41-16-51(13). The cost for 30 Avive Connect AEDs™ plus software is not-to-exceed $86,954.72. The City of Fairhope also authorizes the use of funds from the McKesson Alabama Settlement Agreement. This purchase constitutes a public purpose, and the City can further safeguard the safety of its staff and residents for eight plus years with 30 rechargeable AEDs strategically placed in City buildings and vehicles. Seconded by Councilmember Boone, motion passed unanimously by voice vote. * * Page 14 of 332 22 September 2025 RESOLUTION NO. 5568-25 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope has voted to approve Avive Connect AEDTM and related software systems as sole source with Avive Solutions, Inc.; and authorizes procurement based on the option allowed by the Code of Alabama 1975, Section 41-16-51(13). The cost for 30 Avive Connect AEDsTM plus software is not-to- exceed $86,954.72. The City of Fairhope also authorizes the use of funds from the McKesson Alabama Settlement Agreement. This purchase constitutes a public purpose, and the City can further safeguard the safety of its staff and residents for eight plus years with 30 rechargeable AEDs strategically placed in City buildings and vehicles. ADOPTED ON THIS 22ND DAY OF SEPTEMBER 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 Open Air Pavilion Storm Shelter at Fairhope Soccer Complex to M.H. McLaughlin, LLC for a not-to-exceed project cost of $45,711.18. 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 15 of 332 22 September 2025 RESOLUTION NO. 5569-25 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 Open Air Pavilion Storm Shelter at Fairhope Soccer Complex to M.H. McLaughlin, LLC for a not-to-exceed project cost of $45,711.18. 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 22ND DAY OF SEPTEMBER 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 EMT services during City special events to Medstar d/b/a Lifeguard Ambulance Service, LLC for a not-to exceed cost of $100.00 per hour. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5570-25 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 EMT services during City special events to Medstar d/b/a Lifeguard Ambulance Service, LLC for a not-to-exceed cost of $100.00 per hour. DULY ADOPTED ON THIS 22ND DAY OF SEPTEMBER 2025 _______________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 16 of 332 22 September 2025 Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution that The City of Fairhope adopts a Resolution in Support of Thomas Hospital’s request to the Certificate of Need Review Board to relocate its cardiovascular program into the new facility on the hospital campus and add another catheterization lab. Seconded by Councilmember Boone, motion passed unanimously by voice vote. Council President said he thought they were adding a lab and shutting the other one. He stated, “we all agreed that before they could move into the new facility, parking would be addressed.” RESOLUTION NO. 5571-25 RESOLUTION IN SUPPORT OF THOMAS HOSPITAL’S REQUEST TO THE CERTIFICATE OF NEED REVIEW BOARD WHEREAS, Thomas Hospital provides comprehensive, award-winning healthcare services, and is the primary choice for Baldwin County residents; and WHEREAS, in 2004, Thomas Hospital and its dedicated team of healthcare professionals provided over 3,000 catheterization lab procedures; and continues to meet the medical needs of the fastest growing County in the State; and WHEREAS, the overall population growth, especially seniors age 65 and older, in Baldwin County continues to lead the State. A primary driver of this growth is access to healthcare and the result is a need to relocate its cardiovascular program into the new facility on the hospital campus and add another catheterization lab; and WHEREAS, the City of Fairhope proclaims its support on this 22nd day of September of Thomas Hospital’s request to the Certificate of Need Review Board to relocate its cardiovascular program into the new facility on the hospital campus and add another catheterization lab. NOW THEREFORE BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that The City of Fairhope adopts a Resolution in Support of Thomas Hospital’s request to the Certificate of Need Review Board to relocate its cardiovascular program into the new facility on the hospital campus and add another catheterization lab. ADOPTED ON THIS 22ND DAY OF SEPTEMBER, 2025 ______________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 17 of 332 22 September 2025 Councilmember Boone introduced in writing, and moved for the adoption of the following resolution, a resolution to authorize submission of Pre-Application for FY2026 Airport Improvement Program and Airport Infrastructure Grant Projects for H.L. “Sonny” Callahan Airport (KCQF). Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5572-25 A RESOLUTION TO AUTHORIZE SUBMISSION OF GRANT PRE-APPLICATIONS FOR FY2026 AIRPORT IMPROVEMENT PROGRAM AND AIRPORT INFRASTRUCTURE GRANT PROJECT FUNDING FOR 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 Airport Improvement Program (AIP), Airport Infrastructure Grant (AIG), and ALDOT grants during fiscal year 2026; and WHEREAS, the overall scope of the AIP, AIG, and ALDOT grants is expected to include reimbursement (phase 1) of the replacement of taxiway lighting and guidance signage project initially funded in FY25, replacement of the AWOS, construction of an east side access road extension (Phase 1) and construction of an access taxiway on the southwest side all at H.L. “Sonny” Callahan Airport (KCQF); and WHEREAS, the submittal of the pre-application is necessary and required in order to pursue the grants, if awarded.; and THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairhope, Alabama as follows: 1. That the City of Fairhope is authorized to make pre-application for Federal assistance (FAA) and State assistance (ALDOT) for FY2026 projects at H.L. “Sonny” Callahan Airport, to include the following: a. Replace Taxiway Lighting System & Guidance Signs – Reimbursement Ph 1 (AIG); b. Replace AWOS (AIP); c. Construct East Side Access Road Extension – Phase 1 (AIP & AIG) d. Construct Access Taxiway – Southwest Side (AIP) Page 18 of 332 22 September 2025 2. That the application be submitted for and on behalf of the City of Fairhope by its Mayor, as designated by the City Council, who is authorized by this Resolution to sign the application and any related forms or documents on behalf of the City of Fairhope. 3. That the final grant agreement, if AIP, AIG, and/or ALDOT funds are awarded based on the pre-application, shall remain subject to the approval of the City Council. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Fairhope on this 22nd day of September, 2025. __________________________ Jack Burrell, Council President City of Fairhope, Alabama ATTEST: ____________________________ Lisa A. Hanks, MMC City Clerk Councilmember Conyers moved to grant the request of Darnelle Wolf, Baldwin County Humane Society, requesting permission to close streets in downtown Fairhope on Thursday, October 30, 2025, from 5:00 p.m. to 7:00 p.m. for the Fairhope Witches Ride 2025. The ride will begin at Coastal Alabama Community College Amphitheater. This whimsical bike ride benefits local animal rescue and helps animals throughout our area. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. Councilmember Conyers moved to grant the request of the Friends of the Halstead, Inc. Street Closure on School Street between Morphy Avenue and Fairhope Avenue for Live at Five for Concert at Halstead Amphitheater for bus and truck parking on October 24, 2025. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. Councilmember Robinson moved to appoint Alan Samry and to reappoint Ginger Golson to the Fairhope Historical Preservation Commission for a three-year term which will expire September 2028. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. Page 19 of 332 22 September 2025 Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution t That the City of Fairhope approves the procurement of two (2) Eaton Regulators to replace a failed regulator at the Nichols Substation from Gresco for a not-to-exceed cost of $182,050.00. The regulators are exempt from formal bidding per Code of Alabama 1975, Section 41-16-51(b)(7). This is to replace a failed regulator, and provide a backup for the future. Seconded by Councilmember Boone, motion passed unanimously by voice vote. RESOLUTION NO. 5573-25 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope approves the procurement of two (2) Eaton Regulators to replace a failed regulator at the Nichols Substation from Gresco for a not-to-exceed cost of $182,050.00. The regulators are exempt from formal bidding per Code of Alabama 1975, Section 41-16-51(b)(7). This is to replace a failed regulator, and provide a backup for the future. ADOPTED ON THIS 22ND DAY OF SEPTEMBER, 2025 ___________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk At the request of the City Attorney, Marcus E. McDowell, the City Council will rise from the meeting to go into Executive Session based on Alabama Code § 36- 25A-7(a)(3) to discuss pending and potential litigation. The approximate time to be in Executive Session is 45 minutes. Councilmember Robinson moved to go into Executive Session. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. Exited the dais at 6:55 p.m. Returned at 7:33 p.m. Page 20 of 332 22 September 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 7:33 p.m. Jack Burrell, Council President ________________________________ Lisa A. Hanks, MMC City Clerk Page 21 of 332 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, 22 September 2025. Present were Council President Jack Burrell, Councilmembers: Jimmy Conyers, Jay Robinson, and Kevin Boone, Mayor Sherry Sullivan, City Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks. Councilmember Corey Martin was absent. Council President Burrell called the meeting to order at 4:30 p.m. The following topics were discussed: • The first item on the Agenda was the Review FY2026 Utilities Budget by City Treasurer Kim Creech. She went over the main projects and capital improvements for each Utility. Councilmember Conyers commented that funds will be needed to help fund some of the projects. Ms. Creech stated she would get with PFM, our consultant, on options. (See attached handout) • The Discussion regarding an Ordinance to amend Ordinance No. 1233 known as the Business License Code, Chapter 8; Section 22. License Classifications. She explained that the Code must be amended to add the necessary NAICS Codes for the Vapor Products Local Excise Tax and Business Licenses. • The Discussion regarding the City of Fairhope Vape Product Excise Tax was next on the Agenda. Ms. Olmstead explained the ordinance; and answered any questions if necessary. She stated that this ordinance needs to be adopted before October 1, 2025 or the State will collect and issue our portion which would be a smaller amount. Ms. Olmstead gave an example of what we would collect if we adopt the ordinance and our portion if the State collected the tax. • City Engineer Richard Johnson addressed the City Council and mentioned the Discussion on the Fairhope Bancroft Corner Site Improvements. He introduced Christian Preus, Landscape Architect, who presented a Power Point Presentation titled “Bancroft Corner Site Improvements; and answered any questions if needed. (See attached Power Point Presentation) Mr. Preus commented there would be a wall that hides the parking lot. Council President Burrell threw out the name of Julwin’s Plaza. Councilmember Conyers agreed and said it is the oldest restaurant in Baldwin County. Mr Preus said the planters near the road are seats. • Councilmember Conyers gave an update on the Parking Authority regarding parking studies and parking garage. He also gave an update on the Library Board regarding their meeting with the APLS. • Councilmember Robinson gave an update on the Historic Preservation Commission. • Council President Burrell gave an update on the Industrial Development Board regarding selecting Officers and possible abatements. Page 22 of 332 Monday, 22 September 2025 Page -2- • IT Director Jeff Montgomery addressed the City Council regarding Agenda Item No. 18; and answered any questions if needed. • Water and Wastewater Superintendent Daryl Morefield addressed the City Council regarding Agenda Items No.16, and No. 17; and answered any questions if needed. • Public Works Director George Ladd addressed the City Council regarding Agenda Items No. 12, No. 13, No. 14, and No. 15; and answered any questions if needed. • Community Affairs Director addressed the City Council regarding Agenda Items No.21, No. 24, and No. 25; and answered any questions if needed. • City Engineer Richard Johnson addressed the City Council regarding Agenda Item No. 10; and answered any questions if needed. • Building Official Erik Cortinas addressed the City Council regarding Agenda Items No. 5, No. 6, No. 7, and No. 11; and answered any questions if needed. • Police Chief Stephanie Hollinghead addressed the City Council regarding Agenda Item No. 19; and answered any questions if needed. • Electric Superintendent Ben Patterson addressed the City Council regarding the add on resolution regarding electric regulators for a substation; and answered any questions if needed. He explained that two regulators failed so we are going to replace the substation one and keep one as a spare. • Recreation Director addressed the City Council regarding Agenda Item No. 20; and answered any questions if needed. • Council President Jack Burrell addressed the City Council regarding Agenda Item No. 23; and answered any questions if needed. He stated that there are $10 million in upgrades to the runway. There being no further business to come before the City Council, the meeting was duly adjourned at 5:42 p.m. ______________________________ Jack Burrell, Council President _______________________________ Lisa A. Hanks, MMC City Clerk Page 23 of 332 Page 24 of 332 Page 25 of 332 Page 26 of 332 Page 27 of 332 Page 28 of 332 Page 29 of 332 Page 30 of 332 Page 31 of 332 Page 32 of 332 Page 33 of 332 Page 34 of 332 Page 35 of 332 Page 36 of 332 Page 37 of 332 Page 38 of 332 Page 39 of 332 Page 40 of 332 Page 41 of 332 Page 42 of 332 Page 43 of 332 Page 44 of 332 Page 45 of 332 Page 46 of 332 Page 47 of 332 Page 48 of 332 Page 49 of 332 Page 50 of 332 Page 51 of 332 Page 52 of 332 29 September 2025 Page 53 of 332 29 September 2025 STATE OF ALABAMA )( : COUNTY OF BALDWIN )( The City Council, City of Fairhope, met in Special City Council meeting at 5:00 p.m., Fairhope Municipal Complex Council Chamber, 161 North Section Street, Fairhope, Alabama 36532, on Monday, 29 September 2025. Present were Council President Jack Burrell, Councilmembers: Corey Martin, Jimmy Conyers, Jay Robinson, and Kevin Boone, Mayor Sherry Sullivan, City Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks. There being a quorum present, Council President Burrell called the meeting to order and explained the reason for the meeting was to discuss and adopt three resolutions regarding the FY 2025 – 2026 Budget. The invocation was given by Councilmember Kevin Boone and the Pledge of Allegiance was recited. Mayor Sullivan addressed the City Council and thanked City Treasurer Kim Creech and her Staff, the Department Heads, and the City Council for their work on this budget. She thanked the City Council for holding this Special Called meeting to adopt the budget. Ms. Creech presented a Power Point Presentation titled “City of Fairhope FY 2026 Budget Highlights; and answered any questions if necessary. (See attached Power Point Presentation) Council President Burrell thanked the Mayor, Department Heads, and Staff for their work on the budget. He commented there is a lot of detail in this budget. Councilmember Boone introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council reviews, approves, and adopts the proposed FY2026 Budget. The motion was seconded by Councilmember Robinson. Council President Burrell read the main parts of this resolution. After further discussion, motion passed unanimously by voice vote. * * * Page 54 of 332 29 September 2025 RESOLUTION NO. 5574-25 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the proposed Budget presented and reviewed on the 29th day of September 2025, hereby approved, and adopted for the FY 2025-2026; and that the following estimates of revenues and expenses, as related thereto, are hereby adopted; and those revenues and expenses are appropriated as follows: GENERAL FUND: Total Revenue and Transfers In $56,841,939 Total Expenditures and Transfers Out $56,841,939 SANITATION FUND: Total Revenue & Transfer In $4,902,015 Total Expenditures & Transfers Out $4,902,015 GAS FUND: Total Revenue & Transfer In $16,436,227 Total Expenditures & Transfers Out $16,436,227 REBUILD ALABAMA FUND: Total Revenue & Transfer In $396,000 Total Expenditures & Transfers Out $396,000 ELECTRIC FUND: Total Revenue & Transfer In $30,442,065 Total Expenditures & Transfers Out $30,442,065 WATER/WASTEWATER FUND: Total Revenue & Transfer In $70,178,703 Expenditures & Transfers Out Water Department $38,475,280 Waste Water Department $33,903,423 Total Expenditures & Transfer Out $72,378,703 CAPITAL PROJECT FUND: Total Revenue & Transfer In $21,911,893 Total Expenditures & Transfers Out $21,911,893 IMPACT FEES FUND: Total Revenue & Transfer In $3,232,103 Total Expenditures & Transfers Out $3,232,103 GAS TAX FUND: Total Revenue & Transfer In $118,600 Total Expenditures & Transfers Out $118,600 Page 55 of 332 29 September 2025 BE IT FURTHER RESOLVED, that the Annual Salaries of City Personnel shall be as shown on a list entitled Annual Salaries of All City Personnel; and said list filed in the Office of the City Treasurer and of Human Resources; and BE IT FURTHER RESOLVED, that the City Council hereby authorizes the portion of the Sales and Use Tax revenue for FY 2025-2026 that is restricted in the General Fund Debt Pre- Payment Account can be used for General Fund operations up to $3,596,516.00 reduction; and BE IT FURTHER RESOLVED, that the City Council hereby authorizes the portion of the Sales and Use Tax revenue FY 2025-2026 that is restricted in the Capital Project Fund (Infrastructure Improvement Special Fund) can be used for General Fund operations up to the $3,596,516.00 and BE IT FURTHER RESOLVED, that the City Council hereby authorizes the City Treasurer to perform Administrative Budget Transfers, as needed throughout the Fiscal Year. Directors are expected to operate with the funding appropriate for their department. Should a funding increase be required, a written request is to be submitted to the Treasurer and Mayor with a limit not to exceed $20,000.00. All Administrative Budget Transfers are documented and tracked in the City’s financial management system; and BE IT FURTHER RESOLVED, that the City Council hereby approves 2% set aside for Cost-of-Living raise will become effective the first pay period after the passage of the budget in FYE 2025; and BE IT FURTHER RESOLVED, that the City Council hereby approves merit raises for the City of Fairhope employees as defined in the proposed budget that may become effective December 2025. DULY ADOPTED THIS 29TH DAY OF SEPTEMBER, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk MUNICIPAL CAPITAL IMPROVEMENT FUND: Total Revenue & Transfer In $230,000 Total Expenditures & Transfers Out $0 CORRECTION FUND: Total Revenue & Transfer In $100,000 Total Expenditures & Transfers Out $100,000 TOTAL FYE 2026 BUDGET $204,789,545 Page 56 of 332 29 September 2025 Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council desires to use Impact Fees account for equipment and projects that meet the criteria and are in the FY2026 Proposed Budget. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5575-25 WHEREAS, the City of Fairhope adopted Ordinance No. 1817, An Ordinance repealing and replacing Ordinance No. 1625 to establish Impact Fees on new development in the City of Fairhope on December 19, 2024 in accordance with Act No. 2006-300 enacted by the Legislature of Alabama on April 4, 2006; and WHEREAS, the City desires to use funds for “Police” which is a Benefit Area for (i) the cost recovery of the City’s cost and expense related to the construction, development and improvement of its justice center, (ii) the cost recovery of the City’s cost and expense related to the construction, development and improvement of its animal shelter, (iii) the acquisition of police vehicles, and (iv) the acquisition of police-related apparatus and equipment, and (v) the police component of the “Impact Fee Study” prepared by TischlerBise; and WHEREAS, the City desires to use funds for “Fire” which is a Benefit Area for (i) the construction, development, and/or improvement of fire stations, (ii) the acquisition of fire fighting vehicles, and (iii) the acquisition of firefighting apparatus, and (iv) the fire component of the “Impact Fee Study” prepared by TischlerBise; and WHEREAS, the City desires to use funds for “Transportation” which is a Benefit Area for the cost of intersection improvements made to address additional demand generated by New Development and the transportation component of the “Impact Fee Study” prepared by TischlerBise; and WHEREAS, the City desires to use funds for “Parks and Recreation” which is a Benefit Area for (i) the acquisition of new public parks lands, (ii) the construction, development and/or improvement of public recreational facilities, (iii) the construction, development and/or improvement of public park amenities, (iv) the acquisition of new park vehicles, and (v) the parks and recreation component of the “Impact Fee Study” prepared by TischlerBise; and WHEREAS, the following project shall be paid from the Impact Fees Account and have met the criteria stated to be paid from said Account: POLICE FIRE TRANS- PORTATION PARKS / RECREATION TOTAL FY2025 BUDGET PROJECTS Engineering and Design for new police precinct $97,540 $97,540 New Fire Truck $1,580,443 $1,580,443 Drainage-Capital Project Fund $359,000 $359,000 Page 57 of 332 29 September 2025 FY2026 Resurfacing- Capital Project Fund $100,000 $100,000 Bathroom at Volanta- Capital Project Fund $225,000 $225,000 Barnwell Park Improvements $150,000 $150,000 Storm shelter/pavilion at Barnwell Park $75,000 $75,000 Walkway at Volanta Park $35,000 $35,000 Flying Creek Park-Capital Project Fund $229,000 $229,000 New playground equipment at new baseball field Volanta Park-Rollover $35,000 $35,000 Covered Batting Cage at Founders Park-Rollover $34,072 $34,072 Open-air pavilion/storm shelter at Fairhope Soccer Complex-Rollover $46,750 $46,750 Shade structures over bleacher seating at Volanta Park-Rollover $187,298 $187,298 Additional playground equipment at Rotary Youth-Rollover $75,000 $75,000 Impact Fees FY 2026 $97,540 $1,580,443 $459,000 $1,092,120 $3,229,103 NOW BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sherry Sullivan to expend Impact Fees for the above projects as designated from the Impact Fee Account for services for the “Police,” “Fire,” “Transportation,” and “Parks and Recreation” Benefit Areas. DULY ADOPTED THIS 29TH DAY OF SEPTEMBER, 2025 _____________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 58 of 332 29 September 2025 Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council approves and adopts the recommendations to fund new positions and pay grades; reclassify positions; defund positions; and delete positions as presented in the FY2026 Budget. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5576-25 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council approves and adopts the recommendations to fund new positions and approve Pay Grades; reclassify positions; defund; and delete positions as presented in the FY2026 Budget as follows: Position Name Department Status Pay Grade Prior Grade New Positions: Driving Range Attendant (2) Golf Operations PT 3 Code Enforcement Officer Planning FT 7 Animal Control Officer Police FT 7 Corrections Officer (2) Police PT 7 Intern Police PT - Purchasing Administrative Assistant Purchasing FT 7 Custodian Recreation PT 4 Mechanic PW/Fleet Maintenance FT 7 Nature Park Maintenance Worker PW/Flying Creek FT 7 Sanitation Aide PW/Sanitation PT 6 Sanitation Coordinator PW/Sanitation FT 10 Reclassifications/Title Changes: Permit Technician/Property Maintenance Inspector Building Inspections FT 7 7 IT Technician Info Tech FT 8 11 Assistant Dispatch Supervisor Police FT 9 7 Assistant Chief Corrections Officer Police FT 9 7 Police Administrative Sergeant (4) Police FT 10 8 Right-of-Way Utility & Construction Inspection Manager PW/Administration FT 11 10 Custodian Crew Leader PW/Facilities Maintenance FT 9 4 Fire Station Maintenance Crew Leader PW/Fire Station Maintenance FT 9 7 Mechanic Crew Leader PW/Fleet Maintenance FT 10 7 Page 59 of 332 29 September 2025 Parts Runner PW/Fleet Maintenance PT 5 4 Lead Mower PW/Horticulture FT 9 6 Lead Traffic Sign Technician PW/Streets FT 9 9 Traffic Sign Technician PW/Streets FT 7 7 Assistant Recreation Center Manager Recreation FT 7 6 Customer Service Representative II (2) Revenue FT 6 5 Accountant I Treasury FT 10 9 Meter Reader (6) Treasury FT 6 5 Reclassifications/Title Changes: Wastewater Operator II (2) Wastewater FT 7 7 Wastewater Operator I (3) Wastewater FT 4 4 Defunding: Purchasing Administrative Assistant Part-Time Purchasing PT 7 Equipment Operator II PW/Streets PT 6 ADOPTED THIS 29TH DAY OF SEPTEMBER, 2025 ______________________________ Jack Burrell, Council President ATTEST: _____________________________ Lisa A. Hanks, MMC City Clerk The following individual spoke during Public Participation for Non-Agenda Items: 1) Mayor Sullivan addressed the City Council and said there were only 13 new positions, which is a small number for a City our size. She said there is a two percent merit raise but it must be presented with an employee evaluation. She commented that all new and reclassified positions are vetted through the Personnel Board. Mayor Sullivan thanked the City Council for allowing these positions and to keep our employees. She said this was more efficient and Staff does a great job. Page 60 of 332 29 September 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 5:29 p.m. Jack Burrell, Council President ______________________________ Lisa A. Hanks, MMC City Clerk Page 61 of 332 Page 62 of 332 Page 63 of 332 Page 64 of 332 Page 65 of 332 Page 66 of 332 Page 67 of 332 Page 68 of 332 Page 69 of 332 Page 70 of 332 Page 71 of 332 Page 72 of 332 Page 73 of 332 Page 74 of 332 Page 75 of 332 Page 76 of 332 Page 77 of 332 Page 78 of 332 Page 79 of 332 Page 80 of 332 Page 81 of 332 Page 82 of 332 Page 83 of 332 Page 84 of 332 Page 85 of 332 Page 86 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1813 FROM: Erik Cortinas, BUILDING OFFICIAL SUBJECT: Final Adoption: An Ordinance to Repeal and Replace Ordinance No. 1586, Ordinance No. 1599, and Ordinance No. 1804: The Schedule of Fees for Construction and Building Permits. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: That the City Council adopts an Ordinance to Repeal and Replace Ordinance No. 1586, Ordinance No. 1599, and Ordinance No. 1804: The Schedule of Fees for Construction and Building Permits. 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 87 of 332 ORDINANCE NO. _____ WHEREAS, The City of Fairhope desires to ensure proper construction standards are utilized to provide for adequate health, public safety, and welfare of our citizens; and, WHEREAS, The City of Fairhope desires to be competitive in the user fees charged so as to adequately cover the expenses incurred by the City in enforcing established construction standards; NOW THEREFORE, BE IT ORDAINED BY THE CITY OF FAIRHOPE, ALABAMA: 1. THAT CHAPTER 7 BUILDING; CONSTRUCTION; TECHNICAL CODES, ARTICLE I. IN GENERAL, SECTION 7-7 SCHEDULE OF PERMIT FEES, be amended with the following schedule of user charges: New Construction Permit Fees Residential Building Permit Fee $5.00 per $1000.00 of project value (minimum of $100.00) Security/Structured Wire $25.00 Sewer Tap Inspection Fee $25.00 Electrical Permit Fee $75.00 Temporary Elect. Fee $25.00 Plumbing Permit Fee $75.00 Mechanical Permit Fee $75.00 Gas Permit Fee Fee determined by Gas Dept (Ordinance No. 1701) Plan Review Fee $75.00 (For informal reviews with no contractor of record listed, a review fee of $200.00 may be charged) New Plan Submittal $100.00 (after permit is issued) Remodeling Permit Fees Residential Project Value Permit Fee $0.00 - $5,000.00 $25.00 Electrical Permit Fee $25.00 Temporary Elect. Fee $25.00 Plumbing Permit Fee $25.00 Mechanical Permit Fee $25.00 Sewer Tap Inspection Fee $25.00 Gas Permit Fee Fee determined by Gas Dept (Ordinance No. 1701) $5,001.00 - $20,000.00 $5.00 per $1000.00 of project value Electrical Permit Fee $35.00 Temporary Elect. Fee $25.00 Plumbing Permit Fee $35.00 Mechanical Permit Fee $35.00 Sewer Tap Inspection Fee $25.00 Gas Permit Fee Fee determined by Gas Dept (Ordinance No. 1701) $20,001.00 - $50,000.00 $5.00 per $1000.00 of project value Electrical Permit Fee $50.00 Temporary Elect. Fee $25.00 Plumbing Permit Fee $50.00 Mechanical Permit Fee $50.00 Sewer Tap Inspection Fee $25.00 Gas Permit Fee Fee determined by Gas Dept (Ordinance No. 1701) Page 88 of 332 Ordinance No. _____ $5.00 per $1000.00 of project value Electrical Permit Fee New construction rates Temporary Elect. Fee New construction rates Plumbing Permit Fee New construction rates Mechanical Permit Fee New construction rates Sewer Tap Inspection Fee New construction rates Gas Permit Fee Fee determined by Gas Dept (Ordinance No. 1701) Fire Alarm Permit $25.00 Sprinkler System $50.00 Generator $100.00 Fence Permit Fee $5.00 per $1000.00 of project value (minimum of $25.00) Demolition Permit Fee $25.00 Historic Review Admin. Fee $100.00 Swimming Pool Fees $100.00 Roofing Permit Fee $5.00 per $1000.00 of project value (minimum of $25.00) Right of Way Permit Fee Fee determined by Public Works Dept (Ordinance No. 1757) Building Permit Fee $6.00 per $1000.00 of project value (minimum of $100.00) Security/Structured Wire $0.50 per $1000.00 of project value (minimum of $50.00) Sewer Tap Inspection Fee $50.00 Electrical Permit Fee $1.00 per $1000 of project value (minimum of $100.00) Temporary Elect. Fee $25.00 Plumbing Permit Fee $1.00 per $1000 of project value (minimum of $100.00) Mechanical Permit Fee $1.00 per $1000 of project value (minimum of $100.00) Gas Permit Fee Fee determined by Gas Dept (Ordinance No. 1701) Plan Review Fee $2.50 per $1000.00 of project value (For informal reviews, fees may be charged as calculated using the ICC Building Code Valuation Tables. Third party reviews shall be either the cost of the review or the standard charge of $2.50/$1000, whichever is greater) New Plan Submittal $250.00 (after permit is issued) $25.00 Electrical Permit Fee $25.00 Temporary Elect. Fee $25.00 Plumbing Permit Fee $25.00 Mechanical Permit Fee $25.00 Sewer Tap Inspection Fee $25.00 Gas Permit Fee Fee determined by Gas Dept (Ordinance No. 1701) $6.00 per $1000.00 of project value Electrical Permit Fee $35.00 Temporary Elect. Fee $25.00 Plumbing Permit Fee $35.00 Mechanical Permit Fee $35.00 Sewer Tap Inspection Fee $25.00 Gas Permit Fee Fee determined by Gas Dept (Ordinance No. 1701) Page 89 of 332 Ordinance No. _____ $20,001.00 - $50,000.00 $6.00 per $1000.00 of project value $50,001.00 – above $6.00 per $1000.00 of project value Other Commercial Permit Fees $0.50 per $1000.00 of project value (minimum of $50.00) Land Disturbance Permits Land Disturbance Work: $5.00 per $1000.00 of project value (minimum of $25.00) Marine Permits Land based work: $5.00 per $1000.00 of project value (minimum of $150.00) Work over water or submerged state lands are permitted by the US Army Corps of Engineers, Alabama State Lands Division, and the Alabama Department of Environmental Management. This includes piers, marinas over State lands, dredging, tunnels, bridges, underwater pipelines and cables, offshore platforms, etc.) Page 90 of 332 Ordinance No. _____ Building Moving Permit Fees Reinspection Fees Convenience Fee Waiver of Permit Fees • Projects providing public infrastructure or facilities specifically for use by the citizens of Fairhope. • Required repairs that occur due to a natural disaster as determined at the time of such an event. Calculation of Construction Costs Fines and Penalties Refund Policy Page 91 of 332 Ordinance No. _____ SEVERABILITY CLAUSE, If any subsection, sentence, clause, or phrase of this ordinance is for any reason held to be unconstitutional or otherwise invalid by a court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this ordinance. EFFECTIVE DATE, This ordinance shall take effect upon its due adoption and publication as required by law. Page 92 of 332 o ORDINANCE NO. 1586 AN ORDINANCE TO REPEAL AND REPLACE ORDINANCE NO. 674, ORDINANCE NO. 961, ORDINACNE NO. 1113, AND ORDINANCE NO. 1268, CODE OF ORDINANCES TO ALTER THE SCHEDULE OF FEES FOR CONSTRUCTION AND BUILDING PERMITS. WHEREAS, The City of Fairhope desires to ensure proper construction standards are utilized to provide for adequate health, public safety, and welfare of our citizens; and, WHEREAS, The City of Fairhope desires to be competitive in the user fees charged so as to adequately cover the expenses incurred by the City in enforcing established construction standards; NOW THEREFORE, BE IT ORDAINED BY THE CITY OF FAIRHOPE, ALABAMA: 1. THAT, The following schedule of user charges are hereby adopted: New Construction Permit Fees Fees residential commercial Building Permit Fee $5.00 per $1000.00 of project value (min $25.00) $6.00 per $1000.00 of project value (min $100.00) ($ 1.00 per $ 1000.00 of value additional fee for non-residential construction in compliance with Alabama Act 2015-308) Electrical Permit Fee $75.00 $ 1.00 per $ 1000 of value (min $ 100.00) Temporary Elect. Fee $25.00 $25.00 Plumbing Permit Fee $75.00 $1.00 per $1000 of value (min $100.00) Mechanical Permit Fee $75.00 $1.00 per $1000 of value (min $100.00) Security/Structured Wire $25.00 $ .50 per $ 1000 of value (min $25.00) New Construction Permit Fees Fees residential commercial Sewer Tap Inspection Fee $25.00 $50.00 Gas Permit Fee $40.00 $75.00 Plan Review Fee $50.00 $2.50 per $1000.00 (For informal reviews with no contract, fee will be charged at calculated rate with construction costs determined by ICC Building Code Valuation Tables) Fence Permit Fee $5.00 per $1000.00 of value (min $25.00)$5.00 per $ 1000.00 of value (min $25.00) Sign Permit Fee N/A $5.00 per $ 1000.00 of value (min $25.00) Demolition Permit Fee $25.00 $25.00 Reinspection Fees $50.00 for the first reinspection, $75.00 for the second reinspection, $100.00 for the third reinspection Swimming Pool Fees $50.00 $100.00 Name of electrical contractor and electrical permit required for issuance of Swimming Pool Permit Roofing Permit Fee $5.00 per $1000.00 of value (min $25.00)$5.00 per $1000.00 of value (min $25.00) Page 93 of 332 Page 94 of 332 Page 95 of 332 ORDINANCE NO. 1599 AN ORDINANCE TO AMEND ORDINANCE NO. 1586, CODE OF ORDINANCES TO ALTER THE SCHEDULE OF FEES FOR CONSTRUCTION AND BUILDING PERMITS. WHEREAS, The City of Fairhope desires to ensure proper construction standards are u tilized to provide for adequate health, public safety, and welfare of our citizens; and, WHEREAS, The City of Fairhope desires to be competitive in the user fees charged so as to adequately cover the expenses incurred by the City in enforcing established construction standards; NOW THEREFORE, BE IT ORDAINED BY THE CITY OF FAIRHOPE, ALABAMA: 1. THAT, the following schedule of user charges are hereby adopted: New Construction Permit Fees Fees residential commercial Building Permit Fee $5.00 per $1000.00 of project value (min $25.00) $6.00 per $1000.00 of project value (min $100.00) ($1.00 per $1000.00 of value additional fee for non-residential construction in compliance with Alabama Act 2015-308) Electrical Permit Fee $75.00 $1.00 per $1000 of value (min $100.00) Temporary Elect. Fee $25.00 $25.00 Plumbing Permit Fee $75.00 $1.00 per $1000 of value (min $100.00) Mechanical Permit Fee $75.00 $1.00 per $1000 of value (min $100.00) Security/Structured Wire $25.00 $ .50 per $1000 of value (min $25.00) New Construction Permit Fees Fees residential commercial Sewer Tap Inspection Fee $25.00 $50.00 Gas Permit Fee $40.00 $75.00 Plan Review Fee $50.00 (For informal reviews with no contractor of record listed, a review fee of $200.00 will be charged) $2.50 per $1000.00 (For informal reviews with no contract, fee will be charged at calculated rate with construction costs determined by ICC Building Code Valuation Tables) (For projects sent for 3rd party review, the review fee shall be either the cost of the review or the standard charge of $2.50/$1000, whichever is greater) Fence Permit Fee $5.00 per $1000.00 of value (min $25.00) $5.00 per $1000.00 of value (min $25.00) Sign Permit Fee N/A $5.00 per $1000.00 of value (min $25.00) Demolition Permit Fee $25.00 $25.00 Reinspection Fees $100.00 for the first reinspection, $200.00 for the second reinspection, $300.00 for the third reinspection. All fees must be paid in person at the Building Department. Swimming Pool Fees $50.00 $100.00 Name of electrical contractor and electrical permit required for issuance of Swimming Pool Permit Page 96 of 332 Fine for continuing work without approved inspections $500.00 per occurrence. Fine shall be paid in person at the Building Department and contractor/owner must correct all noted deficiencies Roofing Permit Fee $5.00 per $1000.00 of value (min $25.00) $5.00 per $1000.00 of value (min $25.00) Remodeling Permit Fees Fees Project value $0.00 - $5,000.00 Project Value $5,001.00 - $20,000.00 Building Permit Fee $25.00 $6.00 per $1000.00 of value ($1.00 per $1000.00 of value additional fee for non-residential construction in compliance with Alabama Act 2015-308) Electrical Permit Fee $25.00 $35.00 Temporary Elect. Fee $25.00 $25.00 Plumbing Permit Fee $25.00 $35.00 Mechanical Permit Fee $25.00 $35.00 Sewer Tap Inspection Fee $25.00 $25.00 Gas Permit Fee $25.00 $25.00 Fees $20,001.00 - $50,000.00 $50,001.00 - above Building Permit Fee $5.00 per $1000.00 $6.00 per $1000.00 ($1.00 per $1000.00 of value additional fee for non-residential construction in compliance with Alabama Act 2015-308) Electrical Permit Fee $50.00 new construction rates Temporary Elect. Fee $25.00 new construction rates Plumbing Permit Fee $50.00 new construction rates Mechanical Permit Fee $50.00 new construction rates Sewer Tap Inspection Fee $25.00 new construction rates Gas Permit Fee $35.00 new construction rates Building Moving Permit Fees Building Moving Permit $50.00 Required Police Escort $300.00 (minimum) Required Utility Department Work $120.00 per hour (minimum of 3 hours) Regulations governing the moving of existing buildings are outlined in City Ordinance 1035 Where work for which a permit is required by this Code is started or proceeded with prior to obtaining said permit, the fees herein specified shall be doubled, but the payment of such double fees shall not relieve any persons from fully complying with the requirements of this Code in the execution of the work nor from any other penalties prescribed herein. Page 97 of 332 2. SEVERABILITY CLAUSE, If any subsection, sentence, clause, or phrase of this ordinance is for any reason held to be unconstitutional or otherwise invalid by a court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this ordinance. 3. EFFECTIVE DATE, This ordinance shall take effect upon its due adoption and publication as required by law. ADOPTED THIS 14TH DAY of AUGUST, 2017 Page 98 of 332 ORDINANCE NO. 1804 AN ORDINANCE TO AMEND ORDINANCE NO. 1599 , CODE OF ORDINANCES TO ALTER THE SCHEDULE OF FEES FOR CONSTRUCTION AND BUILDING PERMITS. WHEREAS T h e City of Fairhop e d es ires to en sure prop er cons tru cti on standards are utili ze d to provide for ad equ ate h ealth, publi c safety, and we l far e of our ci ti zens; and , WHEREAS , T h e Ci ty of Fairhope des ires to b e competiti ve in the u ser fees charged so as to adequ atel y cover the exp en ses in curre d by the City i n en forcing establi shed construct i on stan dards; NOW THEREFORE , BE IT ORDAINED BY THE CITY OF FAIRHOPE , ALABAMA: 1. THAT , th e fo ll owin g sch edul e of user charges ar e h ereby adopted : New Con stru ction Pe rmi t Fees Fees residential commercial $6 .00 per $1000.00 of project value $6 .00 per $1000 .00 of project value Building Permit Fee (minimum of $100 .00) (minimum of $100 .00) $1 . 00 per $1000 of project value Electrical Permit Fee $75 .00 (minimum of $100 .00) Temoorarv Elect. Fee $25 .00 $25.00 $1.00 per $1000 .00 of project value Plumbing Permit Fee $75 .00 (minimum of $100 .00) $1.00 per $1000.00 of project value Mechanical Permit Fee $75 .00 (minimum of $100.00) Secu rity/Stru ctured Wi re/ Fire Alarm sta nd alone $ .50 per $1000 .00 of project value perm it $25 .00 (minimum of $50 .00) Fire Suppression hood (sta nd alone oroiect) N/A $1 .00 per $1000.00 of project value Sprinkler System $50 .00 $1 .00 oer $1000 of project value Food Truck lnsoections N/A $50.00 $5 .00 per $1000 .00 of project value , Generator $100 .00 (minimum of $200 .00) Sewe r Tao Inspection Fee $25 .00 $50.00 Fee determ in ed by Gas Dept Fee determined by Gas Dept Gas Permit Fee (Ordinance 1701) (Ordinance 1701) $2.50 per $1000 .00 of project value (For informal reviews , fee may be charged as calculated using the ICC Building Code Valuation Tab les . $75 .00 3rd party reviews shall be either the (For informal reviews with no cost of the review or the standard contractor of record listed , a review charge of $2 .50/$1000 , whichever is Plan Review Fee fee of $200 .00 mav be charged) greater) $5.00 per $10 00 .00 of value (min $5 .00 per $1000.00 of project value Fence Perm it Fee $25 .00) (minimum of $50 .00) $5.00 per $1000.00 of project value Sian Perm it Fee N/A (minimum of $50 .00) New Construction Permit Fees Fees residential commercial Demolition Perm it Fee $25 .00 $50.00 $100.00 for the first reinspection , $200 .00 for the second reinspection , Re insoection Fees $300.00 fo r the third reinsoection . $5 .00 per $1000 .00 of project value $5 .00 per $1000 .00 of project value Roofina Permit Fee (minimum of $25 .00) (minimum of $50 .00) Page 99 of 332 Ord inance No . 1804 Page -2- SwimminQ Pool Fees $100 .,00 $250 .00 Remodeling Permit Fees (residential and commercial) Project value Project Value Fees $0.00 -$5,000.00 $5,001.00 -$20,000.00 $5 .00 per $1000 .00 of project value (residential) $6 .00 per $1000 .00 of project value BuildinQ Permit Fee $25 .00 (commercial) Electrical Permit Fee $25 .00 $35.00 T emoorarv Elect. Fee $25 .00 $25.00 Plumbin!l Permit Fee $25 .00 $35.00 Mechanical Permit Fee $25 .00 $35 .00 Sewer Tao Inspection Fee $25 .00 $25.00 Fee determined by Gas Dept Fee determined by Gas Dept Gas Permit Fee (Ordinance 1701) (Ordinance 1701) Fees $20,001.00 -$50,000.00 $50,001.00 -above $5 .00 per $1000.00 of project value $5 .00 per $1000 .00 of project value (residential) (residential) $6 .00 per $1000 .00 of project value $6 .00 per $1000 .00 of project value Building Permit Fee (commercial) (commercial) Electrical Permit Fee $50 .00 new construction rates Temporary Elect. Fee $25 .00 new construction rates PlumbinQ Permit Fee $50 .00 new construction rates Mechanical Permit Fee $50 .00 new construction rates Sewer Tap Inspection Fee $25 .00 new construction rates Fee determined by Gas Dept Fee determined by Gas Dept Gas Permit Fee (Ordinance 1701) (Ordinance 1701) Fee determined by Public Works Dept Fee determined by Public Works Dept Riqht of Wav Permit Fee (Ordinance 1757) (Ordinance 1757) Building Moving Permit Fees Building Moving Permit $50 .00 Required Police Escort $300 .00 (minimum) Required Utility Department Work $120.00 per hour (minimum of 3 hours) Requlations qoverninq the movinq of existinq buildinqs are outlined in City Ordinance 1035 A convenience fee for all credit cards charges may apply and will be assessed directly by the credit card processing vendor . FINES AND PENAL TIES Where work for which a permit is required by this Code is started or proceeds prior to obtaining a permit , the fees herein specified shall be doubled . The payment of such double fees shall not relieve any persons from fully complying with the requirements of this Code in the execution of the work nor from any other penalties prescribed herein . Fine for continuing work without a1212roved ins12ections $500 .00 fine per occurrence may be assessed to the applicant or contractor of record for beginning or continuing work without approved permits or inspections , as determined by the Building Official. After the 2nd documented case , further permit submittals from the applicant or contractor of record may be denied until the case has been adjudicated by the Fairhope Municipal Court. Page 100 of 332 J -~~ ~~ .5 ~ i .r:. ..!!! ]5 ::::, D... .~ "E 0 Ordinance No . 1804 Page -3- Fine for submitting incorrect contractors on a Qermit aQQlication $100 .00 fine per occurrence may be assessed if an inspection is scheduled and performed with an incorrect subcontractor listed on the permit , as determined by the Building Offic ial. There will be no fine or charge for contractor changes submitted to the Building Department prior to any inspection beinQ performed . OccUQ:l£ing a Structure without a Certificate of OccuQanc:l£ {CO} $500 .00 fine may be assessed to the applicant or contractor of record if a structure is occupied prior to the issuance of a CO , as determined by the Building Official. Separate fines may be assessed for each day of occupancy without a CO . After the 2nd documented case , further permit applications from the applicant or contractor of record may be denied until the case has been adjudicated by the Fairhope Municipal Court . Refund PoliC:l£ Building Permit fees of $200.00 or greater may be refunded within 180 days of the expiration of the permit if no work has taken place . The refund policy only applies to primary building permit and Impact Fees , and a written request to refund the fees and void the permit must be submitted by the permit applicant. An administrative fee of $50 .00 will be deducted from the amount of the refund to be issued . 2. SEVERABILITY CLAUSE, If any sub se c tio n, se nten ce, cl au se, or phrase of thi s ordinance is for an y reaso n held to b e un co n stitution al or otherwi se in valid b y a co urt of co mp e ten t juri sdicti on , su ch dec isio n sh all no t affec t th e validity of th e re m ainin g po rtio n s of thi s o rdinan ce. 3. EFFECTIVE D ATE , Thi s ordinanc e shall tak e effect on Septemb er 1, 2024 up on its du e adoption and public ation as required by law . ADOPTED THIS 22 ND D Co r ey M artin , Counci l Pres id ent ATTE ST : Page 101 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-11 FROM: Lisa Hanks, CITY CLERK SUBJECT: Consent Agenda — Resolutions and Requests for FY 2025 – 2026 Appropriations and In-Kind Donations; and to authorize Mayor Sullivan to execute the contracts for the same. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: That the City Council approves the Consent Agenda for the Resolutions and Requests for FY 2025 – 2026 Appropriations and In-Kind Donations; and to authorize Mayor Sullivan to execute the contracts for the same. BACKGROUND INFORMATION: On September 29, 2025, Resolution No. 5574-25 was adopted; and it approved the FY 2025 - 2026 Budget. The funding for the appropriations and in-kind donations were approved in this budget. Therefore, this consent agenda authorizes Mayor Sullivan to execute the contracts for the same. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001240- 50491 Charitable Contributions $279,100.00 $279,100.00 ($0.00) GRANT: LEGAL IMPACT: FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: Individual(s) responsible for follow up: Page 102 of 332 Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 103 of 332 CONSENT AGENDA A resolution authorizing Mayor Sherry Sullivan to execute a Contract between the City of Fairhope and the Downtown Fairhope Business Association for an appropriation of $24,000.00 to advertise and promote the City of Fairhope. A resolution authorizing Mayor Sherry Sullivan to execute a Contract between the City of Fairhope and the United Way of Baldwin County for an appropriation of $1,000.00 to help with continuing support for their collaborative effort with health and human service agencies working to build, grow, and enhance the well-being of citizens in Baldwin County. A resolution authorizing Mayor Sherry Sullivan to execute a Contract between the City of Fairhope and Care House, Inc. for an appropriation of $5,000.00 to help with continuing support for children who are victims of sexual and severe physical abuse; and to help with the distribution of the child abuse prevention curriculum. A resolution authorizing Mayor Sherry Sullivan to execute a Contract between the City of Fairhope and Ecumenical Ministries Incorporated for an appropriation of $10,000.00 to support the needs of Fairhope residents. A resolution authorizing Mayor Sherry Sullivan to execute a Contract between the City of Fairhope and The Fairhope Film Festival for an appropriation of $6,000.00 to help bring sustained economic growth from the film industry to the Alabama Gulf Coast through its Fairhope Film Festival; and use of the Welcome Center as the box office and information booth during the Festival. The dates are from November 12, 2025 through November 14, 2025 and times as presented in request letter. A resolution authorizing Mayor Sherry Sullivan to execute a Contract between the City of Fairhope and the Baldwin County Trailblazers for an appropriation of $5,000.00 to support the Smart Walks and the Walking School Bus Program. A resolution authorizing Mayor Sherry Sullivan to execute a Contract with the Eastern Shore Art Center for use of City Facilities and for an appropriation of $20,000.00 for funds to support and sponsor the educational programs through The Art Center’s Academy of Fine Arts. A resolution authorizing Mayor Sherry Sullivan to execute a Contract between the City of Fairhope and the Fairhope Pirate Booster Club, Inc. for an appropriation of $10,000.00 to help with the construction and renovation of the High School Gym. This will include the renovation and upgrading of the gym lockers room; and to approve the use of the Fairhope Civic Center for the Annual Drawdown and Silent Auction (date to be announced) which includes the use of associated rooms as needed, placement of a tent in the parking lot (all rental expenses paid by the Club), and use of the facility’s tables and chairs in the tent. A resolution authorizing Mayor Sherry Sullivan to execute a Contract between the City of Fairhope and Mobile Bay National Estuary Program for an appropriation of $65,000.00 to support activities related to Stormwater education and watershed management; and to help fund the Bacterial Source Tracking Study for Fly Creek. A resolution authorizing Mayor Sherry Sullivan to execute a Contract between the City of Fairhope and the Fairhope-Point Clear Rotary Youth Club for an appropriation of $57,000.00 to help manage and operate the Fairhope-Point Clear Rotary Youth Club facility. Page 104 of 332 A resolution authorizing Mayor Sherry Sullivan to execute a Contract between the City of Fairhope and the Eastern Shore Chamber of Commerce for an appropriation of $21,000.00 (which includes $14,000.00 for the Annual Leaders Council Program) to advertise and promote the City of Fairhope. A resolution authorizing Mayor Sherry Sullivan to execute a Contract between the City of Fairhope and Baldwin County Economic Development Alliance for an appropriation of $20,000.00 to support economic development facilitation within the City of Fairhope. A resolution authorizing Mayor Sherry Sullivan to execute a Contract between the City of Fairhope and the Baldwin Pops for an appropriation of $8,100.00, in-kind services in the amount of $8,000.00, and resources including personnel, but not security after normal business hours; and provides an exception to the Sign Ordinance by allowing banners for their Citywide events and to be displayed 10 days prior to those events to advertise and promote the City of Fairhope. A resolution authorizing Mayor Sherry Sullivan to execute a Contract between the City of Fairhope and Safe Harbor Animal Coalition, Inc. for an appropriation of $5,000.00 to help Trap, Neuter & Return “TNR”) local area cats. A resolution authorizing Mayor Sherry Sullivan to execute a Contract between the City of Fairhope and Jennifer Claire Moore Foundation for an appropriation of $2,500.00 to help provide programs, services, and resources across Baldwin County that support the mental well -being of our Youth through programs like “Peer Helpers PLUS” that is a multi-tiered prevention and support program for K-12 schools. A resolution authorizing Mayor Sherry Sullivan to advertise and promote the City of Fairhope through its “Live at Five Concerts” that fund The Jacob Hall Memorial Music Foundation who gives grants to musicians or aspiring musicians who have a specific musical need. These concerts contribute to the quality of life for the Community; and Friends of the Halstead, Inc. will also donate tickets for each concert to be used as Safety Awards or Employee Recognitions. A resolution authorizing Mayor Sherry Sullivan to execute a Contract between the City of Fairhope and Thomas Hospital for use of the City facilities (rental and cleaning fees), including streets and parks, depending on availability and permission from the Rental Facilities Manager; but they would be responsible for any incidentals, damages, or security if necessary. Approving the request of Golf Green Fees and Cart Fees for the Fairhope Educational Enrichment Foundation (“FEEF”) Golf Tournament and Booster Golf Tournament as an in-kind donation ($7,500.00). Approving the request of the Eastern Shore Optimist Club requesting an in-kind donation ($2,000.00) to use the Fairhope Civic Center for the Dogwood Trail Pageant and Scholarship Program. Page 105 of 332 Page 106 of 332 Page 107 of 332 Page 108 of 332 Page 109 of 332 Page 110 of 332 Page 111 of 332 Page 112 of 332 Page 113 of 332 Page 114 of 332 Page 115 of 332 Page 116 of 332 Page 117 of 332 Page 118 of 332 Page 119 of 332 Page 120 of 332 Page 121 of 332 Page 122 of 332 Page 123 of 332 Page 124 of 332 Page 125 of 332 Page 126 of 332 Page 127 of 332 Page 128 of 332 Page 129 of 332 Page 130 of 332 Page 131 of 332 Page 132 of 332 Page 133 of 332 Page 134 of 332 Page 135 of 332 Page 136 of 332 RESOLUTION NO. _____ WHEREAS, a contract shall be executed between the City of Fairhope and Friends of the Halstead, Inc., making an appropriation of $10,000.00 to advertise and promote the City of Fairhope through its “Live at Five Concerts” that fund The Jacob Hall Memorial Music Foundation who gives grants to musicians or aspiring musicians who have a specific musical need. These concerts contribute to the quality of life for the Community; and Friends of the Halstead, Inc. will also donate tickets for each concert to be used as Safety Awards or Employee Recognitions. WHEREAS, the term of said contract shall be for one (1) year, beginning 1 October 2025 and ending 30 September 2026; but the contract shall be cancelled at any time upon notice. WHEREAS, payment shall be made in the total amount of $10,000.00. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to sign a contract between the City of Fairhope and Friends of the Halstead, Inc. DULY ADOPTED THIS 13TH DAY OF OCTOBER, 2025 _________________________________ Jack Burrell, Council President Attest ______________________________________ Lisa A. Hanks, MMC City Clerk Page 137 of 332 CONTRACT STATE OF ALABAMA )( : COUNTY OF BALDWIN )( For and in consideration of the sum of Ten Thousand Dollars, ($10,000.00), to be paid as per motion for approval of this appropriation, duly approved and adopted by the GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, on the 13th day of October, 2025; We, FRIENDS OF THE HALSTEAD, INC., to advertise and promote the City of Fairhope through its “Live at Five Concerts” that fund The Jacob Hall Memorial Music Foundation who gives grants to musicians or aspiring musicians who have a specific musical need. These concerts contribute to the quality of life for the Community; and Friends of the Halstead, Inc. will also donate tickets for each concert to be used as Safety Awards or Employee Recognitions. The term of this contract shall be for the Fiscal year of 20 25 - 2026. This contract may be cancelled at any time. Pursuant of the motion for approval of this appropriation, a one -time payment shall be made in the total amount of $10,000.00, until contract either expires or is cancelled. Signed this 14th day of October, 2025 FRIENDS OF THE HALSTEAD, INC. By_________________________________ John Cochran, Executive Director CITY OF FAIRHOPE By ________________________________ Sherry Sullivan, Mayor Attest: ____________________________ Lisa A. Hanks, MMC City Clerk Page 138 of 332 Page 139 of 332 Page 140 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-9 FROM: Hunter Simmons, PLANNING DIRECTOR SUBJECT: Site Plan Review and Approval - Request of the Applicant, Chris Lieb, on behalf of the Owner, Avrend, LLC, for Site Plan Approval of Rock Creek Commercial. The property is approximately 2.23 acres and is zoned PUD – Planned Unit Development. The property is located on Rock Creek Parkway east of US 98. PPINs #: 347922, 242236. (Planning Commission unanimously recommends approval of SR 25.04). AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: Council Approval BACKGROUND INFORMATION: PC recommended approval with conditions. One being an additional traffic review. Traffic review letter is included in the packet. 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 141 of 332 Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 142 of 332 Planning Commission (7 Ayes)(0 Nays) voted to recommend approval of SR 25.04 Page 143 of 332 APPLICATION FOR SITE PLAN APPROVAL Application Type: Attachments: Date of Application: Site Plan U Articles of Incorporation or List all associated investors Property Owner /Leaseholder Information Name of Property Owner:Avrend,LLC Phone Number: ___________ I Address of Property Owner:1026 Stanton Rd Ste A City:Daphne State:AL Zip:36526 Proposed Site Plan Name: ________________________________________ Site Acreage:2.23 Sq.Footage:20,000 Parcel No:05-43-09-32-0-001-164.002 &Current Zoning:PUD 05-43-09-32-0-001-164.001 I certifr that I am the property owner/leaseholder of the above described property and hereby submit this site plan to the City for review.*Jf property is owned by Fairhope Single Tax Corp. an authorized Single Tax representative shall sign this application. Devon L.Harris Signature Authorized Agent Information Name of Authorized Agent”_Lieb,Lieb Engineering comPap Number:2519789779 Address:1290 Main Street Ste E City:Daphne State:AL Zip:36526 Contact Person:Chris Lieb Engineer/Architect Information Name of Firm:Lieb Engineering Company Phone Number:2519789779 Address:1290 Main Street Ste E City:Daphne State:AL Zip:26526 Contact Person:Chris Lieb Property Owner/Leaseholder Printed Name Date Fairhope Single Tax Corp.(If Applicable) Page 144 of 332 1 SR 25.04 Rock Creek Commercial – September 4, 2025 Summary of Request: Request of the Applicant, Chris Lieb, PE with Lieb Engineering, on behalf of the Owner, Avrend, LLC, for Site Plan Approval of Rock Creek Commercial. The property is approximately 2.23 acres and is zoned PUD – Planned Unit Development. The property is located on Rock Creek Parkway east of US 98. Comments: General Comments: •Rock Creek PUD was adopted in the early 90’s and has been amended several times and has had several subdivisions and re-subdivisions. The last revision that affected this property built the existing building (Bank) on lot 1 which included drainage for all three lots. The proposed project combines lots, 2 and 3. The shared drive is being utilized with no new curb cuts being required. Building: •The building is two stories with parking underneath. The height requirement per the PUD is not to exceed 35’ measured from grade level to the roof line. The proposed building is 30’. Parking: •A traffic study was not required. The shared drive is being utilized with no new curb cuts being required. •The required 91 parking spaces are provided. Part of the parking provided is underneath the building utilizing the topography of the property. Connectivity: •A sidewalk and pedestrian bridge/stairs will connect the proposed building to the sidewalk along Rock Creek Parkway. Drainage: •The existing drainage patterns are not changing. The site is tying into the existing drainage. The drainage was reviewed in more detail during the MOP review SD 25.14. Page 145 of 332 2 SR 25.04 Rock Creek Commercial – September 4, 2025 Locations, intensity, and heights of exterior lights: •No issues with the proposed lighting plan. Mechanical equipment: •The building drops down in height towards the rear and the mechanical equipment is located on this lower roof and not visible from the street. Dumpster location and screening: •Garbage is collected in a dumpster in the northeast corner of the property. Landscaping: •Landscape buffering has been revised per the City’s Horticulturalist comments. Location and size of all Signage: •Signage will be reviewed at time of a sign permit submittal. Utilities: •A utility plan was submitted and has been reviewed and approved by the appropriate providers. No utility upgrades are required. ADA Requirements: •ADA requirements per the Architect are met and at time of building permit will be further verified. Recommendation: Staff recommends approval with conditions of case SR 25.04 Rock Creek Commercial. 1.A re-plat is completed combing the property together. 2.Revise the site plan to reflect the wetland buffer signs at the wetland buffer line and not the wetland line. 3.Approval of SD 25.14 Rock Creek Commercial MOP Additional Comments: Planning Commission as a condition of the Multiple Occupancy Project case SD 25.14 requested an additional traffic review of the ingress/egress at the entrance to Rock Creek during rush hour. The applicant provided a traffic review from Neel-Schaffer. In general, the recommendation, if the additional traffic becomes a continuous problem is ALDOT should be contacted to tweak the signal timings and re-striping options. The traffic letter has been included at the end of this review packet. Page 146 of 332 ISSUED FOR REVIEW NORTH 0 30'60' SCALE: 1" = 30' Page 147 of 332 38 ' - 5 " KEY DESCRIPTION BRICK VENEER PRE-FINISHED PARAPET COPING STANDING SEAM METAL ROOFING DECORATIVE METAL COLUMN DECORATIVE METAL RAILING ALUMINUM SINGLE HUNG WINDOW DECORATIVE SHUTTER CONCRETE LOW WALL OPEN TO PARKING GARAGE 3/16" = 1'-0" A201 EXTERIOR ELEVATIONS REVISIONS OBERA CONNECT ROCK CREEK PKWY. FAIRHOPE, AL 36532 PROJECT NO: - NO. DATE DESCRIPTION Submittal Set KEY PLAN DATE:2025-07-25 DESIGNER SEAL NEW OFFICE AND RETAIL BUILDING DESIGNER SIGNATURE Mark B. Hammond, Architect 1207 Captain O'Neal Drive Daphne, Alabama 36526 251.209.3649 - mark@mbharchitect.com 3/16" = 1'-0" Page 148 of 332 3/16" = 1'-0" A202 EXTERIOR ELEVATIONS REVISIONS OBERA CONNECT ROCK CREEK PKWY. FAIRHOPE, AL 36532 PROJECT NO: - NO. DATE DESCRIPTION Submittal Set KEY PLAN DATE:2025-07-25 DESIGNER SEAL NEW OFFICE AND RETAIL BUILDING DESIGNER SIGNATURE Mark B. Hammond, Architect 1207 Captain O'Neal Drive Daphne, Alabama 36526 251.209.3649 - mark@mbharchitect.com 3/16" = 1'-0" Page 149 of 332 TS 6"X6"X1/4" WITH CAP PLATE, SET MINIMUM 36" INTO 24" CONCRETE PIER (PAINT) FRAME, LONG LEG FACING OUT, WELD AND GRIND ALL JOINTS SMOOTH, TYPICAL (PAINT) 6"Ø STEEL PIPE BOLLARD, FILL WITH CONCRETE AND PAINT DUMPSTER EQUIPMENT BY OTHERS BRICK VENEER. MATCH FIELD COLOR OF CAR WASH 12 ' - 0 " 13'-4" 2' - 8 " 5'-0"3'-6" 9" TS 6"X6"X1/4" WITH CAP PLATE, SET MINIMUM 36" INTO 24" CONCRETE PIER (PAINT) DUMPSTER PAD PAVEMENT, SEE DUMPSTER PAD PAVEMENT DETAIL 24" DIAMETER, 3000 PSI CONCRETE FILL PRECAST CONCRETE CAP, SECURE TO TOP ON 3/8" MORTAR BED SIMILAR TO BLOCK COURSE MORTAR BED HORIZONTAL :DURO-WALL" TRUSS TYPE REINFORCEMENT AT 16" ON CENTER 8" CONCRETE MASONRY UNITS NO. 5 BARS @ 16" O.C., MAXIMUM, FILL ALL CELLS WITH REINFORCING WITH 2500 PSI CONCRETE @ 28 DAYS NO. 5 DOWELS SPACED SAME AS VERTICAL BARS DUMPSTER PAD PAVEMENT, SEE DUMPSTER PAD PAVEMENT DETAIL 1-NO. 5 BAR, CONT. SUBGRADE COMPACTED TO 95% OF MODIFIED PROCTOR DENSITY 3-NO. 5 BARS, CONT. NO. 3 TIES @ 18" O.C., MAX. BRICK VENEER WITH TIES @ 32" O.C. VERT. & HORIZ. DUMPSTER GATE WITH L3X2X1/4 ANGLE FRAME, LONG LEG FACING OUT, WELD AND GRIND ALL JOINTS SMOOTH, TYP. (PAINT TREX PICKETS, SECURED TO METAL FRAME 1 1/2"X 1 1/2"X1/4" ANGLE BACKER BETWEEN ANGLE GATE FRAME ON INSIDE OF ENCLOSURE (2 EA. GATE) 1 1/2" DIAMETER STRIKE HOLES IN PAVING TO RECEIVE LOWERED CANE BOLT, AS REQ'D, SEE CANE BOLT DETAIL. CANE BOLT MOUNTED TO OUTSIDE OF ENCLOSURE. TS 6"X6"X1/4" WITH CAP PLATE, SET MINIMUM 36" INTO 24" CONCRETE PIER (PAINT) 7" BARREL TYPE SURFACE WELDED BALL BEARING HINGES WITH FORCED LUBRICATION CAPABILITY (PAINT) BRICK VENEER 1/2" DIA. X 2" HEADED STUD WELDED TO GATE FRAME (OFFSET TO REST TOP OF CANE BOLT) TS 2"X2"X3/16" WITH 3/4" HOLE TO RECEIVE CANE BOLT, FILLET WELD ALL SIDES TO GATE. 5/8" DIAMETER CANE BOLT, FIELD WELD "STOP" TO PREVENT CANE FROM BEING REMOVED TS 2"X2"X3/16" X 21" WITH 1/4" PLATE EA. END, DRILL HOLES IN CAP TO ALLOW FREE BOLT MOVEMENT. 1" DIA. X 8" LONG BOLT AT BOTTOM OF CANE DRILL 1 1/2" DIA. STRIKE HOLE IN PAVING TO RECEIVE LOWER CAN BOLT 1/4" PLATE 4" X 12" WITH RECEPTION HOLES FOR CANE BOLT 2 5/8" QUIK BRIK BOLTS EA. END OF PLATE CONCRETE CAP BRICK VENEER WITH TIES @ 32" O.C. VERT. & HORIZ. 7' - 0 " TS 6"X6"X1/4" WITH CAP PLATE, SET MINIMUM 36" INTO 24" CONCRETE PIER. PAINT TO MATCH BRICK 6' - 6 " A203 DUMPSTER ENCLOSURE PLANS AND DETAILS REVISIONS OBERA CONNECT ROCK CREEK PKWY. FAIRHOPE, AL 36532 PROJECT NO: - NO. DATE DESCRIPTION Submittal Set KEY PLAN DATE:2025-07-25 DESIGNER SEAL NEW OFFICE AND RETAIL BUILDING DESIGNER SIGNATURE Mark B. Hammond, Architect 1207 Captain O'Neal Drive Daphne, Alabama 36526 251.209.3649 - mark@mbharchitect.com 3/8" = 1'-0"1/2" = 1'-0" 1/2" = 1'-0" 3/8" = 1'-0" 3/4" = 1'-0" 3/8" = 1'-0" Page 150 of 332 PRESERVE HERITAGE SHORT LEAF PINE TO REMAIN HERITAGE TWIN LAUREL OAK TO REMAIN HERITAGE SHORT POPLAR TO REMAIN HERITAGE SHORT LEAF PINE TO BE REMOVED TREE PROTECTION FENCE TREE PROTECTION ZONE TREE PROTECTION LEGEND 00 20' 40' N O R T H Scale: 1" = 20' TREE PROTECTION PLAN1 Safely.Dig 800-292-8525 #DIG (Cellular) HERITAGE TREE TO BE REMOVED, TYP. HERITAGE TREE TO REMAIN, TYP. TREE PROTECTION FENCE, TYP. TREE PROTECTION ZONE, TYP. TREE PROTECTION FENCE, TYP. Page 151 of 332 PRESERVEPRESERVE (2) QV (18) SB (2) TD (2) TD (3) AS (1) QV (1) QV (1) LN (1) MA (1) LN (1) MA(1) MA (1) QV (1) LN (1) MA (1) AS (1) QV (1) QV (1) AS (1) AS (2) AS (1) AS (1) AS (2) QV (8) WM (6) OF (5) WM (6) OF (6) WM (6) OF (6) WM 00 20' 40' Safely.Dig 800-292-8525 #DIG (Cellular) N O R T H LANDSCAPE PLANTING PLAN1 Page 152 of 332 SYMBOL CODE QTY BOTANICAL / COMMON NAME CONT CAL HT TREES AS 10 ACER BARBATUM / SOUTHERN SUGAR MAPLE FULL HEAD, SPECIMEN QUALITY B&B OR CONT 2"CAL 10` LN 3 LAGERSTROEMIA INDICA `NATCHEZ` / `NATCHEZ` CRAPE MYRTLE STANDARD TRUNK; FULL HEAD B&B OR CONT 1.5"CAL 8' MA 4 MAGNOLIA VIRGINIANA / SWEETBAY MAGNOLIA 3 TRUNKS; FULL HEAD B&B OR CONT 1.5"CAL 8' QV 9 QUERCUS VIRGINIANA / SOUTHERN LIVE OAK FULL HEAD, SPECIMEN QUALITY B&B OR CONT 2"CAL 10` TD 4 TAXODIUM DISTICHUM / BALD CYPRESS FULL HEAD, SPECIMEN QUALITY B&B OR CONT 2"CAL 10` SYMBOL CODE QTY BOTANICAL / COMMON NAME CONT HT SPACING SHRUBS WM 25 MYRICA CERIFERA / COMMON WAX MYRTLE SHRUB FORM, FULL TO GROUND CG 48" 60" o.c. OF 18 OSMANTHUS FRAGRANS / SWEET OLIVE SHRUB FORM, FULL TO GROUND CG 48" 60" o.c. SB 18 VIBURNUM ODORATISSIMUM / SWEET VIBURNUM FULL TO GROUND CG 48" 48" o.c. SOD/SEED SOD 21,745 SF CYNODON DACTYLON `TIFWAY 419` / TIFWAY 419 BERMUDA GRASS SOD PLANT SCHEDULE 2 X ROOTBALL UNDISTURBED SUBGRADE ROOTBALL AT BACKFILL AWAY FROM ROOTBALL. AT WATER WELL. MULCH TO DEPTH FINISHED GRADE. 1 " HIGHER SLOPE FINISHED GRADE FINISHED GRADE. THAN SURROUNDING SET ROOTBALL CROWNFORM 3" CONTINUOUS SAUCER AROUND PLANTING PIT BACKFILL WITH A MIXTURE OF PLANTING PIT SPOIL AND PREPARED PLANTING SOIL, PER SPECS, FROM ADJACENT PLANTING AREA PLANTING TABLETS, AGRIFORM OR EQUAL, PER MANUF. RECOMMENDATIONS. SHRUB PLANTING 1" = 1'-0"1 329333.13-01 A A B B TYPICAL PLANT SPACING2 STAKING DETAIL PLANT PIT DETAIL TREE PLANTING - GUY STRAP SPECIFIED PLANTING MIX. WATER AND TAMP TO REMOVE AIR POCKETS. . FINISHED GRADE 3 x x x x x x x x x x x x x x x x x x x GENERAL PLANTING NOTES 1" = 1"329399-024 Safely.Dig 800-292-8525 #DIG (Cellular) QUANTITY TAKEOFF DISCLAIMER: Page 153 of 332 PRESERVE 00 20' 40' N O R T H SITE LIGHTING PLAN1 Page 154 of 332 STREET LIGHT DETAIL NOT TO EXCEED MAX. HEIGHT PER AHJ REQ'S 6" 3' 1 Page 155 of 332 RIVIERA UTILITIES 413 East Laurel Avenue - Foley, AL 36535 Phone (251) 943-5001 7/24/2025 Mary Kate O’Connell Lieb Engineering 1290 Main Street, Suite E Daphne, AL 36526 RE: Parcel 05-43-09-32-0-001-164.001 and Parcel 05-43-09-32-0-001-164.002 This letter is to confirm based on the site plan received; Riviera Utilities is willing and able to provide electric service to the above referenced property. Riviera Utilities requires a 10’ easement along all side property lines and a 15’ easement along all front and rear property lines. Please ensure all property plats reflect the easements. Upon final design, Riviera Utilities will provide estimates for service fees and system installation requirements to meet all Riviera specifications. Please contact the following Riviera employees concerning costs and requirements. Name Department Email Wes Abrams Electric wabrams@rivierautilities.com If you have any questions or comments, contact Riviera Utilities at 251-943-5001. Thank you, Tony L. Schachle Jr. Page 156 of 332 Page 157 of 332 en g i n e e r s | pl a n n e r s | su r v e yo r s | en v i ron m e n tal sc i e n t i st s | la n d s cap e ar ch i te c t s P: 251.471.2000 | F: 251.471.5997 5 Dauphin Street, Suite 200 Mobile, AL 36602 www.neel-schaffer.com September 11, 2025 Mr. Chris Lieb, PE Lieb Engineering Company 1290 Main Street, Suite E Daphne, AL 36526 Re: Traffic Review for Office Building – Rock Creek Dear Mr. Lieb: Per your request, we have completed a traffic review for the proposed office building proposed at Rock Creek that would be sharing the current accesses with Cadence Bank. The trip generation of the proposed office was developed using the trip rates contained in the Institute of Transportation Engineers (ITE), Trip Generation, 12th Edition. Land Use 710 General Office Building was utilized for the trip generation. The trip generation calculations for the proposed site traffic are shown in Table 1. Table 1 Trip Generation Rock Creek Parkway likely has its highest traffic volume exiting during the AM Peak hour and would correspond with peak 15–30-minute period when people are leaving to take children to school. The trip generation above indicates that the anticipated inbound trips for the proposed development would be 37 during this AM Peak hour. These 37 trips would have access to two existing access points to enter the site (one on Rock Creek Parkway and one on US Highway 98). It is anticipated that a majority of people arriving at the proposed building will be familiar with local traffic patterns and will use the path of least resistance. This means that if the access on Rock Creek is difficult to enter in the AM peak, they will continue north and enter the access on US Highway 98. Those that would continue to use the Rock Creek Parkway entrance would be people traveling to the site from areas north of the site (Daphne). In addition, people leaving the site during the PM peak hour will have two opinions. Those wishing to travel north will likely utilize the Page 158 of 332 access on US Highway 98. Those wishing to travel south will likely utilize the driveway on Rock Creek Parkway however, that movement is a right turn out. Rock Creek Parkway provides a short eastbound left turn lane for the existing access. Westbound, Rock Creek Parkway widens just after the access point to provide dedicated left and right turn lanes onto US Highway 98. The right turn lane also has an acceleration lane on US Highway 98. It is possible that westbound traffic could queue (spillback) to or beyond the access point during peak hours due to long green times that the signal on US Highway 98 is providing for traffic on US Highway 98. If this is or becomes a continuous problem throughout the day, a request to the Alabama Department of Transportation (ALDOT) could be made to tweak the signal timings. In addition, it could be beneficial for the striping on Rock Creek Parkway to be refreshed (between the brick inlay and the existing driveway) so that exiting cars know there are two lanes beyond the access point and that there is a dedicated left turn lane eastbound into the site. One other option that is common when stop controlled side street intersect a main line prior to a traffic signal is to install a R10-7 “Do Not Block Intersection” sign prior to the intersecting street. In addition, a white box may be striped “painted” to give a visualization to the driver where they should not stop. This would allow left-turning vehicles the ability to turn into the existing access if spillback from the signal is a common occurrence. Below is a figure from the Manual on Uniform Traffic Control Devices (MUTCD) illustrating this option. If you have any questions regarding this traffic review, please call me at (251) 545-1219. Page 159 of 332 Sincerely, NEEL-SCHAFFER, INC. Shane M. Bergin, P.E., PTOE, PTP, RSP1 Professional Traffic Engineer Page 160 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-13 FROM: Hunter Simmons, PLANNING DIRECTOR SUBJECT: Resolution - That the public improvements indicated herein for Rockwell Place are hereby accepted for public maintenance subject to the bond posted; and authorizes Mayor Sherry Sullivan to execute the Maintenance and Guaranty Agreement between the City of Fairhope and Rockwell, LLC. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: 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 161 of 332 RESOLUTION NO. _______ WHEREAS, the Owners of Rockwell Place Subdivision desire to have all public streets and public right-of-ways dedicated on the plat filed for record in the Probate Records of Baldwin County, Alabama, on Slide 2942-B, and all Fairhope public utilities located in public right- of-ways accepted for maintenance by the City of Fairhope, Alabama, and; WHEREAS, the City of Fairhope, Alabama, has received notice from the engineers of the project that the design and capacity of the public improvements have been designed in conformance with City requirements, and; WHEREAS, the Public Works Director has indicated that the improvements meet City requirements, and; WHEREAS, the City of Fairhope, Alabama, has received from the owners of Rockwell Place, maintenance bonds for the public improvements constructed for a period of 2 years, and; NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAIRHOPE, ALABAMA that the public improvements indicated herein for Rockwell Place are hereby accepted for public maintenance subject to the bond posted; and authorizes Mayor Sherry Sullivan to execute the Maintenance and Guaranty Agreement between the City of Fairhope and Rockwell, LLC (the “Subdivider”). BE IT FURTHER RESOLVED this resolution of acceptance shall not obligate the City of Fairhope to maintain any utility or drainage facilities outside the limits of the right-of-way of the public streets, or any irrigation systems installed within the right-of-way of public streets, whether or not such may be located within dedicated easements in any of these developments. Adopted on this 13th day of October, 2025 ____________________________ Jack Burrell, Council President Attest: ____________________________ Lisa A. Hanks, MMC City Clerk Page 162 of 332 2116756 Page 163 of 332 thirty 30 Page 164 of 332 Page 165 of 332 Page 166 of 332 Page 167 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1829 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is requesting approval for the procurement of CARUS 8700 Corrosion Inhibitor for water treatment. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: To approve this procurement of CARUS 8700 Corrosion Inhibitor from Alberty & Blakeney LLC as a sole source distributor for the estimated annual cost of $360,000.00. BACKGROUND INFORMATION: The Superintendent of Water/Wastewater, Daryl Morefield, is requesting approval for the procurement of CARUS 8700 Corrosion Inhibitor for water treatment. Alberty and Blakeney LLC is the sole source distributor of CARUS 8700 water treatment chemical for Fairhope. Attached is the quoted pricing from Alberty & Blakeney LLC reflecting the price per pound of $1.7053 until December 31, 2025. The price per pound is anticipated to increase by 7% - 10% for 2026. This procurement is a sole source based on the option by the Code of Alabama 1975, Section 41-16-51(13): "Contractual services and purchases of commodities for which there is only one vendor or supplier and contractual services and purchases of personal property which by their very nature are impossible to award by competitive bidding." The estimated annual spend for FY 2026 is Three Hundred Sixty Thousand Dollars ($360,000.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004010- 53011-10 Water Treatment Supplies $360,000.00 $360,000.00 ($0.00) Total FY26 Budget for Water Treatment Supplies is $650,000.00. Page 168 of 332 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 169 of 332 RESOLUTION NO. ________ , as follows: [1] That the City of Fairhope approves the procurement of CARUS 8700 Corrosion Inhibitor Water Treatment Chemical as the Sole Source Procurement from distributor Alberty & Blakeney LLC, for an estimated annual amount of $360,00000 based on the option by the Code of Alabama 1975, Section 41-16-51(13): “Contractual services and purchases of commodities for which there is only one vendor or supplier and contractual services and purchases of personal property which by their very nature are impossible to award by competitive bidding.” ADOPTED ON THIS 13TH DAY OF OCTOBER, 2025 Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 170 of 332 September 10, 2025 CONFIDENTIAL Mr. Bryan Adams P.O. Box 429 Fairhope, AL 36533 Dear Bryan: Since you are working on the 2026 budget, we are pleased to provide you with our price quote for the CARUS 8700 (blended orthophosphate & polyphosphate) chemicals for the City of Fairhope – Water Department. Currently, our “Delivered Price” for the CARUS 8700 to The City of Fairhope is $1.7053/Pound or $5,300/Tote. We’ve held this price throughout 2025 and will honor this price until December 31, 2025. As mentioned above, this is a Delivered Price so it includes all freight & fuel surcharges. Unfortunately, the cost of freight continues to increase due to higher wages for drivers and higher insurance rates for freight companies. Additionally, our chemical price includes the cost of the corrosion coupons & respective analysis. The cost of the corrosion coupons increased by 12% during 2025. We’ve absorbed both increases during 2025 and held our CARUS 8700 chemical price to Fairhope. *At this point, we do not have updated pricing from CARUS Chemical for January 1, 2026. As per the Carus - National Sales Director: “We are still in negotiations with our raw material suppliers to best understand what our raw material costs will be in 2026. We would expect to have updated pricing to all customers by December 15, 2025. Supply continues to be stable as CARUS is contracted with multiple suppliers with US operations. There has been price pressure related to both tariffs and supply/demand as well as raw material cost drivers (P4, Rock/Sulfuric/Energy, etc.) We’ve received several producer price increase announcements affecting phosphoric acid and sodium salts. The total impact of the increases is 20% - 25%. We have been able to mitigate and absorb most of these increases through 2025. Therefore, your current 2025 prices have been extended through 12/31/25. For 2026, we anticipate an increase range of 7% – 10% for budgetary purposes. This increase is based on additional instability related to strong demand and tariffs.” Therefore, beginning January 1, 2026, we anticipate a small adjustment to our CARUS 8700 chemical price to Fairhope; however, at this point we can’t provide an exact price due to the unknowns mentioned above. Once CARUS announces the 2026 pricing then we will immediately notify you in writing of 2026 pricing for the CARUS 8700. We will hold this new 2026 pricing until December 31, 2026, unless there is a significant change in the market conditions and CARUS implements a price increase. If there is a need for a price adjustment prior to December 31, 2026, then we will provide 30-days’ written notice and a pricing adjustment letter from CARUS for justification purposes. Product 2025 Delivered Price *2026 Delivered Price CARUS 8700 $1.7053/pound ($5,300/tote) $1.7053/pound ($5,300/tote) Attached please find the letter from CARUS stating that Alberty & Blakeney, LLC is the only Authorized Distributor of the CARUS 8700 product to the City of Fairhope. Page 171 of 332 November 14, 2023 Water Department – City of Fairhope Page 2 The CARUS 8700 is a specialty chemical composed of 85% orthophosphate & 15% polyphosphate with a total phosphate content of 33%. The purpose of this product is to provide corrosion inhibition and sequester iron & manganese throughout the distribution system. Alberty & Blakeney, LLC will continue to provide corrosion coupons & analytical reports for FAIRHOPE at no additional cost. The costs for these corrosion coupons and laboratory testing are approximately $7,000/year. Keep in mind, this was an expense for FAIRHOPE prior to Alberty & Blakeney, LLC providing the CARUS specialty water treatment chemicals. Additionally, the CARUS Technical Team along with Alberty & Blakeney, LLC were very helpful in the evaluation of the FAIRHOPE water chemistry and recommendations to convert from a zinc-orthophosphate product to an ortho/polyphosphate product. The CARUS 8700 product is providing superior results, and this is critical with the upcoming changes to the US EPA Lead & Copper Rule. Alberty & Blakeney, LLC is an industrial specialty chemical company located in Baton Rouge, LA. Our primary concern is the management of water treatment chemicals and services for boiler, cooling, process, potable, and wastewater systems. We have over 75 years of experience in the water treatment industry. This experience, along with low overhead, has provided our customers with significant improvements in results and cost savings. Collectively, we save our customers over $2,000,000 per year when compared to previous water treatment programs from the national companies. Our customers are located in south Louisiana, Mississippi, Alabama and Texas. A brief summary of our water treatment applications is provided below. We provide water treatment chemicals & engineering support for Potable Water Systems totaling over 130,000,000 gallons/day. Obviously, this covers many cities and communities. For instance, we have been providing water treatment chemicals & services to the city of Baton Rouge for the past 25 years. The Baton Rouge Water Company produces on average 60,000,000 GPD of potable water. The BRWC ground water (wells) is similar to your water chemistry in that it requires corrosion inhibition and sequestering. We treat numerous potable water systems that require corrosion control as well as sequestering of iron and manganese. Alberty & Blakeney, LLC will meet or exceed all of The City of Fairhope’s specifications & requirements. The CARUS 8700 is manufactured in the U.S.A and meets the required NSF/ANSI Standard 60 Certification for Drinking Water Treatment Chemicals. All material will conform to all AWWA Specifications and meet American National Standards Institute and National Sanitation Foundation ANSI/NSF. We are an authorized distributor for CARUS Corporation; therefore, we have full access to their technical support & laboratory services. We can provide quarterly water sampling and analysis at no additional charge. CARUS Corporation is the leading U.S. supplier of phosphate-based corrosion inhibitors & sequestering agent’s programs for drinking water utilities. In summary, we will continue to work closely with your Water Department Team to meet their goals for providing the best potable water to their customers. We appreciate your business and will continue to work diligently to exceed your expectations. Page 172 of 332 November 14, 2023 Water Department – City of Fairhope Page 3 We appreciate your business and the opportunity to serve you & the CITY OF FAIRHOPE! Sincerely, ALBERTY & BLAKENEY, LLC Fred L. Blakeney, Jr. President cc: Mr. Joe Webber Mr. Daryl Morefield Mr. Clint Steadham Page 173 of 332 September 10, 2025 DISTRIBUTOR AUTHORIZATION CERTIFICATION Carus LLC certifies that Alberty and Blakeney LLC is the sole authorized distributor of CARUS™ 8700 water treatment chemical to the City of Fairhope. CARUS 8700 is certified by the National Sanitation Foundation (NSF) to ANSI/NSF Standard 60: Drinking Water Treatment Chemical-Health Effects. Barbie Smith/Inside Sales Manager Carus LLC 315 Fifth Street Peru, IL 61354 815/223-1500 Telephone 815/224-6655 Fax Page 174 of 332 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Bryan Adams Date: 9/10/2025 Department: Water 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 gree n sheet and resolution. **Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total am ount is within $10,000 of the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost incre ases. QUOTES Vendor Name Vendor Quote 1. Albert & Blakeny $ 360,000.00 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? Carus 8700 2. What is the total cost of the item or service? 360,000.00 3. How many do you need? Click or tap here to enter text. 4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): Alberty & Blakeney 6. Vendor Number: 6164 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? 360,000.000 3. Budget code: 004010-5301-10 Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 175 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-4 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water/Wastewater Department, Daryl Morefield, is requesting approval for the procurement of Hydrated Lime, Chlorine, Hydrofluosilicic Acid (Fluoride), and Azone 15 (Liquid Bleach) for Water Treatment. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: To approve the procurement of Hydrated Lime, Chlorine, Hydrofluosilicic Acid (Fluoride), and Azone 15 (Liquid Bleach) from Hawkins, Inc. for Water Treatment for the estimated annual cost of $200,000.00. BACKGROUND INFORMATION: The Superintendent of Water/Wastewater Department, Daryl Morefield, is requesting approval for the procurement of Hydrated Lime, Chlorine, Hydrofluosilicic Acid (Fluoride), and Azone 15 (Liquid Bleach) for Water Treatment. The chemicals are exempt from formal bidding per Code of Alabama 1975, Section 41- 16-51(b)(7) which states: “The purchase of equipment, supplies, or materials needed, used and consumed in the normal and routine operation of any waterworks system, sanitary sewer system, gas system, or electric system, or any two or more thereof, that are owned by municipalities, counties, or public corporations, boards, or authorities that are agencies, departments, or instrumentalities of municipalities or counties and no part of the operating expenses of which system or systems have during the then current fiscal year, been paid from revenues derived from taxes or from appropriations of the state, a county, or a municipality.” The costs for each is quoted at: • 1 Bag Standard Hydrated Lime: $17.50 per bag • 1 Chlorine 150# Cylinder: $260.00 per cylinder • Hydrofluosilicic Acid (Fluoride) (Mini Bulk): $5.30 per gallon • AZONE 15 (Bleach) (Mini Bulk): $2.85 per gallon • Fuel/Freight Charge (per delivery): $50.00 Page 176 of 332 The Superintendent of Water/Wastewater Department is requesting approval for the annual purchase from Hawkins, Inc. for an estimated annual total of Two Hundred Thousand Dollars ($200,000.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004010- 53011-10 Water Treatment Supplies $200,000.00 $200,000.00 ($0.00) FY26 Total Budget for Water Treatment Supplies is $650,000.00. GRANT: N/A LEGAL IMPACT: N/A FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: N/A Individual(s) responsible for follow up: N/A Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A Page 177 of 332 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 Hydrated Lime, Chlorine, Hydrofluosilicic Acid (Fluoride), and Azone 15 (Liquid Bleach) from Hawkins, Inc. for the Water Department and authorizes procurement based on the option allowed by the Code of Alabama 1975, Section 41-16-51(b)(7). The estimated annual cost for these chemicals is $200,000.00. ADOPTED ON THIS 13TH DAY OF OCTOBER, 2025 ___________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 178 of 332 1 1 HAWKINS, INC. HAWKINS WATER TREATMENT GROUP September 10, 2025 To: City of Fairhope – Water Treatment Chemicals ATTN: Bryan Adams Ref. No.: Water Treatment Chemicals Quotation Expires: 90 days. Shipment: Hawkins, Inc. would like to offer the following chemical quotation. We are a full-service manufacturer and distributor of all Water Treatment Chemicals and Equipment. We take pride in building a long-term partnership through excellent service. Chemicals: • PN 56534 – 1-bag Standard Hydrated Lime - $17.50 per bag • • PN 59500 – 1-Chlorine 150# Cylinder $260.00 per cylinder • PN 43977 – Hydrofluosilicic Acid (Fluoride) (Mini Bulk) $5.30 per gallon • PN 41245 AZONE 15 (BLEACH) (Mini Bulk) $2.85 per gallon ** Fuel/Freight Charge** $50.00 * All pricing will hold firm for 90 days. After the 90 days we will assess pricing and if needed we will contact you in writing with the appropriate increase or decrease. Thank you so much for the opportunity Hawkins Inc. Kent Ray (TSR) 251-421-1120 Cell Kent.ray@hawkinsinc.com We understand that in the Municipal Industry, flows are seasonal, and emergencies do occur that are unpreventable. We can ensure that we will handle any emergency as they occur. We are available 24/7 via 1-800-330-1369. TERMS: Net 30 days from delivery. Our pricing does not include any installation or sales/excise taxes that may apply. QUOTATION/PROPOSAL This quotation constitutes an offer to furnish the items listed subject to; terms and conditions stated hereon; receipt of your purchase order by Hawkins Water Treatment Group, Inc.; and written acceptance of your order by Hawkins Water Treatment Group, Inc. and/or the manufacturer(s) involved as follows. Page 179 of 332 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Bryan Adams Date: 9/10/2025 Department: Water 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 gree n sheet and resolution. **Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total am ount is within $10,000 of the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost incre ases. QUOTES Vendor Name Vendor Quote 1. Hawkins $ 200,000.00 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? Hydrated Lime, Chlorine Cylinders, hydrofluosilicic Acid and Azone 15 (Liquide Bleach). 2. What is the total cost of the item or service? $ 200,000.00 3. How many do you need? Click or tap here to enter text. 4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): Hawkins 6. Vendor Number: 7260 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? $ 200,000.00 3. Budget code: 004010-5301-10 Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 180 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-5 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, has requested to procure a qualified contractor to provide all materials, equipment, labor and incidentals for the installation of a 24-inch HDPE water transmission main by directional drilling along Fairhope Avenue from County Road 13, east to Fairhope Water Treatment Plant No. 2, and from County Road 13, west to Fairhope Water Treatment Plant No. 1. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: To approve the award of Bid No. 25-062-2025-PWA-006 Fairhope Avenue 24-inch Water Transmission Main to Weaver Directional Boring, Inc. for a not-to-exceed amount of $3,373,186.80. BACKGROUND INFORMATION: A service bid was issued on August 15, 2025, posted to the City of Fairhope's website, and published in Gulf Coast Media. Six (6) responsive bids were received at the bid opening on September 11, 2025 at 2:00 p.m. The Superintendent of Water/Wastewater recommends the award be made to Weaver Directional Boring, Inc. Their low bid price for the Lump Sum Cost plus Bid Alternates #1 and #2 was as follows: Lump Sum Price (Base Bid): $2,500,437.30 Bid Alternate #1 (1800 Linear Feet of 24" HDPE water transmission main from County Road 13 to the water tower at Water Treatment Plant Number 1): $835,249.50 Bid Alternate #2 (Cost for the Contractor to do the entirety of the drilling operation at night): $37,500.00 Their low bid response price for the Base Bid plus the Bid Alternates #1 and #2 was Three Million Three Hundred Seventy-Three Thousand One Hundred Eighty-Six Dollars and Eighty Cents ($3,373,186.80). Previous Council Action: Resolution No. 5290-24 Adopted December 9, 2024,to Krebs Engineering for the not-to- exceed amount of $305,000.00. Page 181 of 332 BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004010- 59500-30 Water - Distribution System Imprv $3,373,186.80 $3,373,186.80 ($0.00) FY26 Total budgeted project amount is $3,800,000.00 less Engineering services already awarded in the not-to-exceed amount of $305,000.00. Project No. 2025PUW021 GRANT: N/A LEGAL IMPACT: N/A FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: N/A Individual(s) responsible for follow up: N/A Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A Page 182 of 332 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. 25-062- 2025-PWA-006) for Fairhope Avenue 24-inch Water Transmission Main for the Water Department. [2] At the appointed time and place, the following bids were opened and tabulated as follows: Please see attached Bid Tabulation for Fairhope Avenue 24-inch Water Transmission Main [3] After evaluating the bid proposals with the required bid specifications, Weaver Directional Boring, Inc. is now awarded (Bid No. 25-062-2025-PWA-006) to for Fairhope Avenue 24-inch Water Transmission Main for the Water Department with a bid proposal not-to-exceed $3,373,186.80. ADOPTED ON THIS 13TH DAY OF OCTOBER, 2025 _________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 183 of 332 September 17, 2025 Mr. Daryl Morefield City of Fairhope 555 South Section Street Fairhope, AL 36532 Re: BID No. 25-062-2025-PWA-006 Fairhope Avenue 24-Inch Water Transmission Main Contract No. 24304 Dear Daryl: Six (6) bids were received for the above-referenced project at 2:00 P.M., CDT, on September 11, 2025. The order of the bids received, beginning with the low bidder, was as follows: The Base Bid Includes 4780 Linear feet of 24” HDPE water transmission main installed along Fairhope Ave. from Highway 181 to County Road 13, where it connects into an existing 16” water main running north along County Road 13. Alternate 1 includes an1800 Linear feet of 24” HDPE water transmission main from County Road 13 to the water tower at water treatment plant number 1. Alternate 2 includes the cost for the contractor to do the entirety of the drilling operation at night. Krebs reviewed the bids and determined that Weaver Directional Boring, Inc. meets the requirements of the low, responsible, responsive bidder as outlined in the Contract Documents. Attached is a copy of the certified bid tabulation for your records. Based on this, Krebs recommends awarding the contract for the Fairhope Avenue 24-Inch Water Transmission Main for the low tendered bid amount of $3,373,186.80, which includes the Base Bid, Alternate 1, and Alternate 2. Sincerely yours, Krebs Engineering, Inc. By____________________________ D. Robert Vaughan, P.E. Associate cc: Krebs File No. 24304 Contractor Base Bid Alternate 1 Alternate 2 Total Bid Weaver Directional Boring Inc. $2,500,437.30 $835,249.50 $37,500.00 $3,373,186.80 L&K Contracting Co., Inc. $2,915,851.50 $975,975.00 $0.00 $3,891,826.50 Gator Boring, Inc. $3,602,482.50 $1,186,650.00 $750,000.00 $5,539,132.50 Rast Construction, Inc. $3,604,160.00 $1,176,050.00 $900,000.00 $5,680,210.00 Eqiux Energy Services, LLC. $4,109,797.00 $1,384,400.00 $750,000.00 $6,244,197.00 Boan Contracting Co., Inc. $4,368,180.02 $1,431,021.97 $545,000.00 $6,344,201.99 Page 184 of 332 JOB NO.: 24304 DATE: SEPTEMBER 11, 2025, 2:00 PM, LOCAL TIME OWNER: CITY OF FAIRHOPE Item No.Approx Quantities Description of Item Units Unit Price Total Price for Item Unit Price Total Price for Item Unit Price Total Price for Item Unit Price Total Price for Item Unit Price Total Price for Item Unit Price Total Price For Item 1 1 Mobilization/Demobilization, Not to Exceed $100,000 Lump Sum LS $100,000.00 $100,000.00 $100,000.00 $100,000.00 $75,000.00 $75,000.00 $140,000.00 $100,000.00 $100,000.00 $100,000.00 $100,000.00 $100,000.00 2 1 Erosion and Sediment Control Lump Sum LS $50,000.00 $50,000.00 $28,000.00 $28,000.00 $6,500.00 $6,500.00 $10,000.00 $10,000.00 $25,000.00 $25,000.00 $7,500.00 $7,500.00 3 1 Traffic Control Lump Sum LS $250,000.00 $250,000.00 $90,000.00 $90,000.00 $15,500.00 $15,500.00 $5,000.00 $5,000.00 $45,000.00 $45,000.00 $19,500.00 $19,500.00 4 100 24" D.I. Pipe C.L. 200, P-O Joint w/ Restraining Gaskets, Furnished and Installed, Per Linear Foot LF $654.21 $65,421.00 $575.00 $57,500.00 $325.00 $32,500.00 $600.00 $60,000.00 $350.00 $35,000.00 $375.00 $37,500.00 5 180 16" D.I. Pipe, C.L. 250, P-O Joint w/ Restraining Gaskets, Furnished and Installed, Per Linear Foot LF $510.05 $91,809.00 $430.00 $77,400.00 $225.00 $40,500.00 $340.00 $61,200.00 $300.00 $54,000.00 $250.00 $45,000.00 6 4780 24" HDPE Pipe, DR 11, DIPS, Furnished and Installed, by Horizontal Directional Drilling, Per Linear Foot LF $622.71 $2,976,553.80 $470.00 $2,246,600.00 $355.00 $1,696,900.00 $535.00 $2,557,300.00 $529.00 $2,528,620.00 $400.00 $1,912,000.00 7 15000 Ductile Iron Fittings, Furnished and Installed, Per LBS LBS $7.75 $116,250.00 $11.00 $165,000.00 $9.75 $146,250.00 $13.00 $195,000.00 $25.00 $375,000.00 $14.00 $210,000.00 8 43 16" D.I. Pipe, CL. 250, P-O Joint w/ Restraining Gaskets, Open Cut and Encased Roadway Crossing STA. 0+40 to STA. 0+78, Furnished and Installed, Per Linear Foot LF $1,436.13 $61,753.59 $1,500.00 $64,500.00 $650.00 $27,950.00 $500.00 $21,500.00 $2,500.00 $107,500.00 $675.00 $29,025.00 9 6 24" D.I. Butterfly Valves, MJ-MJ, Furnished and Installed, Per Each EA $17,153.00 $102,918.00 $30,000.00 $180,000.00 $16,653.00 $99,918.00 $21,000.00 $126,000.00 $20,000.00 $120,000.00 $22,250.00 $133,500.00 10 2 16" D.I. Butterfly Valves, MJ-MJ Furnished and Installed, Per Each EA $10,378.00 $20,756.00 $13,575.00 $27,150.00 $10,800.00 $21,600.00 $11,000.00 $22,000.00 $15,000.00 $30,000.00 $13,500.00 $27,000.00 11 6 24" HDPE-MJ Adapters, Furnished and Installed, Per Each EA $6,418.00 $38,508.00 $10,200.00 $61,200.00 $2,150.00 $12,900.00 $2,000.00 $12,000.00 $8,500.00 $51,000.00 $4,250.00 $25,500.00 12 1 2" Air Release Valves, Furnished and Installed, Per Each EA $12,523.00 $12,523.00 $19,500.00 $19,500.00 $6,750.00 $6,750.00 $11,000.00 $11,000.00 $35,000.00 $35,000.00 $11,000.00 $11,000.00 13 3 Fire Hydrant Assembly, Furnished and Installed, Per Each EA $9,690.42 $29,071.26 $21,000.00 $63,000.00 $12,600.00 $37,800.00 $11,000.00 $33,000.00 $30,000.00 $90,000.00 $8,000.00 $24,000.00 14 2 Connection to Existing System, Furnished and Installed, Per Each EA $5,800.00 $11,600.00 $25,000.00 $50,000.00 $7,500.00 $15,000.00 $5,000.00 $10,000.00 $40,000.00 $80,000.00 $6,000.00 $12,000.00 15 65 Asphalt Roadway Repair, Furnished and Installed, Per Square Yard SY $200.00 $13,000.00 $185.00 $12,025.00 $195.00 $12,675.00 $160.00 $10,400.00 $170.00 $11,050.00 $260.00 $16,900.00 16 40 Concrete Sidewalk/Driveway Repair, Furnished and Installed, Per Linear Foot SY $250.00 $10,000.00 $320.00 $12,800.00 $135.00 $5,400.00 $180.00 $7,200.00 $295.00 $11,800.00 $260.00 $10,400.00 17 20 Concrete Curb & Gutter Replacement Furnished and Installed, Per Linear Foot LF $200.00 $4,000.00 $95.00 $1,900.00 $165.00 $3,300.00 $100.00 $2,000.00 $65.00 $1,300.00 $52.00 $1,040.00 18 1 Site Restoration and Grassing Lump Sum LF $15,000.00 $15,000.00 $12,500.00 $12,500.00 $18,500.00 $18,500.00 $30,000.00 $30,000.00 $20,000.00 $20,000.00 $18,500.00 $18,500.00 19 1 Prepare and Submit a Record Survey Lump Sum EA $11,000.00 $11,000.00 $15,000.00 $15,000.00 $5,000.00 $5,000.00 $12,000.00 $12,000.00 $25,000.00 $25,000.00 $19,500.00 $19,500.00 20 1 10% Contingency (Sum Items 2-19 and multiply by 10%)LS $388,016.37 $318,407.50 $220,494.30 $318,560.00 $364,527.00 $255,986.50 $4,368,180.02 $3,602,482.50 $2,500,437.30 $3,604,160.00 $4,109,797.00 $2,915,851.50 Item No.Approx Quantities Alternate Description Units Unit Price Total Price For Item Unit Price Total Price For Item Unit Price Total Price For Item Unit Price Total Price For Item Unit Price Total Price For Item Unit Price Total Price For Item A1. 55 24" D.I. Pipe C.L. 200, P-O Joint w/ Restraining Gaskets, Furnished and Installed, Per Linear Foot LF $654.21 $35,981.55 $575.00 $31,625.00 $325.00 $17,875.00 $580.00 $31,900.00 $350.00 $19,250.00 $375.00 $20,625.00 A2. 1800 24" HDPE Pipe, DR 11, DIPS, Furnished and Installed, by Horizontal Directional Drilling, Per Linear Foot LF 672.71 $1,210,878.00 $470.00 $846,000.00 $355.00 $639,000.00 $510.00 $918,000.00 $529.00 $952,200.00 $400.00 $720,000.00 A3. 38 24" D.I. Pipe, CL. 200, P-O Joint w/ Restraining Gaskets, Open Cut and Encased Roadway Crossing STA. 0+40 to STA. 0+78, Furnished and Installed, Per Linear Foot LF $865.84 $32,901.92 $1,650.00 $62,700.00 $650.00 $24,700.00 $1,000.00 $38,000.00 $2,850.00 $108,300.00 $675.00 $25,650.00 A4. 6750 Ductile Iron Fittings, Furnished and Installed, Per lbs LBS 7.75 $52,312.50 $11.00 $74,250.00 $9.75 $65,812.50 $13.00 $87,750.00 $25.00 $168,750.00 $14.00 $94,500.00 A5. 2 24" - HDPE - MJ Adapters Furnished and Installed, Per Each EA $6,418.00 $12,836.00 $10,200.00 $20,400.00 $2,150.00 $4,300.00 $2,000.00 $4,000.00 $8,500.00 $17,000.00 $4,250.00 $8,500.00 A6. 4 24" D.I. Butterfly Valves, MJ-MJ, Furnished and Installed, Per Each EA 16153 $64,612.00 $30,000.00 $120,000.00 $16,653.00 $66,612.00 $21,000.00 $84,000.00 $20,000.00 $80,000.00 $22,250.00 $89,000.00 A7. 1 Connection to Existing System, Furnished and Installed, Per Each EA $12,000.00 $12,000.00 $22,000.00 $22,000.00 $7,500.00 $7,500.00 $5,000.00 $5,000.00 $30,000.00 $30,000.00 $6,000.00 $6,000.00 A8. 35 Asphalt Roadway Repair, Furnished and Installed, Per Square Yard SY 200 $7,000.00 $185.00 $6,475.00 $210.00 $7,350.00 $160.00 $5,600.00 $170.00 $5,950.00 $260.00 $9,100.00 A9. 10 Concrete Sidewalk/Driveway Repair, Furnished and Installed, Per Square Yard SY 250 $2,500.00 $320.00 $3,200.00 $210.00 $2,100.00 $180.00 $1,800.00 $295.00 $2,950.00 $260.00 $2,600.00 $1,431,021.97 $1,186,650.00 $835,249.50 $1,176,050.00 $1,384,400.00 $975,975.00 $5,799,201.99 $4,789,132.50 $3,335,686.80 $4,780,210.00 $5,494,197.00 $3,891,826.50 Item No.Approx Quantities Alternate Description Total Price For Item Unit Price Total Price For Item Unit Price Total Price For Item Unit Price Total Price For Item Unit Price Total Price For Item Unit Price Total Price For Item A10. 1 Additional cost to Conduct drilling operations at night to reduce traffic conflicts. This should be priced to include all extra expense for doing the entirety of the drilling for the project at night. $545,000.00 $750,000.00 $37,500.00 $900,000.00 $750,000.00 $0.00 $6,344,201.99 $5,539,132.50 $3,373,186.80 $5,680,210.00 $6,244,197.00 $3,891,826.50 on September 11, 2025 @ 2:00 PM, Local time for the Fairhope Avenue 24-Inch Water Transmission Main Project." Robert Vaughan, P.E. "I hereby certify that this is a true tabulation of bids received by the City of Fairhope, Alabama L&K Contracting Co., Inc. 4506 Hartford Hwy Taylor, AL 36305 21631 ALTERNATE 2 Weaver Directional Boring Inc. 24780 Plywood Mill Road Gator Boring Equix Energy Serviced, LLC 32410 Blue Star Hwy. Midway, FL 32343 387749554 Birmingham, AL-35211 TOTAL COST BASE BID + ALT 1 + ALT 2 DESCRIPTION: BID No. 25-062-2025-PWA-006 Fairhope Avenue 24- Inch Water Transmission Main 2901 Shannon Oxmoor Rd. Rast Construction, Inc. 50498 37087 Pensacola, FL 32534Fairhope, AL 36533 Andalusia, AL 36421 9309 1800 Blackbird Lane P.O. Box 469 Units LS TOTAL COST ALT. 1 TOTAL COST BASE BID + ALT 1 ALTERNATE 1 KREBS ENGINEERING, INC. 2100 RIVER HAVEN DRIVE BIRMINGHAM, AL 35244 205-987-7411 TOTAL COST BASE BID Highlighted Cell Denotes Corrected Values Boan Contracting Co., Inc. Page 185 of 332 Page 186 of 332 PRF - 24 inch Water Main - Fairhope Ave Final Audit Report 2025-08-08 Created:2025-08-06 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAA8cnIT1l6hZgF1mqzd719tLO2KSFhBk7S "PRF - 24 inch Water Main - Fairhope Ave" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2025-08-06 - 4:30:35 PM GMT Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature 2025-08-06 - 4:31:16 PM GMT Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2025-08-06 - 7:18:47 PM GMT Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) Signature Date: 2025-08-06 - 7:19:41 PM GMT - Time Source: server Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature 2025-08-06 - 7:19:43 PM GMT Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov) Signature Date: 2025-08-07 - 10:17:25 PM GMT - Time Source: server Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2025-08-07 - 10:17:27 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2025-08-08 - 2:38:04 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2025-08-08 - 2:38:36 PM GMT - Time Source: server Agreement completed. 2025-08-08 - 2:38:36 PM GMT Page 187 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-6 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is requesting approval for the procurement of CAL-FLO Lime Slurry for water treatment. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: To approve this procurement of CAL-FLO Lime Slurry from Burnett Lime Company, Inc. for water treatment as a sole source distributor for an estimated annual cost of $50,000.00. BACKGROUND INFORMATION: The Superintendent of Water/Wastewater, Daryl Morefield, is requesting approval for the procurement of CAL-FLO Lime Slurry for water treatment. Burnett Lime Company is the sole source distributor of CAL-FLO lime slurry water treatment chemical for Fairhope. Attached is the quoted pricing from Burnett Lime Company, Inc. reflecting the $0.095 per liquid pound. This procurement is a sole source based on the option by the Code of Alabama 1975, Section 41-16-51(13): "Contractual services and purchases of commodities for which there is only one vendor or supplier and contractual services and purchases of personal property which, by their very nature, are impossible to award by competitive bidding." The estimated annual spend for FY 2026 is Fifty Thousand Dollars ($50,000.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004010- 53011-10 Water Treatment Supplies $50,000.00 $50,000.00 ($0.00) FY26 Total Budget for Water Treatment Supplies is $650,000.00. Page 188 of 332 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 189 of 332 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 CAL-FLO Lime Slurry for Water Treatment as the Sole Source Procurement from Burnett Lime Company, Inc.; and authorizes procurement based on the option allowed by the Code of Alabama 1975, Section 41-16-51(13). The estimated annual cost will be $50,000.00. ADOPTED ON THIS 13TH DAY OF OCTOBER, 2025 ___________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 190 of 332 BURNETT LIME COMPANY, INC. 7095 HIGHWAY 11 • CAMPOBELLO, SC 29322 • 864-592-1658 • FAX: 864-592-1690 WWW.BURNETT-INC.COM September 12, 2025, Mr. Bryan Adams, Chief Operator Fairhope Utilities 555 South Section Street Fairhope Alabama 36532 Subject: Sole Source CAL~FLO® Lime Slurry and Pricing Burnett Lime Company, Inc., is the sole manufacture of its product, CAL~FLO® Lime Slurry. Burnett Lime Company, Inc. is the sole or exclusive representative for CAL~FLO® Lime Slurry and CAL~FLO® Lime Slurry Systems within the state of Alabama for the purchase of new products, OEM repair parts, repairs and maintenance. is a Burnett Lime Company, Inc. trademark, which is produced and sold with the patented CAL~FLO® Lime Slurry System. In selecting the CAL~FLO® system and slurry, your facility will receive our feed system functional guarantee (since the CAL~FLO® slurry meets the required specifications for proper operation). No other representative can sell products, repair/replacement parts, maintenance, repair/replacement services, field services and technical support for Burnett Lime Company, Inc. Burnett Lime Company, Inc. is the sole authorized repair facilitator for maintenance and installation in addition to stocking all authorized repair parts. Pricing: The delivered price to Fairhope AL for CAL~FLO slurry will be $0.095 per liquid pound for a 30% suspension of calcium hydroxide for the period 10-1-25 to 9-30-2026. Your contact for CAL~FLO® Lime Slurry is: Name Andrew Cannon or Teresa Johnson Address 7095 Hwy 11, Campobello, SC 29322 Phone 864-592-1658 Email acannon@burnett-inc.com cc: tjohnson@burnett-inc.com If you have questions regarding this issue, please contact me at 864-592-1658. Thank you, Hugh Burnett, Vice-President BURNETT LIME COMPANY, INC. Email: hburnett@burnett-inc.com Web: www.burnett-inc.com Page 191 of 332 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Bryan Adams Date: 9/16/2025 Department: Water 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 gree n sheet and resolution. **Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total am ount is within $10,000 of the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost incre ases. QUOTES Vendor Name Vendor Quote 1. CAL-FLO $ 50,000.00 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? Liquid Lime Slurry 2. What is the total cost of the item or service? $ 50,000.00 3. How many do you need? Click or tap here to enter text. 4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): CAL-FLO 6. Vendor Number: 8902 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? $ 50,000.00 3. Budget code: 004010-5301-10 Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 192 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-16 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is requesting the procurement of Sensus iPERL® Water Meters, Sensus FlexNet Easylink mobile reading devices, and Sensus FlexRead software from Core and Main LP as sole source distributor. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: To approve the procurement of Sensus iPERL® Water Meters, Sensus FlexNet Easylink mobile reading devices, and Sensus FlexRead software from Core and Main LP as sole source distributor for an annual cost not-to-exceed $500,000.00. BACKGROUND INFORMATION: The Superintendent of Water/Wastewater, Daryl Morefield, is requesting the procurement of Sensus iPERL® Water Meters, Sensus FlexNet Easylink mobile reading devices, and Sensus FlexRead software from Core and Main LP as sole source distributor. The initial procurement would include the following: iPERL®+ 3/4S Metal 1G 7.5L 7W SM 6' TRPL 2W; Qty: 960 $166.87 each iPERL®+ 1 METAL 1G 10.75LL 7WHL SM 6' TRPL 2W;Qty: 30 $250.98 each 520M S/POINT M2 TC SP HR & LD; Qty: 1002 $151.71 Each CARSON 14194292 SOLID MB LID with 4.5 RECESSED HOLE - BLACK; Qty: 960 $15.63 each 1220 BLACK LID W/RECESS HOLE; Qty: 30 $26.83 EASYLINK READER with TOUGHBOOK; Qty: 1 $0 FLEXREAD SERVER STANDARD SETUP FEE: $31,048.00 FLEXREAD WBDB ANNUAL MAINTENANCE FEE MSWBDBHOST MAINTENANCE FEE: $12,940.00 FLEXREAD WBDB PROFESSIONAL SERVICES ON-BOARD : $9,300.00 Total cost of initial procurement is Three Hundred Eighty-Eight Thousand Eight Hundred Thirty-Five Dollars and Seventy-Two Cents ($388,835.72). Request additional approval for total annual cost not-to-exceed Five Hundred Thousand Dollars ($500,000.00). Core and Main LP is the sole authorized distributor for Sensus products in the state of Page 193 of 332 Alabama, including the Sensus Easylink mobile reading devise and Sensus Flexread software. The equipment and software are 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 004010- 59500-10 Water - Distribution System Imprv $500,000.00 $500,000.00 ($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 194 of 332 RESOLUTION NO. ________ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope has voted to approve the procurement of Sensus iPERL® Water Meters, Sensus FlexNet Easylink mobile reading devices, and Sensus FlexRead software from Core and Main LP as sole source distributor; and authorizes procurement based on the option allowed by the Code of Alabama 1975, Section 41-16-51(13). The annual cost will not-to-exceed $500,000.00. ADOPTED ON THIS 13TH DAY OF OCTOBER, 2025 ___________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 195 of 332 CITY OF FAIRHOPE 555 S. SECTION ST FAIRHOPE, AL 36533 Contact: Daryl Morefield (T) 251-383-8921 daryl.morefield@fairhopeal.gov Job Fairhope EasyLink Package 9-4-25 - remove Saas yrs 2-5 Fairhope, AL Bid Date: 09/04/2025 Bid #: 4430566 Sales Representative John Wood (M) 850-393-9158 (T) 850-478-6372 (F) 850-478-4323 John.Wood@coreandmain.com Core & Main 8782 Paul Starr Dr Pensacola, FL 32514 (T) 8504786372 10/02/2025 - 1:10 PM Actual taxes may vary Page 1 of 2 Bid Proposal for Fairhope EasyLink Package 9-4-25 - remove Saas yrs 2-5 CU S TOM E R CON T ACT Page 196 of 332 Seq#Qty Description Units Price Ext Price 20 BASED ON 24,256 ENDPOINTS 30 17,500 WATER & 6756 GAS 50 PACKAGE DEAL OFFERED REQUIRES 60 UTILITY TO PURCHASE BELOW 70 IPERL/MXU QUANTITIES TO 80 RECEIVE FREE EQUIPMENT 100 YEAR 1 110 BRASS IPERL 120 960 IPERL+ 3/4S METAL 1G 7.5LL 7W SM 6' TRPL 2WIXBS1GBXXXXXXXD EA 166.87 160,195.20 130 30 IPERL+ 1 METAL 1G 10.75LL 7WHL SM 6' TRPL 2W EA 250.98 7,529.40 IXDS1GBXXXXXXXD 140 1002 520M S/POINT M2 TC SP HR & LD 5396353752201MI EA 151.71 152,013.42 150 960 CARSON 14194292 SOLID MB LID WITH 4.5 RECESSED HOLE -BLACK EA 15.63 15,004.80 160 30 1220 BLACK LID W/RECESS HOLE EA 26.83 804.90 180 1 EASYLINK READER WITH TOUGHBOOK EA 0.00 0.00 190 1 FLEXREAD SERVER STANDARD SETUP EA 31,048.00 31,048.00 FEE MSWBDBSU 210 1 FLEXREAD WBDB ANNUAL MAINTENENCE FEE MSWBDBHOST EA 12,940.00 12,940.00 MAINTENANCE FEE MSWBDBHOST 230 1 FLEXREAD WBDB PROFESSIONAL LFT 9,300.00 9,300.00 SERVICES ON-BOARD PSWBDBONBDG YEAR 1 TOTAL 388,835.72 Sub Total 388,835.72 Tax 0.00 Total 388,835.72 UNLESS OTHERWISE SPECIFIED HEREIN, PRICES QUOTED ARE VALID IF ACCEPTED BY CUSTOMER AND PRODUCTS ARE RELEASED BYCUSTOMER FOR MANUFACTURE WITHIN THIRTY (30) CALENDAR DAYS FROM THE DATE OF THIS QUOTATION. CORE & MAIN LPRESERVES THE RIGHT TO INCREASE PRICES TO ADDRESS FACTORS, INCLUDING BUT NOT LIMITED TO, GOVERNMENT REGULATIONS,TARIFFS, TRANSPORTATION, FUEL AND RAW MATERIAL COSTS. DELIVERY WILL COMMENCE BASED UPON MANUFACTURER LEADTIMES. ANY MATERIAL DELIVERIES DELAYED BEYOND MANUFACTURER LEAD TIMES MAY BE SUBJECT TO PRICE INCREASES AND/ORAPPLICABLE STORAGE FEES. THIS BID PROPOSAL IS CONTINGENT UPON BUYER’S ACCEPTANCE OF SELLER’S TERMS ANDCONDITIONS OF SALE, AS MODIFIED FROM TIME TO TIME, WHICH CAN BE FOUND AT: https://coreandmain.com/terms-of-sale/ THIS BID MAY INCLUDE GLOBALLY SOURCED (IMPORTED) MATERIALS THAT ARE SUBJECT TO CHANGING TARIFFS. PRICES ARESUBJECT TO CHANGE DUE TO POTENTIAL ADDITIONAL TARIFFS IMPOSED BY THE U.S. GOVERNMENT. IF IMPOSED, PRICES WILLINCREASE BY THE SAME PERCENTAGE AND WILL BE EFFECTIVE ON THE DATE THAT THE NEW TARIFFS ARE IMPLEMENTED. THESEITEMS SHOULD BE PURCHASED WITH HASTE TO AVOID ANY ADDITIONAL RISING TARIFF COSTS. 10/02/2025 - 1:10 PM Actual taxes may vary Page 2 of 2 CITY OF FAIRHOPE Job Location: Fairhope, AL Bid Date: 09/04/2025 Core & Main Bid #: 4430566 Core & Main 8782 Paul Starr Dr Pensacola, FL 32514 Phone: 8504786372 Fax: 8504784323 Bid Proposal for Fairhope EasyLink Package 9-4-25 - remove Saas yrs 2-5 Page 197 of 332 October 3, 2025 SUBJECT: DISTRIBUTOR SOLE SOURCE To Whom it May Concern: Sensus, a Xylem brand recognizes Core & Main LP as the Authorized Distributor of Sensus products in the state of Alabama. This includes the Sensus FlexNet Easylink mobile reading device and Sensus FlexRead software to allow customers to simultaneously read both Sensus Smartpoint radios and Neptune R900 radio modules. Purchasing Sensus products from an authorized distributor in your area ensures that your products will be properly supported and warranted. Please contact Core & Main LP for all of your Sensus needs. We look forward to providing your business with quality water products and service. Please feel free to contact me if you have any questions. Sincerely Rob McClendon Rob McClendon Accounts Development Manager, AL/MS Sensus, a Xylem Brand 205.317.7040 Page 198 of 332 Rob McClendon Account Development Manager Birmingham, AL 35210 USA Rob.mcclendon@xyleminc.com sensus.com Page 199 of 332 Page 200 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-1 FROM: Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, has requested to procure a qualified contractor to provide all materials, equipment, labor and incidentals for a Trailer Mounted Belt Press Equipment Rental for the Fairhope Wastewater Treatment Plant. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: To approve the award of Bid No. 25-059 Trailer Mounted Belt Press Equipment Rental for the Fairhope Wastewater Treatment Plant to Merrell Bros., Inc. for a not-to-exceed cost of $389,750.00 for one (1) year (10 months will be in FY 2026 with a cost of $324,791.66 and the remaining balance of $64,958.34 will be in FY 2027). BACKGROUND INFORMATION: A service bid was issued on July 30, 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 September 25, 2025 at 2:00 p.m. The Superintendent of Water/Wastewater recommends the award be made to Merrell Bros., Inc. Their low bid price for the One Year Rental of Three Hundred Eighty-Nine Thousand Seven Hundred Fifty Dollars ($389,750.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004020- 50405-20 Wastewater - Sludge Removal $350,000.00 $324,791.66 $25,208.34 FY2026 Cost is for ten months of the annual rental in the amount of $324,791.66. The remaining two months of annual rental cost to be included in FY2027 Budget in the amount of $64,958.34. GRANT: N/A Page 201 of 332 LEGAL IMPACT: N/A FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: N/A Individual(s) responsible for follow up: N/A Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A Page 202 of 332 RESOLUTION NO. ________ , as follows: [1] That the City of Fairhope did request, receive, and open bids for (Bid No. 25-059) Trailer Mounted Belt Equipment Rental for the City of Fairhope Water and Wastewater Department. [2] At the appointed time and place, the following bid was opened and tabulated as follows: Rental/Lease for One Year for $389,750.00 Trailer Mounted Belt Equipment [3] After evaluating the bid proposals with the required bid specifications, Merrell Bros., Inc. is now awarded (Bid No. 25-059) Trailer Mounted Belt Equipment Rental for the City of Fairhope Water and Wastewater Department with a bid proposal not- to-exceed $389,750.00 (10 months will be in FY 2026 with a cost of $324,791.66 and the remaining balance of $64,958.34 will be in FY 2027). ADOPTED ON THIS 13TH DAY OF OCTOBER, 2025 _________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 203 of 332 2100 River Haven Drive Birmingham, AL 35244 P 205 987 7411 KrebsEng.com BIRMINGHAM HUNTSVILLE MONTGOMERY NEWNAN DAPHNE October 1, 2025 Mr. Daryl Morefield City of Fairhope 555 South Section Street Fairhope, AL 36532 Re: BID No. 25-059 -Trailer Mounted Belt Press Equipment Rental Krebs Project No. 25304 Dear Daryl: One (1) bid was received for the above-referenced project at 2:00 P.M., CDT, on September 25, 2025. The one bid received is as follows: Contractor Total Bid Merrell Bros., Inc. $389,750.00 Krebs has reviewed the bid and determined that Merrell Bros., Inc. meets the requirements of the low, responsible, responsive bidder as outlined in the Contract Documents. Attached is a copy of the certified bid tabulation for your records. Krebs recommends awarding the contract for the Trailer Mounted Belt Press Equipment Rental for the low tendered bid amount of $389,750.00. Please contact us if you have any questions or comments. Sincerely yours, Krebs Engineering, Inc. By__________________________ D.Robert Vaughan, P.E. Associate cc: Krebs File No. 25304 Page 204 of 332 Item No.Approx Quantities Description of Item Units Unit Price 1 1 Rental/Lease for one (1) Year for Trailer Mounted Belt Press Equipment One Year YR $389,750.00 "I hereby certify that this is a true tabulation of bids received by the City of Fairhope, Alabama on September 25, 2025 @ 2:00 PM, Local time for the Trailer Mounted Belt Press Equipment Rental." D. Robert Vaughan, P.E. KREBS ENGINEERING, INC. 1040 STANTON ROAD SUITE A & B DAPHNE, AL 36526 251-309-9124 Merrell Bros., Inc. 8811 W 500 N Kokomo, IN 46901 42785 JOB NO.: 25304 DATE: SEPTEMBER 25, 2025, 2:00 PM, LOCAL TIME OWNER: CITY OF FAIRHOPE DESCRIPTION: BID No. 25-059 - TRAILER MOUNTED BELT PRESS EQUIPMENT RENTAL Total Amount of Base Bid Total Price for Item $389,750.00 $389,750.00 Page 205 of 332 Page 206 of 332 PRF - Wastewater Sludge Press Rental Final Audit Report 2025-10-01 Created:2025-07-30 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAAnh-x2E3zdhTMVCpJ9e3-vmZwyHRa6nWB "PRF - Wastewater Sludge Press Rental" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2025-07-30 - 2:02:23 PM GMT Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature 2025-07-30 - 2:02:47 PM GMT Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2025-07-30 - 2:03:45 PM GMT New document URL requested by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2025-10-01 - 1:42:35 PM GMT Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2025-10-01 - 1:43:11 PM GMT Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) Signature Date: 2025-10-01 - 1:44:02 PM GMT - Time Source: server Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature 2025-10-01 - 1:44:04 PM GMT Email viewed by Kimberly Creech (kimberly.creech@fairhopeal.gov) 2025-10-01 - 3:17:25 PM GMT Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov) Signature Date: 2025-10-01 - 3:20:00 PM GMT - Time Source: server Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2025-10-01 - 3:20:02 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2025-10-01 - 3:21:54 PM GMT Page 207 of 332 Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2025-10-01 - 3:22:23 PM GMT - Time Source: server Agreement completed. 2025-10-01 - 3:22:23 PM GMT Page 208 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-7 FROM: Richard Johnson, CITY ENGINEER George Ladd , PUBLIC WORKS DIRECTOR SUBJECT: The City Engineer, Richard Johnson, is requesting authorization to terminate the contract with J. Payne Organization LLC pursuant to Section 6. "Termination of Agreement" a. "Termination for Default" which allows after 30 days for the City to terminate the contract; and authorizes the Mayor to make claim against the Surety ("Calling the Bond") to intercede to complete the project per the Contract Terms, Conditions, Plans and Specifications. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: To approve authorization to terminate the contract with J. Payne Organization LLC pursuant to Section 6. "Termination of Agreement" a. "Termination for Default" which allows after 30 days for the City to terminate the contract; and authorization for the Mayor to make claim against the Surety ("Calling the Bond") to intercede to complete the project per the Contract Terms, Conditions, Plans and Specifications. BACKGROUND INFORMATION: The City Council approved award of Bid No. 24-053-2024-PWI-010 for John Martin Nature Center on August 12, 2024. The contract was executed on September 4, 2024. Notice to Proceed was issued for work on the project to begin no later than September 30, 2024 and for completion to occur on July 27, 2025. On August 25, 2025, The City agreed to an additional 42 calendar days to complete the project on September 7, 2025. Additional corrective action and counseling was provided on August 28, 2025; September 2, 2025; and September 11, 2025. A Notice of Intent Potential Bond Claim was sent to the Surety Bond Company, CCI Surety, Inc. on September 11, 2025. Previous Council Action: August 12, 2024 - Resolution No. 5142-24 to approve award to J. Payne Organization LLC for Bid No. 24-053-2024-PWI-010 John Martin Nature Center for a not-to-exceed cost of $852,500.00. Page 209 of 332 Contract No. 2025050 BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 103-55892 John Martin Nature Center House Improvements GRANT: LEGAL IMPACT: City Attorney has been consulted. 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 210 of 332 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City Council hereby authorizes the City Engineer to send a 30-day notice to terminate the contract with J. Payne Organization LLC (Bid No. 24-053-2024- PWI-010 for John Martin Nature Center) pursuant to Section 6. "Termination of Agreement" a. "Termination for Default”, which allows after 30 days for the City to terminate the contract; and authorizes the Mayor to make claim against the Surety ("Calling the Bond") to intercede to complete the project per the Contract Terms, Conditions, Plans and Specifications. ADOPTED ON THIS 13TH DAY OF OCTOBER, 2025 ___________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 211 of 332 RES OLUTI ON NO. 5142-24 BE IT RES OLVE D BY THE GOVE RNI NG B OD Y OF THE CITY OF FAIRH OP E, ALAB AMA , as follows: [1] That the City of Fairhope did request, receive , and open bids to procure services for (Bid No. 24-053-2024-PWI-010) for John Martin Nature Center 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 John Martin Nature Center [3] After evaluating the bids with required s ci 1cations, J . Payne Organization LLC is now awarded (Bid No . 24-053-2024-PWI 01 ) to John Martin Nature Center for a bid proposal not-to-exceed $852,500.00 DULY ADOPTED THIS 12T Corey Martin , Council President Attest: City Clerk Page 212 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-8 FROM: Richard Johnson, CITY ENGINEER SUBJECT: The City Engineer, Richard Johnson, is requesting the hiring of a qualified firm for Professional Landscape Architecture Services for the design of Hope Community Park - Phase One. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: To approve the selection of WAS Design by the Mayor for RFQ PS26-004 Hope Community Park - Phase One and authorize the Mayor to negotiate the not-to-exceed cost to be approved by City Council. BACKGROUND INFORMATION: The City Engineer, Richard Johnson, is requesting the hiring a qualified firm for Professional Landscape Architecture Services for the design of Hope Community Park - Phase One. This project is in partnership with the Hope Community. Mayor Sullivan has selected WAS Design for this project. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 103-55730 Hope Community Park 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 Page 213 of 332 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 214 of 332 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City Council approves the selection by Mayor Sherry Sullivan for Professional Landscape Architect Services for RFQ PS26-004) for Hope Community Park - Phase One (Project No. 2026-PWD 002) to WAS Design; and hereby authorizes Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 13TH DAY OF OCTOBER, 2025 _________________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 215 of 332 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: October 1, 2025 Re: RFQ PS26-004 – Professional Landscape Architect Services – Community Park – Phase One The City Engineer, Richard Johnson, is requesting the hiring of a firm to perform professional landscape architect services for the design of Community Park – Phase One. Per our Procedure for Procuring Professional Services, Richard Johnson and I are providing firms for the Mayor to select from for the work. The proposed scope of work shall include: professional landscape architect services for the design of Community Park – Phase One. This project will be in partnership with Hope Community. Please move this procurement of professional services forward to the Mayor for the selection of a professional service provider. The short list is: _____________ ___________ WAS Design _____________ ___________ None. Submit another list Cc: file, Richard Johnson, Mayor Sherry Sullivan Oct 1, 2025 Page 216 of 332 Memo to choose - Community Park Design Final Audit Report 2025-10-01 Created:2025-10-01 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAA2O1fV1-yHVldbCjRlnrB_YVWwse8FQK_ "Memo to choose - Community Park Design" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2025-10-01 - 2:53:25 PM GMT Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2025-10-01 - 2:53:53 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2025-10-01 - 2:54:29 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2025-10-01 - 2:55:12 PM GMT - Time Source: server Agreement completed. 2025-10-01 - 2:55:12 PM GMT Page 217 of 332 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Under $5,000 No restrictions Not Required N/A N/A N/A Utilities $5,001-$10,000 Operational -Budgeted Three Treasurer/Mayor Greater than: Gen Govt - $5,001 NON Required Required N/A N/A N/A N/A Required Required 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. WAS Design (LSA) - 218 North Alston St.; Foley, AL 36535 P: 251.948.7181 Click or tap here to enter text. Click or tap here to enter text. Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group ☐ Sole Source (Attach Sole Source Justification) 1. What item or service do you need to purchase? Professional LSA Services – Community Park Design 2. What is the total cost of the item or service? Estimate - $25,000 to $45,000 – Hope Community as Partners 3. How many do you need? Park Design Services Contract - 2026-PWD 002 Hope Community Park – Phase One 4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): WAS Design (LSA) 6. Vendor Number: Unknown – could not find in system 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. 1. Is it budgeted? ☒ Yes ☐ No ☐ Emergency Request 2. If budgeted, what is the budgeted amount? $250,000.00 (in the aggregate - unencumbered) 3. Budget code: 103-55730 Line 10 – Hope Community Park - $25,000.00 to $45,000.00 estimated design cost Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 218 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-12 FROM: Richard Johnson, CITY ENGINEER George Ladd , PUBLIC WORKS DIRECTOR Nicole Love, Grants Coordinator SUBJECT: The City Engineer, Richard Johnson, is requesting the procurement of an architectural and engineering firm to conduct a required peer review of the Design by Adams & Stewart for 2022-PWI 004 HMGP Saferoom. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: To approve negotiated not-to-exceed amount of $7,000.00 for RFQ PS25-037 Professional Architectural & Engineering Services for a 3rd Peer Review of Design by Adams & Stewart for 2022-PWI 004 HMGP Saferoom, and allow the Mayor to execute a contract with Mark B. Hammond, Architect. BACKGROUND INFORMATION: The City Engineer, Richard Johnson, is requesting the hiring of a firm to perform a peer review for the FEMA Safe Room Design as required by the FEMA grant. The City of Fairhope is the recipient of a FEMA grant to build a 1st Responders Safe Room. Adams Stewart is the Design Architect of Record. Part of the grant funding (FEMA and ICC) requires the primary design and engineering documents have to have a peer review and be certified by a second architect/ (structural, MEP) engineering firm(s). Mark B. Hammond, Architect, was recommended as an Architect with past experience in such peer reviews. He has assembled an A&E (Architectural, Civil, Structural & MEP) team to conduct the required peer review. The proposed scope of work will include checks on the structural design, the saferoom's doors, and its ventilation, ensuring it complies with the criteria in FEMA P-361 and ICC 500, which are the governing standards. Furthermore, the peer review will be governed by and compliant with the FEMA "Safe Room Designer Checklist" to help ensure all design elements are covered during the review process. It is staff recommendation for Council to award the A&E Peer Review services to Mark B. Hammond, Architect, in the not-to-exceed amount of Seven Thousand Dollars Page 219 of 332 ($7,000.00) and allow staff to contract the professional service via Purchase Order. Previous Council Actions: September 22, 2025: Resolution No. 5559-25 Approves the selection by Mayor Sherry Sullivan for Mark B. Hammond, Architect, for Professional Architectural & Engineering Services for a 3rd Party Peer Review of Design by Adams & Stewart for 2022-PWI 004 HMGP Saferoom; and authorizes Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 103-55888 Line 10 Capital Projects - Safe Room $7,000.00 $7,000.00 ($0.00) Project No. 2022PWI010 Project Expense String: 2022PWI010-ENG GRANT: HMGP FEMA Saferoom 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 220 of 332 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a Contract with Mark B. Hammond, Architect for Professional Architectural & Engineering Services for a 3rd Peer Review of Design by Adams & Stewart for 2022-PWI 004 HMGP Saferoom (RFQ PS25-037) with a not-to-exceed amount of $7,000.00. ADOPTED ON THIS 13TH DAY OF OCTOBER, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 221 of 332 Memorandum From: Richard D. Johnson, P.E., City Engineer To: Erin Wolfe, Purchasing Manager CC: Sherry Sullivan, Mayor, Kim Creech, Treasurer, City Clerk; File Date: October 3, 2025 Subject: Request to award the A&E Peer Review professional services – HMGP 1st Responders Saferoom Erin: The City of Fairhope is the recipient of a FEMA grant to build a 1st Responders Safe Room. Adams Stewart is the Design Architect of Record. Part of the grant funding (FEMA and ICC) requires the primary design and engineering documents have to have a peer review and be certified by a second architect/ (structural, MEP) engineering firm(s). Mark B. Hammond, Architect, was recommended as an Architect with past experience in such peer reviews. He has assembled an A&E (Architectural, Civil, Structural & MEP) team to conduct the required peer review. The proposed scope of work will include checks on the structural design, the saferoom's doors, and its ventilation, ensuring it complies with the criteria in FEMA P-361 and ICC 500, which are the governing standards. Furthermore, the peer review will be governed by and compliant with the FEMA "Safe Room Designer Checklist" to help ensure all design elements are covered during the review process. His cost proposal is attached. It is staff recommendation for Council to award the A&E Peer Review services to Mark B. Hammond, Architect, in the not to exceed amount of $7,000.00 and allow staff to contract the professional service via Purchase Order. Thank you for your consideration of this request. RDJ Page 222 of 332 Page 223 of 332 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Under $5,000 No restrictions Not Required N/A N/A N/A Utilities $5,001-$10,000 Operational -Budgeted Three Treasurer/Mayor Greater than: Gen Govt - $5,001 NON Required Required N/A N/A N/A N/A Required Required 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. MARK B. HAMMOND, ARCHITECT 1207 CAPTAIN O''NEAL DRIVE DAPHNE AL 36526 (251) 209-3649 Click or tap here to enter text. Click or tap here to enter text. Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group ☐ Sole Source (Attach Sole Source Justification) 1. What item or service do you need to purchase? Professional A&E Services – 3rd Party Peer Review of Design 2. What is the total cost of the item or service? Estimate - $7,500.00 to $10,000.00 – 10% City and 90% FEMA 3. How many do you need? Required by FEMA – Peer review of Adams & Stewart - 2022-PWI 004 HMGP Saferoom 4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): MARK B. HAMMOND, ARCHITECT 6. Vendor Number: Unkown 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. 1. Is it budgeted? ☒ Yes ☐ No ☐ Emergency Request 2. If budgeted, what is the budgeted amount? $2,704.097.00 (in the aggregate - unencumbered) 3. Budget code: 103-55888 Line 10 – Safe Room - at 10/90 FEMA actual $750.00 to $1,000.00 estimated cost Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 224 of 332 Page 225 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-3 FROM: Tim Bung FLEET MAINTENANCE SUBJECT: Fleet Maintenance Surplus of Vehicles and Trailer AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: City Council Approval BACKGROUND INFORMATION: 1. Asset# 01102 – 2006 Chevy Trailblazer 1GNDS13S662337758 (98,407 mi) Civic Center 2. Asset #01057 – 2010 Ford Expedition 1FMJU1F50AEB49736 (127,073 mi) Police Department 3. Asset# 01056 – 2010 Ford Expedition 1FMJU1F52AEB49737 (178,624 mi) Police Department 4. Asset #01579 – 2016 Chevy Tahoe 1GNLCDEC5GR432143 (104,161 mi) Police Department 5. Asset #01031 – 2013 Chevy Tahoe 1GNLC2E0XDR316118 (140,034 mi) Police Department 6. Asset #01123 – 2004 Better Built Trailer 4MNDP242141003085 Gas Department BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget Various TBD TBD TBD GRANT: Page 226 of 332 LEGAL IMPACT: FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: Individual(s) responsible for follow up: Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 227 of 332 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: 1. Asset# 01102 – 2006 Chevy Trailblazer 1GNDS13S662337758 (98,407 mi) Civic Center 2. Asset #01057 – 2010 Ford Expedition 1FMJU1F50AEB49736 (127,073 mi) Police Department 3. Asset# 01056 – 2010 Ford Expedition 1FMJU1F52AEB49737 (178,624 mi) Police Department 4. Asset #01579 – 2016 Chevy Tahoe 1GNLCDEC5GR432143 (104,161 mi) Police Department 5. Asset #01031 – 2013 Chevy Tahoe 1GNLC2E0XDR316118 (140,034 mi) Police Department 6. Asset #01123 – 2004 Better Built Trailer 4MNDP242141003085 Gas Department 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 13TH DAY OF OCTOBER, 2025 _____________________________ Jack Burrell, Council President ATTEST: ______________________________ Lisa A. Hanks, MMC City Clerk Page 228 of 332 Jenny Opal Wilson From: Sent: To: Cc: Subject: Attachments: Good morning, Natalie Fonseca Wednesday, October 1, 2025 10:53 AM Lisa A. Hanks , MMC ; Jenny Opal Wilson George Ladd ; John Thomas ; Tim Bung Fleet Maintenance Department scan _0001 .pdf Tim Bung requested the attached list be forwarded to your office . Thank you , ~ ~ "'••~;,,b • Natalie Fonseca Public Works Administrative Assistant Phone: 251-928-800 3 natalie.fonseca@fairhopeal .gov 555 S Section St. Fairhope , AL 36532 PO Box 429 Fairhope , AL 36533 www.fairhopeal.gov 1 Page 229 of 332 PROPOSED LIQUIDATED EQUIPMENT UST -OCTOBER 1sr 2025 Asset# 01102 -2006 Chevy Trailblazer, 1GNDS13S662337758 (98,407 mi)-Civic Center Asset# 01057 -2010 Ford Expedition, 1 FMJU1 F50AEB49736 (127,073 mi)-PD Asset# 01056-2010 Ford Expedition, 1 FMJU1 F52AEB49737 (178,624 mi)-PD Asset# 01579-2016 Chevy Tahoe, 1GNLCDEC5GR432143 (104,161 mi)-PD Asset# 01031 -2013 Chevy Tahoe, 1GNLC2E0XDR316118 (140 ,034 mi)-PD Asset# 01123-2004 Better Built Trailer, 4MNDP242141003085-Gas Dept Page 230 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-15 FROM: Pat White, PARKS & RECREATION DIRECTOR Sherry Sullivan, Mayor SUBJECT: The Director of Parks and Recreation, Pat White, and Mayor Sherry Sullivan have requested to procure a vendor to lease and operate the concession stand for the Fairhope Soccer Complex. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: To approve the award of Bid No. 26-005 Lease of Fairhope Soccer Concession Stand to Blast Soccer Club d/b/a Fairhope Soccer Club with a lease proposal of $417.00 per month. BACKGROUND INFORMATION: A service bid was issued on September 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 October 2, 2025 at 2:00 p.m. The Director of Parks and Recreation recommends the award be made to Blast Soccer Club d/b/a Fairhope Soccer Club. Their lease bid price was Four Hundred Seventeen Dollars ($417.00) per month. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001-41945 Recreation - Field Rental $ $ $ GRANT: N/A LEGAL IMPACT: N/A Page 231 of 332 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 232 of 332 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 to Lease Fairhope Soccer Concession Stand for (Bid No. 26-005) at the Soccer Complex at 555 South Section Street in the City of Fairhope offices, Fairhope, Alabama. [2] At the appointed time and place, only one bid was received and tabulated as follows: Blast Soccer Club, Inc. $417.00 per month lease [3] After evaluating the bid with the required specifications, Blast Soccer Club, Inc. is now awarded (Bid No. 26-005) Lease Fairhope Soccer Concession Stand for $417.00 per month. ADOPTED ON THIS 13TH DAY OF OCTOBER, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 233 of 332 Page 234 of 332 Page 235 of 332 Page 236 of 332 Page 237 of 332 Page 238 of 332 Page 239 of 332 Page 240 of 332 Page 241 of 332 Page 242 of 332 Page 243 of 332 Page 244 of 332 Page 245 of 332 Page 246 of 332 Page 247 of 332 Page 248 of 332 Page 249 of 332 Page 250 of 332 Page 251 of 332 Page 252 of 332 Page 253 of 332 Page 254 of 332 Page 255 of 332 Page 256 of 332 Page 257 of 332 Page 258 of 332 Page 259 of 332 Page 260 of 332 Page 261 of 332 Page 262 of 332 Page 263 of 332 Page 264 of 332 Page 265 of 332 Page 266 of 332 Page 267 of 332 Page 268 of 332 Page 269 of 332 Page 270 of 332 Page 271 of 332 Page 272 of 332 Page 273 of 332 Page 274 of 332 Page 275 of 332 Page 276 of 332 Page 277 of 332 Page 279 of 332 Page 280 of 332 Page 281 of 332 Page 283 of 332 PRF - Soccer Concessions Lease Final Audit Report 2025-09-11 Created:2025-09-10 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAAbNsAIQi5Ifqc3qHNAvQ0zKtwvUvmiWd1 "PRF - Soccer Concessions Lease" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2025-09-10 - 10:15:55 PM GMT Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature 2025-09-10 - 10:16:23 PM GMT Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2025-09-11 - 1:35:21 PM GMT Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) Signature Date: 2025-09-11 - 3:46:00 PM GMT - Time Source: server Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature 2025-09-11 - 3:46:02 PM GMT Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov) Signature Date: 2025-09-11 - 4:02:17 PM GMT - Time Source: server Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2025-09-11 - 4:02:19 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2025-09-11 - 9:26:23 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2025-09-11 - 9:26:52 PM GMT - Time Source: server Agreement completed. 2025-09-11 - 9:26:52 PM GMT Page 284 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-2 FROM: Chris Ellis, Fire Chief SUBJECT: The Fire Chief, Chris Ellis, and the Fire Maintenance Supervisor, John Saraceno, have requested to procure a qualified contractor to provide all materials, equipment, labor and incidentals for Fire Extinguisher Inspection Services on an Annual Contract. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: To approve the award of Bid No. 25-063 Fire Extinguisher Inspection Services Annual Contract to Safety Extinguisher, LLC. for an annual contract cost not-to-exceed $50,000.00. BACKGROUND INFORMATION: A service bid was issued on September 8, 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 September 23, 2025 at 10:00 a.m. The Fire Chief and the Fire Maintenance Supervisor recommend the award be made to Safety Extinguisher, LLC, who provided the largest number of low bid items on the bid list. The Fire Chief and the Fire Maintenance Supervisor request approval to award the contract for an annual not-to-exceed contract amount of Fifty Thousand Dollars ($50,000.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget Various - 50360 General Maintenance $50,000.00 $50,000.00 ($0.00) GRANT: N/A Page 285 of 332 LEGAL IMPACT: N/A FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: N/A Individual(s) responsible for follow up: N/A Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A Page 286 of 332 RESOLUTION NO. ________ , as follows: [1] That the City of Fairhope did request, receive, and open bids for (Bid No. 25-063) Fire Extinguisher Inspection Services Annual Contract for the City of Fairhope. [2] At the appointed time and place, the following bids were opened and tabulated as follows: Please see attached Bid Tabulation for (Bid No. 25-063) Fire Extinguisher Inspection Services [3] After evaluating the bid proposals with the required bid specifications, Safety Extinguisher, LLC is now awarded (Bid No. 25-063) Fire Extinguisher Inspection Services for the City of Fairhope with a bid proposal not-to-exceed $50,000.00. ADOPTED ON THIS 13TH DAY OF OCTOBER, 2025 _________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 287 of 332 Page 288 of 332 Page 289 of 332 Page 290 of 332 Page 291 of 332 Page 292 of 332 Page 293 of 332 Page 294 of 332 Page 295 of 332 Page 296 of 332 Page 297 of 332 Page 298 of 332 Page 299 of 332 Page 300 of 332 Page 301 of 332 PRF - Fire Extinguisher Inspection Annual Contract Final Audit Report 2025-06-10 Created:2025-06-04 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAA3B3JhhAoC_3ZDf3Pp-GTIgW5YiqOYf0o "PRF - Fire Extinguisher Inspection Annual Contract" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2025-06-04 - 3:25:39 PM GMT Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature 2025-06-04 - 3:26:02 PM GMT Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2025-06-09 - 4:28:41 PM GMT Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) Signature Date: 2025-06-09 - 4:29:29 PM GMT - Time Source: server Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature 2025-06-09 - 4:29:31 PM GMT Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov) Signature Date: 2025-06-10 - 1:29:00 PM GMT - Time Source: server Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2025-06-10 - 1:29:02 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2025-06-10 - 3:32:21 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2025-06-10 - 3:32:49 PM GMT - Time Source: server Agreement completed. 2025-06-10 - 3:32:49 PM GMT Page 302 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1828 FROM: Jeff Montgomery SUBJECT: The Director of IT, Jeff Montgomery, is requesting approval for the procurement of the Annual Renewal for the licenses for Microsoft 365. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: To approve this request for the procurement of the Annual Renewal from SHI International Org. for the Licenses for Microsoft 365 for not-to-exceed $93,146.36. BACKGROUND INFORMATION: The Director of IT, Jeff Montgomery, is requesting approval for the procurement of the Annual Renewal for the licenses for Microsoft 365. The cost for the annual renewal for the licenses from SHI will include the following: AudioCnfrc Addon - Qty: 6 $29.88 each Defender 365P1 User - Qty: 325 $29.81 each Entra ID P1 Per User – Qty: 1 $65.81 each Office 365 EntE1 User Qty: 71 $109.68 each Office 365 EntE3 User - Qty: 299 $252.26 each This will be purchased through the purchasing cooperative Omnia Partners contract (Contract #2018011-02) with SHI and therefore does not have to be let out for bid. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget Various - 50300 Computer Expense $90,161.00 $93,146.36 ($2,985.36) Detail of various departmental budgets for MS 365 license renewal attached. GRANT: N/A Page 303 of 332 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 304 of 332 RESOLUTION NO. ________ , as follows: [1] That the City of Fairhope approves the procurement of the Annual Renewal of the Microsoft 365 Licenses that is on Omnia Partners (Contract #2018011-02) with SHI International Org. and therefore does not have to be let out for bid. The total amount not-to- exceed $93,146.36. ADOPTED ON THIS 13TH DAY OF OCTOBER, 2025 Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 305 of 332   Pricing Proposal Quotation #:  26605579 Reference #:  MPSA 0005750530 Created On:  9/5/2025 Valid Until:  10/5/2025   AL-City of Fairhope  Inside Account Manager   Jeff Montgomery 555 South Section street P.O. Drawer 429 Fairhope, Al 36533 UNITED STATES Phone: (251) 990-0135 Fax:  Email:jeff.montgomery@cofairhope.com   Lucas DiStefano 290 Davidson Ave Somerset, NJ 08873 Phone: 888-744-4084 Fax: Email:Lucas_DiStefano@SHI.com All Prices are in US Dollar (USD)   Product Qty Your Price Total   1 AudioCnfrc Addon     Microsoft - Part#: AAA-28173     Contract Name: OMNIA Partners - IT Solutions     Contract #: 2018011-02     Coverage Term: 12/1/2025 – 11/30/2026     Note: MPSA Renewal - 12 months 6 $29.88 $179.28   2 Defender 365P1 User     Microsoft - Part#: AAA-12611     Contract Name: OMNIA Partners - IT Solutions     Contract #: 2018011-02     Coverage Term: 12/1/2025 – 11/30/2026     Note: MPSA Renewal - 12 months 325 $29.81 $9,688.25   3 Entra ID P1 Per User     Microsoft - Part#: AAA-10382     Contract Name: OMNIA Partners - IT Solutions     Contract #: 2018011-02     Coverage Term: 12/1/2025 – 11/30/2026     Note: MPSA Renewal - 12 months 1 $65.81 $65.81   4 Office 365 EntE1 User     Microsoft - Part#: AAA-04151     Contract Name: OMNIA Partners - IT Solutions     Contract #: 2018011-02     Coverage Term: 12/1/2025 – 11/30/2026     Note: MPSA Renewal - 12 months 71 $109.68 $7,787.28   5 Office 365 EntE3 User     Microsoft - Part#: AAA-04073     Contract Name: OMNIA Partners - IT Solutions     Contract #: 2018011-02     Coverage Term: 12/1/2025 – 11/30/2026     Note: MPSA Renewal - 12 months 299 $252.26 $75,425.74   Total $93,146.36 Page 306 of 332 Additional Comments Due to the potential impact of any current or future tariffs, the price and availability of hardware items on this quote may be subject to change. Thank you for choosing SHI International Corp! The pricing offered on this quote proposal is valid through the expiration date listed above. To ensure the best level of service, please provide End User Name, Phone Number, Email Address and applicable Contract Number when submitting a Purchase Order. For any additional information including Hardware, Software and Services Contracts, please contact an SHI Inside Sales Representative at (888) 744-4084. SHI International Corp. is 100% Minority Owned, Woman Owned Business. TAX ID# 22-3009648; DUNS# 61-1429481; CCR# 61-243957G; CAGE 1HTF0 The products offered under this proposal are resold in accordance with the terms and conditions of the Contract referenced under that applicable line item. Page 307 of 332 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Jeff Montgomery Date: 9/19/2025 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 gree n sheet and resolution. **Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total am ount is within $10,000 of the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost incre ases. QUOTES Vendor Name Vendor Quote 1. SHI $ 93,146.36 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? Microsoft 365 2. What is the total cost of the item or service? 93146.36 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): SHI 6. Vendor Number: 1024 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? 93146.36 3. Budget code: 50300 Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 308 of 332 FY2026 Budget Computer Expense Organization Object Year Line Quantity Amount Description 001100 50300 2026 70 1 $10,864.00 Microsoft 365 001130 50300 2026 50 1 $3,696.00 Microsoft 365 001140 50300 2026 40 1 $2,240.00 Microsoft 365 001150 50300 2026 190 1 $22,938.00 Microsoft 365 001160 50300 2026 170 1 $10,416.00 Microsoft 365 001170 50300 2026 60 1 $3,628.00 Microsoft 365 001180 50300 2026 60 1 $2,150.00 Microsoft 365 001190 50300 2026 40 1 $3,920.00 Microsoft 365 001200 50300 2026 40 1 $1,232.00 Microsoft 365 001240 50300 2026 70 1 $1,280.00 Microsoft 365 001250 50300 2026 150 1 $2,867.00 Microsoft 365 001260 50300 2026 40 1 $1,433.00 Microsoft 365 001270 50300 2026 50 1 $1,433.00 Microsoft 365 001300 50300 2026 50 1 $1,433.00 Microsoft 365 001340 50300 2026 50 1 $716.00 Microsoft 365 001350 50300 2026 70 1 $1,456.00 Microsoft 365 001370 50300 2026 20 1 $300.00 Microsoft 365 001460 50300 2026 40 1 $784.00 Microsoft 365 001500 50300 2026 50 1 $1,456.00 Microsoft 365 001550 50300 2026 40 1 $369.00 Microsoft 365 002 50300 2026 90 1 $3,920.00 Microsoft 365 003 50300 2026 80 1 $7,280.00 Microsoft 365 004010 50300 2026 90 1 $2,240.00 Microsoft 365 004020 50300 2026 70 1 $1,680.00 Microsoft 365 005030 50300 2026 40 1 $430.00 Microsoft 365 $90,161.00 Page 309 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-10 FROM: Wes Boyett, GAS SUPERINTENDENT SUBJECT: The Superintendent of Gas Department, Wes Boyett, is requesting the procurement of the Annual Subscription for Korterra Services from Korterra, Inc. for locate tickets. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: To approve the procurement of an Annual Subscription for Korterra Services from Korterra, Inc. for locate tickets for the Gas Department, for a cost of One-Time Setup Fee of $750.00, an Annual Service Fee of $7,350.00, and an additional Overage Rate of $0.25 per Ticket. BACKGROUND INFORMATION: The Superintendent of Gas Department, Wes Boyett, is requesting the procurement of the Annual Subscription for Korterra Services from Korterra, Inc. for locate tickets. The cost will include a One-Time Setup Fee of $750.00, an Annual Service Fee of $7,350.00, and an additional Overage Rate of $0.25 per Ticket. Initial cost will be Eight Thousand One Hundred Dollars ($8,100.00) plus an Overage Rate of Twenty-Five Cents ($0.25) per ticket. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 002-50300 Computer Expense $8,000.00 $8,100.00 ($100.00) GRANT: N/A LEGAL IMPACT: City Attorney is reviewing terms and conditions. Page 310 of 332 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 311 of 332 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 the Annual Subscription for KorTerra Services from KorTerra, Inc. for the Gas Department with a One-Time Setup Fee of $750.00, an Annual Service Fee of $7,350.00, and an additional Overage Rate of $0.25 per Ticket; and authorizes Mayor Sherry Sullivan to execute a contract. ADOPTED ON THIS 13TH DAY OF OCTOBER, 2025 ___________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 312 of 332 October 1, 2025 Copyright © 2023 KorTerra, Inc. Page 1 of 2 Confidential and Proprietary – Revision 2023.07 Order Form City of Fairhope agrees to purchase the KorTerra Services listed below. Support and maintenance are included in the fees listed below. This Order Form is effective as of the date last signed below (the “Order Form Effective Date”). Subscribed Ticket Volume: 19,300 Services Overage Rate Service Fee KorTerra Package Includes: Total Recurring Fees: $7,500.00 KorTerra One-Time Setup Fees $750.00 This Order Form incorporates by reference and is governed by the terms and conditions of the KorTerra Services Agreement which can be reviewed at https://www.korterra.com/services-agreement (the “Services Agreement”). By signing this Order Form, you are acknowledging review of the Services Agreement and indicating your acceptance of and agreement to the terms of this Order Form and the Services Agreement. Capitalized terms used but not defined herein have the meaning set forth in the Services Agreement. The initial term of this Order Form begins on the Order Form Effective Date set forth above and, unless terminated earlier pursuant to the Services Agreement’s express provisions, will continue in effect for a period of thirty-six (36) months from such date (the “Initial Order Form Term”). At the end of the Initial Order Form Term, this Order Form shall automatically renew for additional successive thirty-six (36) month periods (each an “Order Form Renewal Term” and together with the Initial Order Form Term, the “Order Form Term”), unless earlier terminated pursuant to the Service Agreement’s express provisions or either you or we notify the other of its intent to terminate this Order Form with advance written notice at least sixty (60) days prior to the commencement of the immediately subsequent Order Form Renewal Term. The Services will be invoiced in advance of each year of the Order Form Term and the Service Fee will remain fixed during the Initial Order Form Term unless you exceed your Subscribed Ticket Volume or other applicable limits. If in any given year of the Order Form Term (“Billing Period”) the actual Ticket Volume is greater than the Subscribed Ticket Volume, an Overage Fee will be assessed equal to the excess Ticket Volume multiplied by the aggregate Overage Rate, and the actual Ticket Volume from the Billing Period will be used as the Subscribed Ticket Volume for subsequent Billing Periods. The Service Fee for subsequent Billing Periods will be increased by the amount of any Overage Fee(s). Billing for the Services will begin on the Order Form Effective Date. All pricing is in US Dollars and is valid for 30 days. All invoices are due and payable net 30 days from the invoice date. If you fail to make any payment when due, without limiting our other rights and remedies, we may take the actions set forth in the Services Agreement, including charging late fees. Please e-mail the signed Order Form to sales@korterra.com. Billing Contact Information: Contact Name: Phone Number: Title: Will payment be submitted via wire?* E-mail: Special Billing Instructions: Street: Sales Tax Exempt (Y/N) If Y, please include exemption certificate City, State Zip: PO Required (Y/N) PO Number: *Please note any payment received via wire will incur a $40 service charge. Signed: Signed: Page 313 of 332 October 1, 2025 Copyright © 2023 KorTerra, Inc. Page 2 of 2 Confidential and Proprietary – Revision 2023.07 Internal Use Only: KW Partner State: New Customer (Y/N): N Customer ID: FAIRHOPE Sales Exec: Lydia Passolt Page 314 of 332 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Under $5,000 No restrictions Not Required N/A N/A N/A Utilities $5,001-$10,000 Operational -Budgeted Three Treasurer/Mayor Greater than: Gen Govt - $5,001 NON Required Required N/A N/A N/A N/A Required Required 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. Korterra Click or tap here to enter text. Click or tap here to enter text. Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group ☐ Sole Source (Attach Sole Source Justification) 1. What item or service do you need to purchase? Korterra Inc. 2. What is the total cost of the item or service? $7,500.00 3. How many do you need? 1 4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request 5. Vendor Name (Lowest Quote): Korterra Inc. 6. Vendor Number: 6432 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. 1. Is it budgeted? ☒ Yes ☐ No ☐ Emergency Request 2. If budgeted, what is the budgeted amount? $7,500.00 3. Budget code: 50390 Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 315 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2026-17 FROM: Sherry Sullivan, Mayor SUBJECT: Maynard Nexsen Engagement Letter Agreement for the City of Fairhope from October 2025 to September 2028 with a retainer fee of Eight Thousand Five Hundred Dollars ($8,500.00) per month; and reimbursement for all reasonable travel and other meeting-related expenses incurred in the performance of services under the agreement. AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: That the City Council hereby authorizes Mayor Sherry Sullivan to execute an Engagement Letter Agreement with Maynard Nexsen, P. C. for the City of Fairhope from October 2025 to September 2028 with a retainer fee of Eight Thousand Five Hundred Dollars ($8,500.00) per month; and reimbursement for all reasonable travel and other meeting-related expenses incurred in the performance of services under the agreement. BACKGROUND INFORMATION: The Mayor, Sherry Sullivan, is requesting authorization to execute a (3) Three year agreement with Maynard Nexsen, P.C. for professional government affairs services and assistance, as well as assist in special projects and provide strategic consulting advice for the City of Fairhope, Alabama. The Engagement Letter Agreement would be for services from October 2025 to September 2028. The retainer fee would be Eight Thousand Dollars ($8,500.00) per month, and reimbursement for all reasonable travel and other meeting-related expenses incurred in the performance of services under the agreement. Previous Actions: April 11, 2022: Resolution No. 4432-22 authorized Mayor Sullivan to execute an Engagement Letter with Maynard, Cooper & Gale, P.C. for a six month period with a not-to-exceed amount of $54,000.00. September 11, 2023: Resolution No. 4837-23 Authorized Mayor Sullivan to execute an extension of the Engagement Letter with Maynard, Cooper & Gale, P.C. from October 2023 to September 2024 with a retainer fee of $8,000.00 per month; and a not-to- exceed amount of $96,000.00. Page 316 of 332 August 26, 2024: Resolution No. 5172-24 Authorized Mayor Sullivan to execute an extension of the Engagement Letter with Maynard, Cooper & Gale, P.C. from October 2024 to September 2025 with a retainer fee of $8,000.00 per month; and a not-to- exceed amount of $96,000.00. August 25, 2025: Resolution No. 5543-25 Authorized Mayor Sullivan to execute an extension of the Engagement Letter with Maynard, Cooper & Gale, P.C. from October 2025 to September 2026 with a retainer fee of $8,000.00 per month; and a not-to- exceed amount of $96,000.00. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001100- 50290 General Govt - Professional Svcs $102,000.00 $102,000.00 ($0.00) 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 317 of 332 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sherry Sullivan to execute a three (3) year agreement with Maynard Nexsen from October 2025 to September 2028, with a retainer fee of Eight Thousand Five Hundred Dollars ($8,500.00) per month; plus reimburse monthly for all reasonable travel and other meeting-related expenses incurred in the performance of services under the agreement. DULY ADOPTED THIS 13TH DAY OF OCTOBER, 2025 ________________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 318 of 332 Dayne Cutrell DIRECT 205.254.1083 EMAIL: dcutrell@maynardnexsen.com 1901 Sixth Ave. North | Suite 1700 | Birmingham, AL 35203 | 205.254.1000 | maynardnexsen.com October 1, 2025 Sherry Sullivan Mayor City of Fairhope 161 North Section Street Fairhope, AL 36532 Re: Engagement of Maynard Nexsen, P.C. ______________________________________ Dear Mayor Sullivan: The law firm of Maynard Nexsen P.C. (the “Firm”) appreciates the opportunity to present a continued engagement proposal for consideration to the City of Fairhope (“the Client”) with respect to the range of services more specifically set forth below. The purpose of this letter is to outline the scope of services that we, the Firm, would perform in the representation of the City of Fairhope. Scope of Services The Firm will be engaged to provide government affairs services and assistance, which may include lobbying, as well as assist in special projects and provide strategic consulting advice from time to time. I will be your primary contact but expect that other attorneys and staff could also be involved in this representation. You can anticipate that I may delegate certain aspects of a project or undertaking to others who have special expertise or who may be able to perform such work more efficiently or economically. However, you should never hesitate to contact me whenever you have questions or comments concerning any matter. Fee Structure and Contract Terms The fee for the services described above will be billed at $8,500 per month as a standard fixed price, retainer fee contract, commencing October 1, 2025, for three (3) consecutive years expiring at the end of September 2028. In addition to the monthly retainer fee, the City of Fairhope shall reimburse the Firm monthly for all reasonable travel and other meeting-related expenses incurred in the performance of services under this agreement (“Agreement”). I will not, however, incur expenses in excess of $1,000 per month without you and/or your designee’s prior approval. Payment is expected on a monthly basis beginning when the contract takes effect as outlined above. Page 319 of 332 City of Fairhope Engagement Letter October 1, 2025 Page 2 of 3 ______________________________________ Either party will be allowed to terminate this Agreement upon a thirty (30) day written notice with payment on a pro-rated basis up through the date of termination. Also, unless required by applicable law, the terms of our representation shall be confidential and shall not be disclosed to any third party without prior written consent of either party, as appropriate. I do not perceive any conflict of interest related to the Firm’s representation of the City of Fairhope as outlined in this Agreement. If any such conflict should arise, I will notify you promptly and take appropriate action. You agree that the Firm’s representation for the limited purposes of this Agreement shall not be used as a basis for disqualifying the Firm from representing a client on a matter that is not related to the work to be performed pursuant to the terms of this Agreement. I am confident that any relationship with other clients will not affect the Firm’s ability to represent the City of Fairhope zealously in any way. By consenting to the Firm’s representation of the City of Fairhope in this Agreement, you acknowledge and assent to the Firm’s continuing representation of other clients as outlined above. No Guarantee of Outcome or Result I will strive to do my best to meet the City of Fairhope’s needs in this and any other matter the Firm subsequently undertakes on its behalf. However, the Firm cannot and does not make any representation or warranties concerning the outcome of this or any representation provided. I will provide my best advice, render opinions, and seek to obtain the desired result. In this regard, it is most important that we communicate regularly. If you have any questions about the terms of this engagement or the billing arrangements noted above, please let me know. Please signify your acknowledgment and agreement to the terms and conditions hereof by signing the enclosed copy of this letter and returning the same to my attention by electronic correspondence. Sincerely, Dayne Cutrell Dayne Cutrell Maynard Nexsen P.C. Page 320 of 332 City of Fairhope Engagement Letter October 1, 2025 Page 3 of 3 ______________________________________ Acknowledged and agreed to as of _______________________, 2025. City of Fairhope: By: Name: Title: Page 321 of 332 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1827 FROM: Paige Crawford, DIRECTOR OF COMMUNITY AFFAIRS SUBJECT: The Pirate Dash AGENDA DATE: October 13, 2025 RECOMMENDED ACTION: City Council Approval BACKGROUND INFORMATION: Request — Fairhope East K-6 Parent Teacher Corporation, in collaboration with the Fairhope West Parent Teacher Partnership and J. Larry Newton Parent Teacher Organization, are requesting permission to close the streets in downtown Fairhope on Saturday, February 28, 2026, from 6:00 a.m. to 10:00 a.m. for the 11th Annual "The Pirate Dash"; and requesting electricity at the starting/ending point of the race on the bluff with barricades at major road intersections to protect our runners. The Pirate Dash will begin and end at the same location on Magnolia Avenue on the bluff (Henry George Park). 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 322 of 332 Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 323 of 332 City of Fairhope Approval Special Event Request 09 ~2 20~5 Date complete application submitted to Rental Facilities Department Pirate Dash 2026 Event: ------------------------------- P R . Fairhope K-6 PTC(Heather Bailey) erson equestmg: _________________________ _ 02/28/26 Date of Event: ___________________________ _ L . Henry George Bluff and Streets (See attached map) ocatIon: _____________________________ _ LJ Approval/Disapproval supporting documentation attached. Approval: JteJJham'e HoUt'rtC!head 9/26/2025 ,_s••~ph,_,k_Ho_ma~gh•_•d ~(S•p~2•~·20_2s _10,2_2'ti_1C~Dn _______ Date :------Approx . security cost Police Chief/Designee $ 1620 .00 L/1 9/26/25 650 _%_o~rr~ _La_d~d(~Se~p2~6,_20_25_15_:1_6:0_8_CD~T) ______ Date:------Approx . cost city services $ ____ _ Director of Public Works/Designee ~·f=··~="=· 0='~='·~='·=·'~='''=''2=''0=CD=T)_a ________ Date : _9_12_6_1_2_5 __ _ Director of Comm un ity Events Disapproval: _______________ Date : _____ _ Police Chief _______________ Date : _____ _ Director of Public Works/Designee _______________ Date: _____ _ Director of Community Events D Route back to rental facilities department for application package finalization NOTES : ---------------------------------- Rev . 01/20 MS/CM Page 324 of 332 APPLICATION F OR T HE USE OF CITY OF FAIRHOPE PA RK.LANDS We, th e undersigned, hereby appl y for th e use of certain faci liti es at Ci ty of Fairhope Parkland s, and in co nn ection with said app li cation , furni sh th e follo win g: I. We wish to use: _X_ He nry Geo rge Park (park on blu ff above Fire Hal l) (E) __ Fa irhope Beac h Pav il io n (W & E) __ Pa rk on Sout h End o f Pie r (South Beac h P ark) (W&E) 2 . Date Req ues ted: 02/28 /2026 Hours reques ted : fro m 5AM to 11 AM 3. Rent er's Name: r airhope K-6 PTC 4 . Ad dress: P.O . BOX I 9 I 1 C ity: Fairh ope State: __ ALa..=--Zip: 365 32 5. Pho ne umbe rs: Mo bile: 25 1-609-180 5 ____ Work/Alt: Il bai ley27 @gma il.com _________ _ 6. Pur pose or Use: Pi rate Das h (SK an d I K Fun Run ) 7 . um be r or pe rson . expected to attend (a dults and min ors): 850 8. Descr ibe any decoratio ns, tent s, so und equipmen t, stagin g, port-o-lets, etc.: po1t-o-le1s. so und equ ipm ent ____________________ Rental Co mp any: AM Portals, United Rental s , SoHo 9. Wi ll yo u need electr icity? _X_ Yes __ No For: "'"So"'"u;;:.;1c.:.:1d;:;...;:E""g""'u1:.c·P""m""e:.:.naa.t ____________ _ Wi ll you need wa ter? __ Yes X No For: ____________________ _ INDEMNITY AND H OLD HARMLESS AG REEMENT In co nsideration of th e pe rm iss io1 granted to me by th e Ci ty o f Fa irh ope to use th e park s, I here by ind emn ify and hold ha rml ess the City of Fa irhope, its agents, serva nts and emplo yees from any and all cl aim s and ca u es of action th at may ari se from inju ry to me or th ird pa rt ies usi ng th e parks who are injure d or suffe r pro pe rty damage th at is in any way ca used by my use of th e park s. Thi s ind emn ity and hold harml ess ag ree ment is g iven to th e Cit y o f Fa irh ope to pro tect th e C ity and its agents, serv ant s and employees from cost of defe nse and claims for inj uries and dam ages th at may be ca used eit her directly or ind irec tl y by my use of th e pa rk s. CLEAN ING & CANCELLA1.'IO POLIC IES a.) At the co nclu sion of tJ1 c eve nt , th e area will be in spected by a representa tive of th e City. If the use r has not clea ned up the park and res tored it to its origi nal co ndi ti on, th e City will clea n up th e park and charge th e use r for th e services. b.) All ca nce ll atio ns and/or date changes mu st be in wr itin g and signed by th e sa me perso n who signed th e appl ica ti on and paid th e rental fees , and must be given to th e Si te Ma nage r not less th an 30 cl ays I rior to the event. No fee refund s will be made for cancella tion made les than 30 days prior to th e eve nt. Fee refunds will be made by c heck , and de li vered by mail, les th e cos t of City services , as assessed by th e app rop ri ate Ci ty staff for cleaning , or a 20 o hand ling charge for ca ncella ti ons . We the undersigned have read and unde rstand the Ind emnity Agreemen t, a we ll as all rules and reg ul atio ns co ntai ned in it y Ordinance No . 1575 a et fort h by the gove rnin g bo dy of th e Cit y of Fairhope and will ab ide by these ru les and reg ul ations , whic h include but are not limi ted to the Cancell ation and lea nin g po li c ies . We al o unders tand that if, at an y time, th e Ci ty-appoi nt ed Law 'eel that . id rul e ations are not being followe d, the functio n wi ll be term inated. Page 325 of 332 CITY OF FAIRHOPE PARK AND/OR STREET USAGE CHECKLIST ALL I FORMATION AND DOC MENTATION REGARDING YOUR EVENT MUST BE SUBMITTED TO THE CITY OF FAIRHOPE AT LEAST 12 WEEKS PRIOR TO YOUR EVENT ANY DOCUMENTATIO THAT IS SUBMITTED LESS THAN 12 WEEKS WILL NOT BE ACCEPTED __ I. Application, Cancellation Policy, Indemnity/Hold Harmless Agreement completed, signed , and dated. __ 2. A copy of the letter to the City Council if you arc making any special requests which include but are not limited to street closing, permission to have alcohol, law enforcement personnel, barricades, and other event details. 3. Route/Map of Special Event [Emergency Vehicle (i.e. police, fire , etc.) access must be provided] Estimated Law Enforcement/Personnel Cost: $ ________ _ 4. 0 -PROFIT ORGANIZATIONS: Proof of nonprofit status (IRS letterhead) __ S. Proof of liability insurance for event naming the City of Fairhope as certificate holder with date of event requested. __ 6. For Street Closings within the Central Business District, signatures from 75% businesses/residences and notification to 100 % of the businesses/residences within 300 feet of the location of event. (12 weeks prior to event) ___ 7. For Street Closings outside the Central Business District, signatures from adjacent businesses within 300 feet of event (12 weeks prior to event) and notification of all businesses/residents along race route (30 days prior to event). __ 8. For South Park Events , signatures from: Shuck's Restaurant: _____________________ Date: ______ _ Down by the Bay Cafe: _____________________ Date: ______ _ __ 9. Event details (Items , including the ones listed below, must be removed immediately following event and park/street cleaned and restored to original condition. (If not, additional fees will be incurred.) Law E nforcement Personnel Provided by: _C=it-'-v""o..;;..f-=-F=a=ir-""h=o=e _______________ _ Barricades Provided by: --=P;..;o=l=ic=e _____________________ _ __ Staging Tents Port-o -lcts Provided by: _________________________ _ Provided by: _________________________ _ provided by: --:.A""'M=-:P'""o"""r"""ta~l _________________ _ __ Special transportation needs provided b y: ___________________ _ __ Special electrical needs: ___________________________ _ 10. AG E DA DATE TO MEET WITH CITY CO CIL (if required ): _________ _ Offi ce use only __ Street clo ing approved __ Alco hol app roved __ ABC Lice nse if se llin g a lco ho l __ Park/Stree t permit fees pa id Page 326 of 332 Pd P IRA T E DASH September 4, 2025 To whom it may concern within the City of Fairhope : We , the Fairhope East K-6 Parent Teacher Corporation in collaboration with the Fairhope West Parent Teacher Partnership and J. Larry Newton Parent Teacher Organization, are requesting permission to close the streets in downtown Fairhope on Saturday, February 28, 2026, from 6:00 am to 10:00 am. We are planning our 11th annual "The Pirate Dash ." This is a SK Run and 1 mile Fun Run to raise money for the educational needs of all three Fairhope elementary public schools. The SK race will begin at 8:00 am and the 1-mile fun run will begin at 9:00 am . The race will begin and end at the same location on Magnolia Avenue by the bluff. We will need electricity at the starting/ending point of the race on the bluff. We are requesting barricades at major road intersections to protect our runners . We will have a minimum of three port-o-lets at the start/end location of the race . Attached you will find a copy of the race routes, which is due to be renewed this year. We are in the process of doing that at this time and will update the city as we have that information . If there is anything else you need from us, please contact Heather Bailey (Fairhope East) at 251 -609-1805 or hbailey27 @gmail.com , Mamie Brett (Fairhope West) at 662 -607-1960 or Ma miedbret t @gma il.com , or Tricia Gunnells (J . Larry Newton) at 251-295-2033, or Mandy Bruns at 334 685 -1425 . We look forward to hearing from you and the City Council for final approval. Mamie Brett Fairhope East Fairhope West Mandy Bruns & Tricia Gunnells J. Larry Newton Page 327 of 332 Pirate Dash-SK and Fun Run Saturday, March 2, 2024 Starts at 8 a.m. [· l I ~ I I 08 -Lca d Car ,·' , . Gruup-Foll ow Car <;I N'K r_;, ,';/~S:: /.,' '·, ,.,, ,. , .. . ' 't , ... '\.,,. ~'~t ;i ~, ,_; 1,,, ,. rJ· ;.· t i /1 v i" I . ~f "\!i ' ..,... . . r .. 24 Volunteers I: I f1 '-12 Officers Group has follow car PD has lead car Meet at Fairhope bluff overlooking the pier at 7a.m. 5K starts at 8a.m . Transition to new post for Fun Run at 9a.m . Good oppo1tunity to place vehicles at the bluff before and after the races and interact with the kids 12 officers 7a.m.-10a.m . $45 per hour Please pay officers Individually $1 ,620 total Page 328 of 332 Pirate Dash--5K and Fun Run Saturday, March 2, 2024 Pub I i c Works Map !lill r :··. ·; I .. I ··-•' PD -Follow Car ,. ·r-.•t ·•:.:; A1l' E l11?rne Electric 20 amp on bluff between the veteran 's memoria l and t he fenced in meters Public Works "No Parking When Displayed" signs: -Magnolia from Fairhope Ave . to N. Bayview -Bayview from Fairhope to Magnolia Orange IIE:Il wooden " barricades at each of t he ,! j r l • l 1 l□ n :.::1 ;-:i ,:r1 :! following locations : Fairhope-Magnolia (4 ) Magnolia-Bayview (4) Bayview -Fairhope (4) Fa i rhope-Summit (2) Magnolia -Summit (2) Magnolia-Church (2) Summit-Oak (2) PD 12 offi cers 7a .m . (Gro up to pro vide 24 vo l unteers) Page 329 of 332 Pirate Dash-Fun Run at 9a.m. Saturday, March 2, 2024 0 1- / I• 11 1 , (n Pfl / H/11{/; ,,; Start r ,ltrfio F Finish §' pc, 4 en.,,, t:::J I 08 Police can not lead this race due to runners Turning around and run11ing back the same Route . Will drive head on into runners . ' ~ncy Avcrn ~ ~ Oa l. Slfe I Al 1nso n l ,1n ' ~ I. ;i gn ohc1 lw~ ~ I .!.Q.Q.!!!. 300 ~ L. 0 ;:! :::r '1 :; n Page 330 of 332 Fcwm W•9 Request for Taxpayer Give Fonn to the (Rev. October 2018') Identification Number and Certification Nqu .. ter. Do not Nnd to the IRS. Olpstment rt 1111 T.-.,Y lnllmll ~ SIMce • Qo to www.lr&p/FomtM fol tnltructlon1 end the latNt lnfonnatlon. 1 Name (u .._ on Vo\W Income tax 1'9lum). Name II required on thle line; do not l•ve thla line blank. Fairhope Parent-Teacher Corporation 2 Bullnen n.,,a/dlllNIQarded entity nwne, If dl'!Went fl'orn ltloW Fairhope K-6 PTC ~ 3 Check approp.-llte box fo r f9dentl tax ctaaalftcatlon of the pll"IO!l WhOII l'llffll II antertd on line 1. Cheek only one of the c Exemptlonl (codll apply only to i lollowlnQ NVlfl boue. ~ erfflln, not lndlvlcull; - nlnletlonl on pa;, S): 6 D lndlvlduaVIOlt proprietor Of 0 C Corporation 0 8 Corporllllon 0 Plftnenlhlp 0 Truat/eata18 alng le•memt.r U.O El(.-npt peye■ codl (If Illy) • i !1 0 Umll8d llablllty a:>mpany. Enter the tax claaalllcatlon (C-C corporation, S=S corporation, P=Pll'tnlr.hlp) 1 No«e: Check the appropn1te box In the line lbOve for th1 llll cl11111ttc■tl0n of the alngle-memt>er owner. Do not cheek Exemption from FATCA rapo,tlng U.C II Irle l.1..C II CIUllflad U I elnglll •memblr LLC thlll II dl:aragard6d from the 0-unllll the ~ ol lhl LLC la oodo ()f ln't1 ano"-U.C th9t la n01 dlarvgarded from ltle owner tor U.S. ted .. 1 II>! purpoeN. Olnerwll•, a a1ngie-m11mber U.C 1hat le dlarega'dod from the owner lhould check the appropriate box for Iha tmc clllSllflcatlon of Ill owner. . lj wl 011.-<-nstructlona). 1 ,__., ___ .,.U.SJ S AddrNI (number, ttrNt. and apt. 01 IUita no .) 9• lnttNct1on1. Alaquaatar'a name IW'lil addrNI (optional) ! P.O . Box 1911 e City, ltala, and ZIP coda Fairhope, AL 36633 7 Ult aOCOLi,l nwnti.(tl here (optional) -~ •• TaxD&Yer Identification Number [TIN) Enter your TIN In the appropriate box. The TIN provided muat match the name given on line 1 to avoid SoolalNOU ,-number backup withholding. For lndlvlduala, this la generally your aoclal Meurtty number ($SN). However, for a I I -DJ-I I I I resident allen, sole proprietor, or dlaregarded entity, see the 1Ma1Notlone for Par1 I, later. For other entitles, It 11 your employer identlfteation number (EIN). If you do not have a number, IN How to get a 6 3 1 0 7 3 0 9 0 Certfflcatlon Under penalties of pe~ury, I oertlfy that: 1 . Tne number shown on this form Is my correct taxpayer Identification number (or I am waiting for a number to be Issued to mt}: and 2.1 am not 1ubjoc1 to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been noffltd by tht lnt■rrel Revenue Sefvice (IRS) that I am subject to backup wlthholdlng u a reeult ot a tenure to report all Interest or dividends, or (c) tne IRS haa notified me that I am no longer subject to backup withholding; and 3. I am a U.S. citizen or other U.S. person (defined below); and 4. Toe FATCA code(s) entered on this foon (If any) lndle8ttno that I am exempt from FATCA reporting I.I COrTilci. c.tfflcatlon lratructlona. You muat cross OLII Item 2 above If yOU hal/8 been notified by the IRS that you n CUINlltlY •Ubl.ct to backUp wlthholdlno MC&IJ .. yau have falled to report ell lntinst and dividends on ~I.I' tax ...turn. For raal 118fate transactions , Item 2 does not apply. FCK mortgage lnt...i paid , acqulattlon c. abandonment of aecured property, cancellation of debt, contributions to an Individual retirement arrangemellt (f1A), and generally, paymenta other than lntorMt and dlvldondo, you are not requlrod to ol11n tho oor1 111oat lon, but you must provide your correct TIN. See the lnatn,ctlona for Part II, later. General Instructions Section references are to the Internal Revenue Code unless otherwise noted . Future d.wlopmenta. For the latoet Information about developmenta related to Form W-9 and Its lnstl\lCtlona, such as leglalatlon enacted after they were publlthecl, go to www.lrs.gov/A:,rmW9. Purpose of Fonn An lndMdual o r entity (Form W -9 requester) wno Is required to file an infonnetlon return with the IRS must obtain your correct taxpaye r identification number (TIN) which may be your social MCUrity number (SSN), In dividual taxpayer Identification number (ITIN), adoption taxpayer ldentlflcatlon number (ATIN), or employer Identification numbiw­ (EIN), to repor1 on an lnfonnatlon return the amount paid to you, or other amount ,.portable on an Information retum. Examploe of Information retuma Include, but are not llmlt9d to , the foUowlng . • Form 1099-INT (inte,-t earned or paid) 0n• I /I /2023 • Form 1O99-DIV (dividends, Including thou from stock& or mutual funds) • Form 1()Qg-MISC (various typee of Income, prl2N, award,, or grou proceeds) • Form 1 ()gg-8 (stock or mutual fund &alas and certain other tranuctlons by brokers) • Form , 099-S (procNds from reel Ntatt tranuctlona) • Form 1099-K (merchant card and thirdl party ~twork hnMctiona) • Form 10M (hom• mortgag• lnt•re•t). 1098-E (studll'1t loan lnterMt), 1098-T (tuition) • Fonn 1O99-C (canceled debt) • Form 1099-A {aoquisltion or abandonment of secured proP41ffy) Use Form W-9 only If you .,. a U.S. ~raon (lncludlng a reeldent alien), to provide your con-ec:t TIN . I ff )'OIi do not 19t1,1m Form W-9 to th• ,-quester with a TTN, )'OIi might be SIJIJ~t IO IJeCktlp WftMokltng, SN What to beekup WlthnOldlng, tater. I I Cat . No. 10231X FOffll W-9 (Rev. 1().2018) Page 331 of 332 City of Fairhope Park & Street Usage Charges (per citv ordinance (Nos. 1818, 15 76, & 1486) Fairhope Civic Center, P.O. Drawer 429. Fairhope Al. 36533 -(25 1) 929 -1 479 / 990-0 130 (251) 929-1467[Fax] Name: Fairhope k-6 PTC (Heather Baily) Address: PO Box 1911 Fairhope, AL 36533 Date of func t io n : 02f2 Bf26 Ph o ne: 251 6 09 180 5 No. in atte nd a nce: 85 0 Park Rental Fee: $200. per diem Stre et Rental Fee: $150. per diem FEE SCHED ULE Additional Hours -past allotted four hour: @ $100 per hour ( X) Non -profit organization; exempt from 50% rental fee s. *Proof of 501 non-profit must be on file. Subtotal: 50% Non-Profit Rate : Refundable Clean-up Deposit: Balance Due: Refund Due: $200 $150 $350 $175 $1000 $1175 $0 * Refunds for clean-up deposit to be mailed to address given on re nt al application, three 11 eeks after even t.* otes: Over paid $1200 Refund to be $1025 Pai d: $1200 C hec k# /C as h/C C 1004 Date: 0 912212 5 Signat ure: P~e---Cr~o e,;,,c,;;;,., (Sep 26, 20l5ITT.JOCOT) Email: george.ladd@fairhopeal.gov Email: paige .crawford@fairhopeal.gov Page 332 of 332